HomeMy WebLinkAboutLorraine Mendez & Associates - 2016-10-03Dept. ID ED 16-29 Page 1 of 2
Meeting Date: 10/3/2016
CITY OF HUNTINGTON BEACH
REQUEST FOR. CITY COUNCIL ACTION
MEETING DATE: 10/3/2016
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Ken Domer, Assistant City Manager
Kellee Fritzal, Deputy Director, Business Development
SUBJECT: Approve Agreement with Lorraine Mendez & Associates for US Department of
Housinq and Urban Development (HUD) Consultinq Services
Statement of Issue:
The City utilizes professional consulting services on an as -needed basis to assist with compliance
activities for the Community Development Block Grant (CDBG) and HOME Investment Partnership
(HOME) Programs. City Council approved an amendment to the existing professional services
agreement on June 20, 2016, at which time staff indicated that a Request for Proposals would be
circulated in the fall to secure a consultant for a new agreement. Staff has completed that process
and has selected Lorraine Mendez & Associates to provide consulting services through October
2019 at a cost of $40,000 per year, not to exceed $120,000 through the life of the Agreement.
Financial Impact:
Services provided under this agreement are funded through CDBG and HOME programs. There is
no impact to the General Fund. Sufficient funds are budgeted in CDBG Program Administration
account 123580101.69365 ($33,000) and HOME Program Administration account
123680401.69365 ($7,000) for Fiscal Year 2016-2017 and will be budgeted accordingly in each
subsequent Fiscal Year of the Agreement.
Recommended Action:
Approve and authorize the Mayor and City Clerk to execute "Professional Services Agreement
Between the City of Huntington Beach and Lorraine Mendez & Associates for US Department of
Housing and Urban Development (HUD) Consulting Services" in the amount of $120,000 for three
years, through October 2019.
Alternative Action(s):
Do not approve the Agreement and direct staff accordingly.
Analysis:
The City of Huntington Beach receives federal Community Development Block Grant (CDBG)
funding and HOME Investment Partnership (HOME) funds on an annual basis from the US
Department of Housing and Urban Development (HUD). These funds are used by the City to
provide programs and services benefitting low -to -moderate income residents and those specifically
residing in census block groups designated with more than 47.83 percent residents of low -to -
moderate income. Projects include housing rehabilitation for qualified homeowners, fair housing
counseling and assistance, case management for seniors in need, literacy tutoring, afterschool
programs in the Oak View neighborhood, coordination of services to the homeless and capital
HB -11 s- Item 3. - I
Dept. ID ED 16-29 Page 2 of 2
Meeting Date: 10/3/2016
improvements in the designated areas of which assist the mobility of the disabled on a citywide
basis consistent with the Americans with Disabilities Act.
The City is required to report progress to HUD on a monthly, quarterly, and annual basis using a
variety of mechanisms and to engage in ongoing monitoring to ensure compliance with program
regulations. The City is also periodically monitored by HUD as well. Both the CDBG and HOME
programs allow for a small percentage of the overall funds granted to the City to be utilized for
program administration, which, for Huntington Beach, also includes the required fair housing
services. Many cities, including Huntington Beach, utilize the services of qualified consultants to
take on some of the detailed and complex and ever -changing reporting responsibilities and to
perform field and document monitoring of program subrecipients.
On June 20, 2016, City Council approved an amendment to the existing agreement with Lorraine
Mendez & Associates to ensure.ongoing administration of current year programs as, at the time, it
was impractical to secure and ensure sufficient preparation time for a new consultant while the City
was in mid -preparation of the coming program year and compliance with the current year. Staff
indicated at that time that an RFP would soon be issued to secure a new consultant.
As promised, an RFP was issued in August 2016. The City directly notified a list of five (5) known
firms, and several others received electronic notification through the City's Planet Bids system. As
a result, three (3) qualified proposals for HUD Consulting Services were received from Advanced
Avant Garde Corporation, SJC Consulting, Inc, and Lorraine Mendez & Associates Inc. Proposals
were evaluated by three (3) City staff members, with the highest ranking being provided to Lorraine
Mendez & Associates. The Office of Business Development has worked with Lorraine Mendez
since 2013 and has been very pleased with the quality and efficiency of the firm's principal and
associates. They are a highly knowledgeable firm and their recommendations for organization of
the City's program files and operation have greatly assisted staff in successfully achieving
compliance and positive results in monitoring by HUD. Further, their existing knowledge of the
intricacies of the City's HUD -funded programs will allow for more efficient use of the limited HUD
program administrative funds.
Therefore, it is recommended that the City Council approve a Professional Services Agreement
with Lorraine Mendez & Associates for HUD consulting services for a three-year period at a total
cost not to exceed $120,000.
Environmental Status:
Not applicable.
Strategic Plan Goal:
Improve quality of life
Attachment(s):
1. Professional Services Contract Between the City of Huntington Beach and Lorraine
Mendez & Associates for US Department of Housing and Urban Development HUD
Consulting Services.
2. HUD Consulting Services Bid Summary
Item 3. - 2 He - )16-
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
LORRAINE MENDEZ & ASSOCIATES
FOR
US DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD)
CONSULTING SERVICES
THIS AGREEMENT ("Agreement") is made and entered into by and between the City of
Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as
"CITY," and LORRAINE MENDEZ & ASSOCIATES, LLC, a CORPORATION hereinafter
referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide consulting
services pertaining to the administration of, and compliance with, the federally -funded programs of
the US Department of Housing and Urban Development (HUD) ; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service
contracts have been complied with; and ..
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates Lorraine Mendez, Principal who shall represent it
and be its sole contact and agent in all consultations with CITY during the performance of this
Agreement.
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2. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on D3, 20/,6 (the "Commencement Date"). This Agreement
shall automatically terminate three (3) years from the Commencement Date, unless extended or
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no
later than three (3) years from the Commencement Date. The time for performance of the tasks
identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be
amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT.
In the event the Commencement Date precedes the Effective Date, CONSULTANT
shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees to
pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is
attached hereto and incorporated by reference into this Agreement, a fee, including all costs and
expenses, not to exceed One Hundred Twenty -Thousand Dollars ($120,000).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
work only after receiving written authorization from CITY. Additional compensation for such extra
work shall be allowed only if the prior written approval of CITY is obtained.
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6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices, calculations,
computer code, language, data or programs, maps, memoranda, letters and other documents, shall
belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or
termination of this Agreement or upon PROJECT completion, whichever shall occur first. These
materials may be used by CITY as it sees fit.
8. HOLD HARMLESS
CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless
CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against
any and all claims, damages, losses, expenses, judgments, demands and defense costs (including,
without limitation, costs and fees of litigation of every nature or liability of any kind or nature)
arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any)
negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of
its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees
except such loss or damage which was caused by the sole negligence or willful misconduct of
CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall
approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and
liability regardless of whether any insurance policies are applicable. The policy limits do not act as
limitation upon the amount of indemnification to be provided by CONSULTANT.
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9. PROFESSIONAL LIABILITY INSURANCE
CONSULTANT shall obtain and furnish to CITY a professional liability insurance
policy covering the work performed by it hereunder. This policy shall provide coverage for
CONSULTANT's professional liability in an amount not less than One Million Dollars
($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not
contain a self -insured retention without the express written consent of CITY; however an insurance
policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made
policy shall be acceptable if the policy further provides that:
A. The policy retroactive date coincides with or precedes the initiation of the
scope of work (including subsequent policies purchased as renewals or
replacements).
B. CONSULTANT shall notify CITY of circumstances or incidents that might
give rise to future claims.
CONSULTANT will make every effort to maintain similar insurance during the
required extended period of coverage following PROJECT completion. If insurance is terminated
for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two
(2) years to report claims arising from work performed in connection with this Agreement.
If CONSULTANT fails or refuses to produce or maintain the insurance required by
this section or fails or refuses to furnish the CITY with required proof that insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to
forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid
for its time and materials expended prior to notification of termination. CONSULTANT waives the
right to receive compensation and agrees to indemnify the CITY for any work performed prior to
approval of insurance by the CITY.
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10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement; the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or canceled by
either party, reduced in coverage or in limits except after thirty (30) days'
prior written notice; however, ten (10) days' prior written notice in the event
of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force until the
work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not derogate
from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this
Agreement. CITY or its representative shall at all times have the right to demand the original or a
copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the
premiums on the insurance hereinabove required.
11. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT
shall secure at its own cost and expense, and be responsible for any and all payment of all taxes,
social security, state disability insurance compensation, unemployment compensation and other
payroll deductions for CONSULTANT and its officers, agents and employees and all business
licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder.
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12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike manner.
CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and
whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall
be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the
event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at
the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not be
assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the
prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all
approved assignees, delegates and subconsultants must satisfy the insurance requirements as set
forth in Sections 9 and 10 hereinabove.
14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this Agreement.
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY employee in
the work performed pursuant to this Agreement. No officer or employee of CITY shall have any
financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either by
personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as
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the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and
depositing the same in the United States Postal Service, to the addresses specified below. CITY and
CONSULTANT may designate different addresses to which subsequent notices, certificates or
other communications will be sent by notifying the other party via personal delivery, a reputable
overnight carrier or U. S. certified mail -return receipt requested:
TO CITY:
City of Huntington Beach
ATTN: Kellee Fritzal, Deputy Director,
Business Development
2000 Main Street
Huntington Beach, CA 92648
17. CONSENT
When CITY's consent/approval
TO CONSULTANT:
Lorraine Mendez & Associates
Attention: Lorraine Mendez
2100 Cold Stream Court
Oxnard, CA 93036
is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval to any
subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid unless in
writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive phrases
at the beginning of the various sections in this Agreement are merely descriptive and are included
solely for convenience of reference only and are not representative of matters included or excluded
from such provisions, and do not interpret, define, limit or describe, or construe the intent of the
parties or affect the construction or interpretation of any provision of this Agreement.
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20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed as a
whole, according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining
covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent
upon any other unless so expressly provided here. As used in this Agreement, the masculine or
neuter gender and singular or plural number shall be deemed to include the other whenever the
context so indicates or requires. Nothing contained herein shall be construed so as to require the
commission of any act contrary to law, and wherever there is any conflict between any provision
contained herein and any present or future statute, law, ordinance or regulation contrary to which
the parties have no right to contract, then the latter shall prevail, and the provision of this
Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to
bring it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been prepared
and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the
date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed
an original instrument as against any party who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration and
naturalization laws of the United States and shall, in particular, comply with the provisions of the
United States Code regarding employment verification.
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23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside the
scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
24. ATTORNEY'S FEES
In the event suit is brought by either party to construe, interpret and/or enforce the
terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear
its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's
fees from the nonprevailing parry.
25. SURVIVAL
Terms and conditions of this Agreement, which by their sense and context survive
the expiration or termination of this Agreement, shall so survive.
26. GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of the
State of California.
27. SIGNATORIES
Each undersigned represents and warrants that its signature hereinbelow has the
power, authority and right to bind their respective parties to each of the terms of this Agreement,
and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
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28. ENTIRETY
The parties acknowledge and agree that they are entering into this Agreement freely
and voluntarily following extensive arm's length negotiation, and that each has had the opportunity
to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and
agree that no representations, inducements, promises, agreements or warranties, oral or otherwise,
have been made by that party or anyone acting on that party's behalf, which are not embodied in this
Agreement, and that that party has not executed this Agreement in reliance on any representation,
inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this
Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the
parties respecting the subject matter of this Agreement, and supersede all prior understandings and
agreements whether oral or in writing between the parties respecting the subject matter hereof.
29. EFFECTIVE DATE
This Agreement shall be effective on the date of its approval by the City Council.
This Agreement shall expire when terminated as provided herein.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
and through their authorized officers.
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CONSULTANT,
LORRAINE MENDEZ & ASSOCIATES
COMPANY NAME
LORRAINE MENDEZ, Principal
r
y: LAS
D
print name
ITS: (circle one) Chairman/PresidentNice President
AND
print name
ITS: (circle one) Secretary/Chief Financial Officer/Asst.
Secretary - Treasurer
CITY OF HUNTINGTON BEACH, a
municipal corporatioA
f the State of
California _ ,
C%ty Clerk
Lo
QED AN �APFRt VED:
mer, Assistant-Citylmanager
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APPROVED:
Manager
EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
C. CITY'S DUTIES AND RESPONSIBILITIES:
D. WORK PROGRAM/PROJECT SCHEDULE:
Work identified in Exhibit A to be performed on an as -needed basis as per the hourly rate and fees
specified in the attached proposal.
EXHIBIT A
REQUEST FOR PROPOSAL
FOR
Consulting Services for
US Department Housing and Urban Development (HUD)
Entitlement Grant Programs: Community Development Block Grant (CDBG) and HOME
Investment Partnership Program (HOME)
Office of Business Development
CITY OF HUNTINGTON BEACH
Released on August 19, 2016
HUD Entitlement Grant Program Consulting Services
REQUEST FOR PROPOSAL (RFP)
1. BACKGROUND
The City of Huntington Beach (City) receives annual entitlement grants from the U.S.
Department of Housing and Urban Development (HUD). The Community Development
Block Grant (CDBG) Program is authorized under Title I of the Housing and Community
Development Act of 1974, as amended. The City is soliciting a written contract proposal
(Proposal) from firms specializing in the implementation, administration, and reporting for
entitlement grants issued by HUD, specifically in connection with CDBG and HOME
Investment Partnership Program (HOME), as well as assistance with other HUD and HCD
special grants, funding opportunities and programs.
In addition to CDBG, the City receives HOME Investment Partnership funds may receive
other HUD related stimulus program funds to be used in the development, maintenance
and/or preservation of affordable housing within the City.
2. SCHEDULE OF EVENTS
This request for proposal will be governed by the following schedule:
Release of RFP
Deadline for Written Questions
Responses to Questions Posted Online
Proposals are Due
Proposal Evaluation Completed
Approval of Contract
3. SCOPE OF WORK
August 19, 2016
August 26, 2016
August 30, 2016
September 6, 2016
September 15, 2016
October 3, 2016
The City is looking to select a consultant to perform and/or assist in the administration
and implementation of HUD requirements associated with the entitlement grant programs.
These services may include, but are not limited to, the following:
1) Oversight of CDBG program compliance, including conformity with
Federal requirements;
2) Oversight of HOME program compliance, including conformity with
Federal requirements;
3) Preparation of environmental reviews for HOME and CDBG projects;
4) Report preparation and completion (Annual Action Plan, Comprehensive
Annual Performance and Evaluation Report, Consolidated Plan, FFATA, Section 3);
5) Sub -recipient file management, training and monitoring;
6) Integrated Disbursement and Information System (IDIS) input and assistance.
I
DIS services desired include, but are not limited to, the following:
a. Set up, amending and closing out of Projects/Activities;
b. Receipt and drawdown of Program Income;
c. Generating, formatting, downloading, and analyzing of IDIS Reports
d. Assistance in Reprogramming of Funds;
e. Addressing and rectifying concerns emanating from possible Agency or
Federal Single Report Audits.
7) Review of newly proposed HOME funded affordable housing agreements, exhibits,
and documents as to compliance with established HUD HOME regulations;
8) Review of newly proposed or revised HUD CDBG and HOME program guidelines;
9) Review of construction projects for HUD compliance;
10) Review/assistance with other HUD -funded programs as needed.
4. PROPOSAL FORMAT GUIDELINES
Interested contractors are to provide the City of Huntington Beach with a thorough
proposal using the following guidelines:
Proposal should be typed and should contain no more than 10 typed pages using a 12-point
font size, including transmittal letter and resumes of key people, but excluding Index/Table
of Contents, tables, charts, and graphic exhibits. Each proposal will adhere to the following
order and content of sections. Proposal should be straightforward, concise and provide
"layman" explanations of technical terms that are used. Emphasis should be concentrated
on conforming to the RFP instructions, responding to the RFP requirements, and on
providing a complete and clear description of the offer. Proposals, which appear
unrealistic in the terms of technical commitments, lack of technical competence or are
indicative of failure to comprehend the complexity and risk of this contract, may be
rejected. The following proposal sections are to be included in the bidder's response:
A. Vendor Application Form and Cover Letter
Complete Appendix A, "Request for Proposal -Vendor Application Form" and attach
this form to the cover letter. A cover letter, not to exceed three pages in length,
should summarize key elements of the proposal. An individual authorized to bind the
consultant must sign the letter. The letter must stipulate that the proposal price will
be valid for a period of at least 180 days. Indicate the address and telephone number
of the contractor's office located nearest to Huntington Beach, California and the
office from which the project will be managed.
B. Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of
the City, the work to be done, and the objectives to be accomplished. Refer to
Scope of Work of this RFP.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to
accomplish the Scope of Work of this RFP. The Methodology Section should
include:
1) An implementation plan that describes in detail (i) the methods, including controls
by which your firm manages projects of the type sought by this RFP; (ii)
methodology for soliciting and documenting views of internal and external
stakeholders; (iii) and any other project management or implementation strategies
or techniques that the respondent intends to employ in carrying out the work.
2) Detailed description of efforts your firm will undertake to achieve client
satisfaction and to satisfy the requirements of the "Scope of Work" section.
3) Detailed project schedule, identifying annual anticipated timeframe of tasks and
deliverables to be performed, durations for each task, and overall time of
completion.
4) Detailed description of specific tasks you will require from City staff. Explain
what the respective roles of City staff and your staff would be to complete the
tasks specified in the Scope of Work.
D. Staffing
Provide a list of individual(s) who will be working on this project and indicate the
functions that each will perform. Include a resume for each designated individual.
Upon award and during the contract period, if the contractor chooses to assign different
personnel to the project, the Contractor must submit their names and qualifications
including information listed above to the City for approval before they begin work.
E. Qualifications
The information requested in this section should describe the qualifications of the firm,
key staff and sub -contractors performing projects within the past five years that are
similar in size and scope to demonstrate competence to perform these services.
Information shall include:
1) Names of key staff that participated on named projects and their specific
responsibilities with respect to this scope of work.
2) A summary of the your firm's demonstrated capability, including length of time
that your firm has provided the services being requested in this Request for
Proposal.
3) Provide at least five local references that received similar services from your firm.
The City of Huntington Beach reserves the right to contact any of the
organizations or individuals listed. Information provided shall include:
♦ Client Name
♦ Project Description
♦ Project start and end dates
♦ Client project manager name, telephone number, and e-mail address
F. Fee Proposal
Please include as part of your proposal a Schedule of Hourly Billing Rates for the
5. PROCESS FOR SUBMITTING PROPOSALS
All proposals must be submitted in PDF file format.
♦ Content of Proposal
The proposal must be submitted using the format as indicated in the proposal format
guidelines.
♦ Preparation of Proposal
Each proposal shall be prepared simply and economically, avoiding the use of elaborate
promotional material beyond those sufficient to provide a complete, accurate and reliable
presentation.
♦ Number of Proposals
Submit one (1) PDF file format copy of your proposal in sufficient detail to allow for
thorough evaluation and comparative analysis.
♦ Submission of Proposals
Complete written proposals must be submitted electronically in PDF file format via the
Planetbids.com website no later than 4:00 p.m. (P.S.T) on September 6, 2016.
Proposals will not be accepted after this deadline. Faxed or e-mailed proposals
will not be accepted.
♦ Inquiries
Questions about this RFP must be directed in writing, via e-mail to:
Jim Slobojan, Fiscal Services Manager
j sloboj anksurfcity-hb.org,
From the date that this RFP is issued until a firm is selected and the selection is
announced, firms are not allowed to communicate for any reason with any City employee
other than the contracting officer listed above regarding this RFP. The City reserves the
right to reject any proposal for violation of this provision.
♦ Conditions for Proposal Acceptance
This RFP does not commit the City to award a contract or to pay any costs incurred for
any services. The City, at its sole discretion, reserves the right to accept or reject any or
all proposals received as a result of this RFP, to negotiate with any qualified source, or to
cancel this RFP in part or in its entirety. All proposals will become the property of the
City of Huntington Beach, USA. If any proprietary information is contained in the
proposal, it should be clearly identified.
services being requested in this RFP, as described by the Scope of Work.
6. EVALUATION CRITERIA
The City's consultant evaluation and selection process is based upon Qualifications Based
Selection (QBS) for professional services. The City of Huntington Beach may use some or all of
the following criteria in its evaluation and comparison of proposals submitted. The criteria listed
are not necessarily an all-inclusive list. The order in which they appear is not intended to
indicate their relative importance:
A. Compliance with RFP requirements
B. Understanding of the project
C. Recent experience in conducting similar scope, complexity, and magnitude for other
public agencies
D. Educational background, work experience, and directly related consulting experiences
E. Price
F. References
The City may also contact and evaluate the bidder's and subcontractor's references; contact any
bidder to clarify any response; contact any current users of a bidder's services; solicit
information from any available source concerning any aspect of a proposal; and seek and review
any other information deemed pertinent to the evaluation process. The evaluation committee
shall not be obligated to accept the lowest priced proposal, but shall make an award in the best
interests of the City.
After written proposals have been reviewed, discussions with prospective firms may or may not
be required. If scheduled, the oral interview will be a question/answer format for the purpose of
clarifying the intent of any portions of the proposal. The individual from your firm that will be
directly responsible for carrying out the contract, if awarded, should be present at the oral
interview.
A Notification of Intent to Award may be sent to the vendor selected. Award is contingent upon
the successful negotiation of final contract terms. Negotiations shall be confidential and not
subject to disclosure to competing vendors unless an agreement is reached. If contract
negotiations cannot be concluded successfully, the City may negotiate a contract with the next
highest scoring vendor or withdraw the RFP.
7. STANDARD TERMS AND CONDITIONS
♦ Amendments
The City reserves the right to amend this RFP prior to the proposal due date. All
amendments and additional information will be posted to the Huntington Beach
Procurement Registry, Huntington Beach - Official City Web Site - Business - Bids &
RFP's; bidders should check this web page daily for new information.
♦ Cost for Preparing Proposal
The cost for developing the proposal is the sole responsibility of the bidder. All
proposals submitted become the property of the City.
♦ Contract Discussions
Prior to award, the apparent successful firm may be required to enter into discussions
with the City to resolve any contractual differences. These discussions are to be
finalized and all exceptions resolved within one (1) week from notification. If no
resolution is reached, the proposal may be rejected and discussions will be initiated
with the second highest scoring firm. See Appendix B for a sample agreement.
♦ Confidentiality Requirements
The staff members assigned to this project may be required to sign a departmental
non -disclosure statement. Proposals are subject to the Freedom of Information Act.
The City cannot protect proprietary data submitted in proposals.
♦ Financial Information
The City is concerned about bidders' financial capability to perform, therefore, may
ask you to provide sufficient data to allow for an evaluation of your firm's financial
capabilities.
♦ Insurance Requirements
City Resolution 2008-63 requires that licensees, lessees, and vendors have an
approved Certificate of Insurance (not a declaration or policy) on file with the City
for the issuance of a permit or contract. Within ten (10) consecutive calendar days of
award of contract, successful bidder must furnish the City with the Certificates of
Insurance proving coverage as specified in Appendix C. Failure to furnish the
required certificates within the time allowed will result in forfeiture of the Proposal
Security.
Please carefully review the Sample Agreement and Insurance Requirements before
responding to the Request for Proposal enclosed herein. The terms of the agreement,
including insurance requirements have been mandated by City Council and can be
modified only if extraordinary circumstances exist. Your response to the Request for
Proposal must indicate if you are unwilling or unable to execute the agreement as
drafted as well as providing the insurance requirements. The City will consider this in
determining responsiveness to the Request for Proposal.
2016 HUD CONSULTING RFP SUGGESTED DISTRIBUTION LIST
Lorraine Mendez & Associates
2100 Cold Stream Court
Oxnard, CA 93036
(805) 665-7310
Contact: Lorraine Mendez
Email: lorraine-mendez@hotmail.com
Willdan Engineering
2401 E Katella Avenue, Suite 450
Anaheim, CA 92806
714-978-8200
Contact: Tiryn Keller
Email: rfps@wilidan.com
MDG Associates, Inc.
10722 Arrow Route, Suite 822
Rancho Cucamonga, CA 91730
(909) 976-4696
Contact: Rudy Munoz
rmunoz@mdg-Idm.com
JWA Urban Consultants, Inc.
609 Deep Valley Drive, Suite #200
Rolling Hills Estates, CA 90274
(310) 347-6310
Contact: Jack Wong
Email: iwone.iwa@�mail.com
Veronica Tam & Associates
107 S Fair Oaks Avenue, Suite 212
Pasadena, CA 91105-
(626) 304-0440
Contact: Veronica Tam
Email: Veronica.Tam@vtaplanning.com
Lorraine Mendez
September 5, 2016
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
SUBJECT: PROPOSAL FOR CONSULTING SERVICES FOR US DEPARTMENT OF HOUSING
AND URBAN DEVELOPMENT (HUD) ENTITLEMENT GRANT PROGRAM:
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT
PARTNERSHIP PROGRAM (HOME)
Dear Mr. Slobojan,
This letter serves to thank you for the opportunity to provide services related to the
administration of your HUD programs. I am pleased to offer our services based upon extensive
experience in providing professional grants administration and affordable housing project
management services. My firm has broad experience in CDBG and HOME grants management
and project monitoring for entitlement and participating jurisdictions. We provide professional
and technical services to various cities to assist in the development and implementation of
program activities to ensure programs are within HUD compliance. Our consultant services
also include the preparation and analysis of reports and housing agreements, as well as the
completion of the Annual Action Plan, Consolidated Plan, and Comprehensive Annual
Performance and Evaluation Report (CAPER). We will ensure that all projects and activities will
be reported timely and accurately in the Integrated Disbursement and Information System
(IDIS).
As principal of Lorraine Mendez & Associates (LM&A), I will maintain responsibility for project
management, will serve as the primary staff member responsible for preparation of the all
documents, and coordination with City staff. Assisting me are Duane Solomon and Leslie Lait.
Mr. Solomon has experience in having worked for governmental jurisdictions, as well as for
affordable housing consultants. Mr. Solomon brings over 35 years of local municipal
experience in housing and community development. Ms. Lait bring nearly 15 years of
professional experience in nonprofit, government, and corporate workplaces. Ms. Lait will assist
the project team with CDBG subrecipient monitoring. The team of LM&A is committed to
completing all assignments with detail and accuracy and ensuring all projects are on schedule.
The price indicated in the following proposal is valid for 180 days from the date of this letter.
We thank you for your consideration and look forward to the opportunity to work for the City
of Huntington Beach.
• 2100 Cold Stream Court, Oxnard CA 93036 • T: (805) 665-7310 • F: (805) 485-1904 •
4 E: Lorraine-Mendez@hotmail.com 0
Sincerely,
LORRAINE MENDEZ & ASSOCIATES
• 2100 Cold Stream Court, Oxnard CA 93036 • T: (805) 665-7310 • F: (805) 485-1904 •
• E: Lorraine-Mendez@hotmail.com •
REQUEST FOR PROPOSAL
VENDOR APPLICATION FORM
TYPE OF APPLICANT: ❑ NEW F-_j CURRENT VENDOR
Legal Contractual Name of Corporation: Lorraine Mendez & Associates
Contact Person for Agreement: Lorraine M. Mendez
Corporate Mailing Address:
2100 Cold Stream Court
City, State and zip Code: Oxnard, CA 93036
E-Mail Address: lorraine-mendez@hotmail.com
Phone: (805) 665-7310
Contact Person for Proposals: Lorraine M. Mendez
Title: Principal
Business Telephone: (805) 665-7310
Is your business: (check one)
❑ NON PROFIT CORPORATION
Is your business: (check one)
Fax:
E-Mail Address: lorraine-mendez@hotmail.com
Business Fax: (805) 485-1904
FOR PROFIT CORPORATION
CORPORATION
❑
LIMITED LIABILITY PARTNERSHIP
❑
INDIVIDUAL
❑
SOLE PROPRIETORSHIP
❑
PARTNERSHIP
❑
UNINCORPORATED ASSOCIATION
1 of 2
Names & Titles of Corporate Board Members
(Also list Names & Titles of persons with written authorization/resolution to sign contracts)
Names Title Phone
Lorraine M. Mendez Principal (805) 665-7310
Federal Tax Identification Number: 27 2898748
City of Huntington Beach Business License Number:
(If none, you must obtain a Huntington Beach Business License upon award of contract.)
City of Huntington Beach Business License Expiration Date:
2 of 2
BACKGROUND AND PROJECT SUMMARY
Lorraine Mendez & Associates (LM&A) will provide the City with qualified staff to support
administration of Huntington Beach's HUD Programs. As project principal, Lorraine Mendez will
maintain responsibility for ensuring the overall quality of work of the subcontracted staff for this
project, and the timeliness of project deliverables. Duane Solomon will serve as Project Manager and,
along with Ms. Mendez, will be responsible for overseeing the day-to-day activities of HUD Programs
Administration, and directing Project Analyst, Leslie Lait, with the completion of CDBG subrecipient
monitoring activities.
Lorraine Mendez & Associates will assume responsibility for tasks outlined in the Scope of Work and
Fee Schedule, with reliance on City staff to coordinate and provide administrative support functions. In
review of the proposals' Scope of Work and pursuant to our professional experience working with the
City of Huntington, LM&A offers the following scope of services:
1. CDBG/HOME Programs Administration
a. Develop and Maintain Project Filing System and Checklist, including all necessary eligibility
documentation to ensure compliance with HUD and federal cross -cutting requirements.
b. Conduct environmental reviews and prepare environmental review records (up to level of
environmental assessment, which would be treated as an additional cost) for all activities in
accordance with NEPA and the implementing regulations at 24 CFR Part 58.
c. Manage the federal Integrated Disbursement and Information System (IDIS) required to set-
up, revise, fund, and report upon accomplishments and beneficiaries for all CDBG and HOME
activities.
d. Generate, format, download, and analysis of all IDIS Reports.
e. Prepare agreements for subrecipients (both outside and intradepartmental).
f. Assist in department budget preparation and work program.
g. Jointly with the Finance Department, assume financial management responsibilities, including
preparing draw requests, receipting and drawdown of program income, approving
subrecipient payment requests, and monitoring CDBG/HOME expenditures.
h. Provide contract administration of CDBG and HOME programs and projects.
L Develop quarterly subrecipient performance reports for quarterly submission.
j. Ensure subrecipients submit quarterly reports, and conduct desktop monitoring on a
quarterly basis.
2. HOME Acquisition/Rehabilitation Program
a. Develop subsidy layering guidelines for rental and owner housing.
b. Conduct financial analysis/layering review for Federally -assisted residential acquisition and
rehabilitation projects.
c. Assist City staff in drafting deal points and affordable housing agreements for federally -
assisted residential new construction, and acquisition/rehabilitation projects, and/or review
of affordable housing agreements, exhibits, and documents as to compliance with established
HUD HOME regulations.
d. Assist City staff in drafting operating and predevelopment loan agreements.
e. Prepare environmental review records for proposed HOME affordable housing projects.
City of Huntington Beach Proposal 1
3. Respond to HUD and Single Audit letters and/or Memorandums as Needed
a. Address and rectify all concerns and findings emanating from possible Agency or Federal
Single Audit Reports.
4. CDBG and HOME Monitoring
a. Conduct desk and on -site CDBG subrecipient monitoring visits as required by regulation
(monitoring typically occurs after the end of the program year).
• Prepare appointment letters.
• Conduct on -site visit with public service subrecipients, gather needed financial,
beneficiary, and other necessary documentation to prepare monitoring report.
• Prepare monitoring report outlining subrecipient strengths and weaknesses, concerns,
findings, and corrective actions to be taken.
• Follow-up with subrecipients on implementation of recommended corrective actions, and
prepare monitoring close-out letters as needed.
• Provide technical assistance to staff and CDBG public service providers as needed.
b. Conduct desk and on -site HOME monitoring of affordable housing projects.
• Prepare appointment letters to property owners or management.
• Schedule on -site inspections to determine compliance with housing, local and state codes.
[Note: City may opt to use Building or Code Enforcement staff to conduct on -site
inspections, or Lorraine Mendez & Associates, upon City's request, may sub -contract
inspection services to qualified person(s).]
• Conduct on -site monitoring to include review of project documents and tenant files to
ascertain project compliance with HOME requirements, e.g. rents, tenant income
eligibility, occupancy eligibility, property standards, affirmative marketing and fair
housing, and lease terms.
• Prepare monitoring reports and follow-up correspondence until monitoring close out.
Report will outline strengths and weaknesses, concerns, findings, and corrective actions to
be taken.
5. Develop and Maintain HUD Grants Management Policies and Procedures Manual (Program
Guidelines)
6. Prepare FY 2017/18 Annual Action Plan and Amendments to 5-Year Consolidated Plan (Fixed Fee)
a. Prepare draft and final Action Plan, amendments to the Action Plan and, if applicable, required
amendments to 5-Year Consolidated Plan as needed, oversee public review, and submit to HUD
pursuant to HUD regulations.
7. Prepare FY 2015/16 Consolidated Annual Performance and Evaluation Report (CAPER) (Fixed Fee)
a. Preparation of draft and final CAPER document, oversight of public review, and submittal to
HUD pursuant to HUD regulations.
City of Huntington Beach Proposal 2
METHODOLOGY
In managing and implementing HUD programs, Lorraine Mendez & Associates uses a variety of controls
to ensure federal compliance and eligibility. These include the following:
• Eligibility Review Forms to be used for each federally -funded activity. The eligibility review form
ensures that the activity is eligible under the CDBG or HOME program, that it meets a national
objective, and that it is consistent with priorities and needs as identified in the governing
Consolidated Plan.
• Environmental Review Record (ERR) to ensure that the activity has met all requirements under
NEPA and 24 CFR Part 58.
• Programmatic policies and protocols related to program administration (ERR, file management,
CHDO Certification/Re-Certification, Monitoring of CDBG Subrecipients, Monitoring of HOME -
Assisted Projects, etc.).
• File Checklists which outline, in detail, what each project file should contain to demonstrate
eligibility.
LM&A will also utilize the City's Citizen Participation Plan (or update it as needed) as a guide for
soliciting and documenting views of internal and external stakeholders. The Citizen Participation Plan
is used during the development of the Consolidated Plan, Annual Action Plan, and CAPER.
In an effort to achieve client satisfaction and to satisfy the requirements of the scope of work, LM&A
ensures that city staff will be apprised of grant performance, the timely expenditure of grant funds,
and critical dates for federal reports. LM&A will provide the tools (analyses, spreadsheets, protocols
and guidelines) necessary to assist staff in their decision making. LM&A will also offer technical
assistance, as needed, to city staff or program subrecipients to ensure client satisfaction in program
delivery.
LM&A utilizes the grant cycle as the basis for establishing a project schedule and for identifying tasks
that need to be performed throughout the program year. For example, LM&A will establish protocols
whereby subrecipients of federal funds are required to submit both a standardized performance report
and payment request 15-days after the end of each quarter to ensure that IDIS has updated
performance data each quarter, to ensure that any problem areas the subrecipient may be having are
identified promptly and actions are taken to correct it, and to ensure that funds are being expended in
a timely fashion. Further, submission dates of Consolidated Plans, Annual Action Plans, and CAPER's
will determine when public notices, community meetings, etc. are to be held.
LM&A will assume responsibility for program administration, with reliance on city staff limited to
coordination and administrative support functions. Such functions to be performed by city staff
include:
• Public and community meetings and presentations related to the adoption of the Consolidated Plan
(or amendments to), Annual Action Plan, and CAPER. LM&A will provide all written reports, staff
reports, agenda bills, and public notices.
• City staff will have all signatory authority to approve draws, however LM&A will work with the
City's Finance and program staff, if needed, to prepare the draw requests for approval.
City of Huntington Beach Proposal 3
Staff will be responsible for the project management of HUD programs such as the City's
rehabilitation program, capital improvement projects, and housing programs and projects. LM&A
may provide technical support and guidance including assisting with ERR's, layering and subsidy
reviews, and drafting of legal documents (affordable housing agreements, subrecipient
agreements, predevelopment loan agreements, etc.).
STAFFING
Lorraine Mendez - Principal
Lorraine Mendez has been under contract with other jurisdictions over the last ten years, including the
City of Huntingtin Beach, providing administrative services associated with the HUD Program. A major
focus of this effort has been to improve the overall administration and implementation of City's HUD
grant programs as required by HOME and CDBG regulations. Lorraine Mendez, in partnership with
Duane Solomon, has been successful at addressing program deficiencies common in many jurisdictions,
and has established improved administrative protocols for activities under the CDBG and HOME
programs.
Ms. Mendez has worked under contract with various consultants, including Karen Warner Associates,
GRC Associates, Solomon & Associates, and Castaneda Associates, and as principal of Lorraine Mendez
& Associates, LLC in cities such as Huntington Park, Burbank, Garden Grove, Westminster, and
Huntington Beach. Specifically, in the cities of Huntington Park and Westminster, Ms. Mendez has
overseen complete implementation of the CDBG and HOME programs. In addition to daily HUD
administrative services (as offered here in the Background and Project Summary Section), Ms. Mendez
has also prepared, or assisted in the preparation, of various Consolidated Plans, Annual Action Plans,
and CAPERS. Ms. Mendez also has five years' experience working for the City of Burbank where she
gained knowledge and experience in the fields of Redevelopment, housing, community development,
fiscal management, goal setting, and performance tracking.
Duane Solomon — Project Manager (Subcontractor)
Mr. Solomon offers over 35 years of CDBG and HOME administration experience. He served as the
Housing Development Manager for the City of Burbank for six years, and has also worked in the cities
of Garden Grove and Pomona administering CDBG and HOME program activities, as well as being
retained by a number of cities, including Huntington Park, Garden Grove, Burbank, Westminster,
Cerritos, and Huntington Beach to provide grants management, project management, training and/or
related housing services.
Leslie Lait — Project Analyst (Subcontractor)
New to the field of consultant work, Ms. Lait is a recent addition to the Lorraine Mendez & Associates
team. Ms. Lait will provide services related to CDBG subrecipient monitoring and other assignments as
needed. Ms. Lait also assists LM&A with subrecipient monitoring in the cities of Huntington Park and
Westminster.
For more information, please refer to the resumes on the following page.
City of Huntington Beach Proposal 4
Lorraine Mendez.
t��
2100 COLD STREAM COURT
OXNARD, CA 93036
(805) 665-7310
Lorrane-Mendez@hotmail.com
SUMMARY OF QUALIFICATIONS
• Fifteen years local and state government experience.
• B.A. degree in Economics with minor in Business Administration.
EMPLOYMENT HISTORY
Principal, Lorraine Mendez & Associates
July 2006 — Present: City of Huntington Park
March 2010 — Present: City of Westminster
May 2013 — Present: City of Huntington Beach
July 2013 — Present: City of Garden Grove
• Assist in on -going administration of HUD's Community Development Block Grant (CDBG) and HOME
Investment Partnerships Act (HOME) programs, including:
—� Preparation of Annual Action Plan, Five Year Consolidated Plan, and Consolidated Annual
Performance Evaluation Report (CAPER).
—� Preparation of department protocols and procedures.
—� Management of the federal Integrated Disbursement and Information System (IDIS) required to
set-up, revise, fund, and report on accomplishments and program beneficiaries for all CDBG
and HOME activities.
—� On -site monitoring for, and technical assistance to, each CDBG public service subrecipient to
ensure compliance with federal requirements and adherence to the entity's subrecipient
agreement with the City.
—� Assumption of financial management responsibilities, such as preparing draw requests,
approving payment requests, and monitoring CDBG/HOME expenditures.
—� Preparation of CDBG and HOME fiscal budget.
—� Monitoring of City's HOME -assisted affordable housing agreements including on -site
monitoring of housing projects to ensure compliance with HOME regulations.
—� Assistance with special assignments as needed including the development a code enforcement
strategy for use of CDBG funding, in-depth auditing of the City's minor home repair program,
and review of staff reports, requests for proposals, and other department reports and
correspondence.
Principal, Lorraine Mendez & Associates
July 2012 — Present: City of Burbank
• Preparation of CDBG Procedures Manual as required by HUD.
City of Huntington Beach Proposal 5
Sub -Consultant on Various Assignments
January 2007 — May 2009: Cities of Bakersfield, Burbank, Indio, Garden Grove, Santa Clarita
• July 2014 — Present: Assisting GRC Associates with the development of the City of Bakersfield's
Consolidated Plan, Annual Action Plan, Citizen Participation Plan, and Analysis of Impediments to
Fair Housing Choice reports.
• September 2012 — March 2014: Assisted Karen Warner Associates with the development of
Burbank's Consolidated Plan using the new eCon Planning Suite, and the Analysis of Impediments
to Fair Housing Choice reports.
• January 2009 — May 2009: Assisted Castaneda & Assoc with development of Indio's 2009-2013
Consolidated Plan and 2009-2010 Annual Action Plan using both a written plan submission and
HUD's Consolidated Plan Management Process (CPMP).
• August 2008 — February 2009: Assisted Solomon & Associates with the monitoring of affordable
housing agreements of the Garden Grove Redevelopment Agency to ensure compliance with
Federal HOME regulations.
• January 2007—June 2007: Drafted City of Santa Clarita's 2007 Annual Action Plan.
Administrative Analyst
October 2000 — June 2005: Community Development Department, City of Burbank
• Division manager for Community Development Department Administration Division
• Coordinated budget for Department including General Fund, Special Revenue, Housing Authority,
Redevelopment, CDBG, HOME, and CIP funds.
• Chaired the Budget Action Team (BAT), an intra-divisional committee responsible for
recommending cost -reduction plans to include streamlining business processes, increasing
revenues, and finding technological solutions to common business practices.
• Prepared Housing and Redevelopment Division budget for 3 fiscal years.
• Assisted in preparation of Annual HCD Report, Implementation Plan, State Controllers Report and
other State and Federal mandated reports including gathering census data on population, ethnicity,
households, housing occupancies, and income demographics.
• Organized community outreach programs and meetings.
City of Huntington Beach Proposal 6
Duane Solomon
6791 Monterey Place, Rancho Cucamonga, CA 91701
(909) 240-2390
duanesolo@aol.com
INTRODUCTION
Duane Solomon of Solomon & Associates is a single employee firm with extensive experience in
providing project management, technical assistance and administration of Federal grant programs,
including the Home Investment Partnerships Act (HOME) Program and Community Development Block
Grant (CDBG) programs, with over 34 years in the field. The Consultant is trained in the statutory and
regulatory limits of federal community development and housing programs and federal cross cutting
requirements.
EMPLOYMENT HISTORY
Consultant, Lorraine Mendez & Associates/Karen Warner Associates
2002 — Present: City of Garden Grove
December 2004 — Present: City of Huntington Park
March 2010 — Present: City of Westminster
May 2013 — Present: City of Huntington Beach
July 2013 — Present: City of Garden Grove
Assist in on -going administration of HUD's Community Development Block Grant (CDBG) and HOME
Investment Partnerships Act (HOME) programs, which includes tasks such as the following:
• Assisting Karen Warner Associates (KWA) prepare Annual Action Plan, Five Year Consolidated Plan,
and Consolidated Annual Performance Evaluation Report (CAPER).
• Preparing project files for all HUD -assisted projects to ensure compliance with federal regulations
and requirements.
• Managing the federal Integrated Disbursement and Information System (IDIS) required to set-up,
revise, fund, and report upon accomplishments and program beneficiaries for all CDBG and HOME
activities.
• On -site monitoring for, and technical assistance to, each CDBG public service subrecipient to
ensure compliance with federal requirements and adherence to the entity's subrecipient
agreement with the City.
• Assuming financial management responsibilities, such as preparing draw requests, approving
payment requests, and monitoring CDBG/HOME expenditures.
• Assisting with preparation of CDBG and HOME fiscal budget.
• Drafted City's Citizen Participation Plan and Affirmative Marketing Plan
• Prepared various HOME and CDBG protocols for City, including CHDO certification procedures,
rental housing monitoring policies and procedures and Layering Review Guidelines.
• Drafting CDBG subrecipient Agreements and interdepartmental Memorandum of Understudying.
• Drafting deal point and affordable housing agreements with rental housing developers, principally
involving CHDOs.
• Preparing financial analysis to satisfy HOME layering review requirements.
• Monitoring the City's HOME -assisted affordable housing agreements including on -site monitoring
of affordable housing projects to ensure compliance with Federal HOME regulations.
City of Huntington Beach Proposal 7
Consultant, Duane Solomon & Associates
July 2004 — 2012: Various Assignments
Cities of Yorba Linda, Claremont, Burbank, Santa Clarita, Monterey Park, and Cerritos
• 2012: Assisted in drafting the Consolidated Plan and Annual Action Plan for the City of Yorba Linda.
• May —July 2009: Prepared NEPA Environmental Assessment for a Low Income Housing Tax Credit
project by Jamboree Housing Corporation for the City of Claremont.
• July — December 2004 and August — November 2007: Retained on two occasions to train staff and
to provide technical assistance for the HOME Program and affordable housing projects.
• 2007: Drafted the City of Santa Clarita's 2007 Annual Action Plan.
• January 2006: Retained by the Consultant firm of Ralph Castaneda Associates to provide technical
assistance to the principal and to provide monitoring services to the City of Monterey Park.
• October 2004 —June 2005 Prepared a policy and procedures manual to assist the City of Cerritos
implement a revised single-family residential rehabilitation program.
City of Huntington Beach Proposal 8
562-505-8014• leslielait@yahoo.com
Leslie Lait
Summary
Fourteen years of professional experience in nonprofit, government and corporate workplaces, as
well as more than 13 years of volunteer experience in public education. This background has given
me the ability to work well with people in numerous settings. I am comfortable working with
professionals, among a group of volunteers or students. In my career, I have performed a wide -
range of administrative and project management tasks. I have composed a variety of documents,
worked with databases, prepared government reports and maintained program compliance.
Accomplishments
■ Graduated with honors with a Masters of Public Administration and over 10 years of
experience working in municipal government and nonprofit agencies. A strong
understanding of the administrative needs of nonprofit and public agencies.
■ Developed programs for the City of Torrance Information Systems Department to improve
customer service and streamline purchasing.
■ Coordinated implementation of a Community Household Hazardous Waste Collection
Facility in the City of Redondo Beach. This included coordinating with the Fire and
Engineering departments as well as securing grant funding from the State of California.
■ Developed and implemented fundraising programs for the International Institute of Los
Angeles. These efforts resulted in the completion of two new playgrounds for their free
daycare and preschool programs.
Experience
Feb. 2015 — Present Lorraine Mendez & Associates Long Beach, CA
Consultant
■ Conduct monitoring of Community Development Block Grant (CDBG) and HOME
Investment Partnership programs.
■ Write monitoring reports detailing projects compliance with HUD rules and regulations.
■ Maintain an on -going understanding of HUD regulations regarding CDBG and HOME programs
Jan. 2001—July 2002 International Institute of Los Angeles Los Angeles, CA
Fund Development Officer
■ Established comprehensive fundraising program.
■ Implemented fundraising database program.
■ Coordinated special events.
■ Prepared written materials including correspondence, brochures, flyers, speeches,
presentations and grant applications.
------- - - ----------------------------------- ------ ---- --- ------------- -------- ---- - -- - ---------------
City of Huntington Beach Proposal 9
562-505-8014•leslielait@yahoo.com
Leslie Lait
Dec. 1996 — Dec. 2000 City of Torrance Torrance, CA
Senior Administrative Analyst
■ Prepared reports for City Council.
■ Designed program to improve customer service delivery of IT services to other
departments.
■ Analyzed department policies and procedures and made recommendations.
■ Led and coordinated weekly status meeting of computer technicians.
----- ---- ---------- ------ ------ ------ ------ ------ - - -- - -------- - -
April 1994- Dec. 1996
City of Redondo Beach
Redondo Beach, CA
Analyst
■ Responded to citizen inquiries regarding trash and recycling services.
■ Wrote reports and conducted analysis for City Council and City Commissions.
■ Presented to City Council and City Commissions.
■ Wrote grant applications.
■ Maintained City's compliance with state mandated recycling regulations.
■ Assisted in request for proposal for trash and recycling collection services.
■ Monitored and managed budgets.
May 1993 —April 1994
D.A.R.E. America
Los Angeles, CA
Management Assistant
■ Wrote federal grant application for D.A.R.E. training centers resulting in an award of $1.5
million.
■ Assisted Executive and Deputy Director with written correspondence and reports.
■ Coordinated special events and projects.
■ Monitored budgets.
Education
Jan. 1991— Dec. 1992 California State University Long Beach Long Beach, CA
Masters of Public Administration
■ G PA 4.0
■ Graduate Dean's List of University Scholars and Artists
■ Member of Pi Alpha Alpha (National Honor Society for Public Affairs and Administration)
Sept. 1984 —Jun. 1988 University of California San Diego
Bachelor of Arts
■ Communications, Minors in Literature and Political Science
San Diego, CA
City of Huntington Beach Proposal 10
QUALIFICATIONS
Lorraine Mendez & Associates is a consulting firm specializing in the administration and
implementation of HUD Community Development Block Grant (CDBG) and HOME Investment
Partnership Act (HOME) funds. Ms. Lorraine Mendez, principal of Lorraine Mendez & Associates, has
15 years of experience working in, and with, local governments. For over ten years she has contracted
with the cities of Huntington Park, Westminster, Huntington Beach, Garden Grove, and Burbank to
provide a variety of services related to the administration of HUD Programs.
Partnering with Ms. Mendez is Duane Solomon. Mr. Solomon and Ms. Mendez have worked
successfully together for 15 years beginning at the City of Burbank, and again as consultants to the City
of Huntington Park, Westminster, Garden Grove, and Huntington Beach. Mr. Solomon has worked in,
and for, local jurisdictions for over 35 years and has gained an expertise in CDBG, HOME, and
Redevelopment laws and regulations. In addition to being a successful housing development manager,
he has excellent experience is setting up internal protocols and systems, developing various regulatory
agreements, and providing technical assistance to both city staff and its constituencies.
Ms. Lait assumes responsibility for CDBG subrecipient monitoring for Lorraine Mendez & Associates for
the cities of Huntington Beach, Huntington Park, and Westminster.
References for Lorraine Mendez & Associates
City of Huntington Park
Contact Information: Manuel Acosta, Economic Development Manager, (323) 584-6213, MAcosta@hpca.gov
Description of Services Provided: As a subcontractor to Karen Warner Associates, Ms. Mendez is responsible for
the management and implementation of CDBG and HOME programs, including entire scope of services listed in
this proposal.
City of Westminster
Contact Information: Tami Piscotty, Housing Coordinator, (714) 548-3495, TPiscottv(@Westminster-CA.gov
Description of Services Provided: Management and implementation of CDBG and HOME programs, including entire
scope of services listed in this proposal.
City of Burbank
Contact Information: Maribel Leyland, Deputy Assistant CD Director of Housing and Economic Development, (818)
238-5180, MLeyland@ci.burbank.ca.us
Description of Services to be Provided: In July 2012, Lorraine Mendez & Associates was contracted to develop a
CDBG Procedures Manual.
City of Garden Grove
Contact Information: Allison Mills, Sr. Project Manager, (714) 741-5125, allisonj@ci.garden-grove.ca.us
Description of Services Provided: Mr. Solomon provides HUD grants management and housing project
management services for projects funded with Federal and Redevelopment Set -Aside funds.
Karen Warner Associates
Contact Information: Karen Warner, Housing Policy Consultant, (626) 791-5596, kwarnerassoc@yahoo.com
Description of Services Provided: Under direction of Ms. Warner, Ms. Mendez acted as a subcontractor and has
assisted with the development of several Consolidated Plans, Annual Action Plans, CAPER'S, and Housing Elements
for the cities of Huntington Beach, San Fernando, Huntington Park, and Westminster.
City of Huntington Beach Proposal 11
FEE PROPOSAL
Lorraine Mendez & Associates, LLC will provide the following staff positions for implementation of this
project:
Principal $90/hour
Project Manager $90/hour
Project Analyst $50/hour
Staff will serve as independent contractors to Lorraine Mendez & Associates, not Lorraine Mendez &
Associates' employees. Contractors and Lorraine Mendez agree to the following rights consistent with
an independent contractor relationship:
✓ Contractors have the right to perform services for others during the term of the Agreement.
✓ Contractors have the right to control and direct the means, manner and method by which the
services required by the Agreement will be performed.
✓ Lorraine Mendez & Associates shall not require Contractor to devote full time to performing
the services required by the Agreement.
✓ Contractor is not eligible to participate in any employee pension, health, vacation pay, sick pay
or other fringe benefit plan of Lorraine Mendez & Associates.
✓ Contractors shall pay all income taxes and FICA (Social Security and Medicare taxes) incurred
while performing under the Agreement.
✓ Contractors will maintain independent insurance as required by the City.
Reimbursable Expenses
The Consultant will not bill for overhead. The following expenses directly attributable to work
performed under this agreement shall be reimbursed at cost:
✓ Printing and reproduction costs associated with document reproduction.
✓ Mileage expenses at IRS rate, currently $ .54 per mile; rate to be updated as necessary.
✓ Other expenses related to document preparation.
Project Budget
The Consultant proposes to provide requested services set forth under the Background and Project
Summary Section of this proposal up to the contract price of $40,000, plus reimbursable expenses.
Pursuant to the City's request, additional services are available and can be provided at an hourly rate,
by an amendment to the original contract to add such services, or under a separate contact for such
services.
Services to be Performed
Cost
1
2017/18 Annual Action Plan, Con Plan Amendments (fixed fee)
$10,000
2
2015/16 CAPER (fixed fee)
$7,500
3
Subrecipient file management, training, and monitoring (including public service and
construction projects)
$15,000
4
Oversight of CDBG and HOME Programs, Environmental Reviews, and IDIS Activities
$7,500
TOTAL
$40,000
City of Huntington Beach Proposal 12
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Hourly Rate
CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost
schedule:
B. Travel Charges for time during travel are not reimbursable.
C. Billing
1. All billing shall be done monthly in fifteen (15) minute increments and matched to an
appropriate breakdown of the time that was taken to perform that work and who
performed it.
2. Each month's bill should include a total to date. That total should provide, at a glance,
the total fees and costs incurred to date for the project.
3. A copy of memoranda, letters, reports, calculations and other documentation prepared
by CONSULTANT may be required to be submitted to CITY to demonstrate progress
toward completion of tasks. In the event CITY rejects or has comments on any such
product, CITY shall identify specific requirements for satisfactory completion.
4. CONSULTANT shall submit to CITY an invoice for each monthly payment due.
Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that
the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is
making satisfactory progress toward completion of tasks in accordance with this
Agreement, CITY shall approve the invoice, in which event payment shall be made
within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be
unreasonably withheld. If CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non -approval and the schedule of
performance set forth in Exhibit "A" may at the option of CITY be suspended until
the parties agree that past performance by CONSULTANT is in, or has been brought
into compliance, or until this Agreement has expired or is terminated as provided
herein.
1
Exhibit B
5. Any billings for extra work or additional services authorized in advance and in writing
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly
rate charged for such time. Such invoices shall be approved by CITY if the work
performed is in accordance with the extra work or additional services requested, and if
CITY is satisfied that the statement of hours worked and costs incurred is accurate.
Such approval shall not be unreasonably withheld. Any dispute between the parties
concerning payment of such an invoice shall be treated as separate and apart from the
ongoing performance of the remainder of this Agreement.
2
Exhibit B
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
I . CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set
forth herein in accordance with the following progress and payment schedules.
2. Delivery of work product: A copy of every memorandum, letter, report, calculation and
other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress
toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY
shall identify specific requirements for satisfactory completion.
3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment
due. Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm that the
work has been performed in accordance with the provisions of this Agreement;
and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule
of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree
that past performance by CONSULTANT is in, or has been brought into compliance, or until this
Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in writing
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information
required above, and in addition shall list the hours expended and hourly rate charged for such time.
Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or
additional services requested, and if CITY is satisfied that the statement of hours worked and costs
incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the
parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing
performance of the remainder of this Agreement.
Exhibit B
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
LORRAINE MENDEZ & ASSOCIATES
FOR
US DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD)
CONSULTING SERVICES
Table of Contents
Scopeof Services.....................................................................................................I
CityStaff Assistance................................................................................................2
Term; Time of Performance.....................................................................................2
Compensation..........................................................................................................2
ExtraWork...............................................................................................................2
Methodof Payment..................................................................................................3
Disposition of Plans, Estimates and Other Documents...........................................3
HoldHarmless.........................................................................................................3
Professional Liability Insurance.............................................................................4
Certificate of Insurance............................................................................................5
Independent Contractor............................................................................................6
Termination of Agreement.......................................................................................6
Assignment and Delegation......................................................................................6
Copyrights/Patents...................................................................................................7
City Employees and Officials..................................................................................7
Notices.........................................................................................7
Consent....................................................................................................................8
Modification.............................................................................................................
8
SectionHeadings.....................................................................................................8
Interpretation of this Agreement..............................................................................8
DuplicateOriginal....................................................................................................9
Immigration...............................................................................................................
9
Legal Services Subcontracting Prohibited................................................................9
Attorney's Fees..........................................................................................................10
Survival.....................................................................................................................10
GoverningLaw.........................................................................................................10
Signatories.................................................................................................................10
Entirety......................................................................................................................10
EffectiveDate.................................................................................
I I
LORRMEN-01 SSAHIB
cvRo' CERTIFICATE OF LIABILITY INSURANCE
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611812016
THIS CERTIFICATE 18 ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT, If the certificate holder • Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder In lieu of such endorsement(s),
PRODUCER
PremlerAgency, Inc.
8 Sierra Gate Plaza 2nd FI
TA T
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P E 916 784-1008 918 784.8116
Roseville, CA 98678
ADDRISSO
INSURE AFFORDING COVERAGE
NAIL
INSURERA:The Hanover Insurance Company
22292
INSURED
INSURER 8,
INSURERO:
Lorraine Mendez & Assoc LLC
Lorraine Mendez
2100 Cold Stream Court
INSURERD:
Oxnard, CA 93036
INSURER E I
INSURER F
rnveoar_ac I CDTIFIr`ATG M"MRRQ• REVISION NUMBER: 1
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
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TYPE OF INSURANCE
POLICY NUMBER
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04/03/2017
Per Claim 1,000,00
DESCRIPTION OF OPERATIONSfLOCATIONS!VEHICLES(ACORD 101,AddlnondReraufuSchedule. awybeaaacbedHmom spsceIsrtqulnd)
Retention $2,500. City of Huntington Beach, Duane Solomon and Leslie Lail are named as additional Insured per policy form 910.0001 12 09.
City Of Huntington Beach
2000 Main Street
Huntington Beach, CA 92846
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORRIO RlPFNESENTATNE
01088-2014 ACORD CORPORATION. All rights reserved.
ACORD 26 (2014101) The ACORD rTame and logo are registered marks of ACORD .
CERTIFICATE OF INSURANCE
.. This certifies that ❑ STATE FARM FIRE AND CASUALTY COMPANY, Bloomington, Illinois
® STATE FARM GENERAL INSURANCE COMPANY, Bloomington Illinois
„,�.. ❑ STATE FARM FIRE AND CASUALTY COMPANY, Scarborough, Ontario
❑ STATE FARM FLORIDA INSURANCE COMPANY, Winter Haven, Florida
❑ STATE FARM LLOYDS. Dallas, Texas
insures the following policyholder for the coverages indicated below:
Policyholder LORRAINE MENDEZ
Address of policyholder 2100 COLD STREAM CT OXNARD CA 93036
Location of operations CITY OF GARDEN GROVE
Description of operations ALL
The policies listed below have been issued to the policyholder for the policy periods shown. The insurance described in these policies is
subject to all the terms, exclusions, and conditions of those policies. The limits of liability shown may have been reduced by any paid claims.
POLICY PERIOD
LIMITS OF LIABILITY
POLICY NUMBER
TYPE OF INSURANCE
Effective Date ; Expiration Date
(at beginning of policy period)
92-D8-6120-1
Comprehensive 07-01-2015 07-01-2017
BODILY INJURY AND
------- -- -
Business l.iabilit�t ---- -- _ ---
- -- ------------------------
PROPERTY DAMAGE
This insurance includes:
® Products - Completed Operations
® Contractual Liability
Each Occurrence $1, 000, 000
® Personal Injury
® Advertising Injury
General Aggregate $ 2, 000, 000
❑
Products — Completed $ 2, 000, 000
❑
Operations Aggregate
EXCESS LIABILITY
POLICY PERIOD
Effective Date Expiration Date
BODILY INJURY AND PROPERTY DAMAGE
(Combined Single Limit)
❑ Umbrella
Each Occurrence $
❑ Other
Aggregate $
POLICY PERIOD
Part 1- Workers Compensation - Statutory
Effective Date : Expiration Date
Workers' Compensation
Part II - Employers Liability
and Employers Liability
Each Accident $
Disease - Each Employee $
Disease - Policy Limit $
POLICY NUMBER
TYPE OF INSURANCE
POLICY PERIOD
Effective Date ; Expiration Dabs
LIMITS OF UABIUTY
(at beginning of policy period)
THE CERTIFICATE OF INSURANCE
IS NOT A CONTRACT
OF INSURANCE AND NEITHER
AFFIRMATIVELY NOR NEGATIVELY
AMENDS, EXTENDS OR ALTERS THE COVERAGE APPROVED BY ANY POLICY DESCRIBED HEREIN.
Name and Address of Certificate Holder
ADDITIONAL INSURED: THE CITY OF HUNTINGTON BEACH
2000 MAIN STREET
HUNTINGTON BEACH, CA. 92648
558-994 a.5 Rev. 11-08-2004 Printed In U.SA.
If any of the described policies are canceled before
their expiration date, State Farm will try to mail a
written notice to the certificate holder days before
cancellation. If however, we fail to mail such notice,
no o ration or liability will be imposed on State
or its ag rrts or ntatives.
�A
nature of Authorized Representative
AGENT V 05/24/16
Title Date
JOHN FORBING
Te W.00n� ,Agent
fte s License #050M
Age .� 3030 W. Temple Pomona, Ca. 91766
Phone:42MWI Fax:909420MIBS
wwwJohnforNng.cDm
im Policy No.: 92-D8-6120-f FE-Wos
SECTION 11 ADDITIONAL INSURED ENDORSEMENT
a.
Policy No.: 92-D8-6120-1
Named Insured: LORRAINE MENDEZ
Additional Insured (include address):
THE CITY OF HUNTINGTON BEACH
2000 MAIN STREET
HUNTINGTON BEACH, CA. 92648
WHO IS AN INSURED, under SECTION 11 DESIGNATION OF INSURED, is amended to include as
an insured the Additional Insured shown above, but only to the extent that liability is imposed on that
Additional Insured solely because of your work performed for that Additional Insured shown above.
Any insurance provided to the Additional Insured shall only apply with respect to a claim made or a
suit brought for damages for which you are provided coverage.
The Primary Insurance coverage below applies only when there is an ' X' in the box.
® Primary Insurance. The insurance provided to the Additional Insured shown above shall be
primary insurance. Any insurance carried by the Additional Insured shall be noncontributory
with respect to coverage provided to you.
All other policy provisions apply.
FE-8W Printed in U.SA.
City ®f Huntington Beach
2000 Main Street ® Huntington Beach, CA 92648
(714) 536-5227 ® www.huntingtonbeachea.gov
Office of the City Clerk
Robin Estanislau, City Clerk
October 5, 2016
Lorraine Mendez & Associates
ATTN: Lorraine Mendez
2100 Cold Stream Court
Oxnard CA 93036
Dear Ms. Mendez:
Enclosed is a copy of the fully executed "Professional Services Contract between the City of Huntington
Beach and Lorraine Mendez & Associates for US Department of Housing and Urban Development (HUD)
Consulting Services."
Robin Estanislau, CIVIC
City Clerk
RE: pe
Enclosure
Sister Cities: Anjo, Japan ♦ Waitakere, New Zealand
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PROFESSIONAL SERVICES
SERVICE: US Department of Housing and Urban Development (HUD) Consulting
Services
SERVICE DESCRIPTION: Provide technical assistance with the implementation of
compliance activities and implementation of HUD requirements associated with the
Community Development Block Grant (CDBG) and HOME Investment Partnership
Programs.
VENDOR: Vendor #1
OVERALL RANKING: 1
SUBJECT MATTER EXPERTS/RATERS: 1. Assistant to the City Manager; 2. Grants
Accountant; 3. Economic Development Project Manager
I. MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: 1
Total Weighted
Maximum
Criteria
Score
Score
Understanding of the Project
140
150
Methods and Approach
375
375
Specialized
Knowledge/Technical
Expertise
350
375
Proposed Fee &
Compensation
325
375
Local Vendor Preference
0
75
References
150
150
Total
II. DUE DILIGENCE REVIEW
• Interview Ranking: N/A
• Well -qualified firm with demonstrated current/past successful
experience with projects in other cities and ongoing
understanding of HUD requirements
• Clear, realistic and understandable approach to project tasks
and schedule, inclusive of all activities to accomplish the
scope of work, as well as fixed costs for certain tasks
• Knowledgeable, qualified staff assisting with the project
'Vendor #1 Pricing
• Estimated pricing of of $40, 000 per year inclusive of ongoing
and fixed -fee services are lowest of all three vendors and
present a realistic estimate of the cost to perform these tasks
based on their existing knowledge of the City's workload.
HB -159- Item 3. - 45
PROFESSIONAL SERVICES
SERVICE: US Department of Housing and Urban Development (HUD) Consulting
Services
SERVICE DESCRIPTION: Provide technical assistance with the implementation of
compliance activities and implementation of HUD requirements associated with the
Community Development Block Grant (CDBG) and HOME Investment Partnership
Programs.
VENDOR: Vendor #2
OVERALL RANKING: 2
SUBJECT MATTER EXPERTS/RATERS: 1. Assistant to the City Manager; 2. Grants
Accountant; 3. Economic Development Project Manager
MINIMUM QUALIFICATIONS REVIEW
• Written Proposal Score: 2
VENDOR NAME Qualifications Review
,Minimum
Total Weighted
Maximum
Criteria
Score
Score
Understanding of the Project
120
150
Methods and Approach
312.50
375
Specialized
Knowledge/Technical
Expertise
293.75
375
Proposed Fee &
Compensation
237.50
375
Local Vendor Preference
0
75
References
145.00
150
Total
II. DUE DILIGENCE REVIEW
• Interview Ranking: N/A
• Proposal demonstrates understanding of tasks and project
milestones common to HUD programs based on firm's several
years of experience working with other municipal clients.
• Proposal provides only a sample schedule but fails to indicate
the number of hours needed to accomplish each task nor an
estimated overall cost. The lack of these components makes
it difficult to determine the proposer's ability to and efficiently
effectively manage their assigned aspects of the program.
• Proposal was weakened by the provision of only an hourly rate
without estimated hours per task nor an estimate of total costs
making it very difficult to determine whether this was a
financially feasible proposal. Highest hourly rate of all
proposals was indicated for the primary individual assigned to
the project, as the other two rates provided appear to not be
for individuals assigned to this program.
Item 3. - 46 HB -160-