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AGENDA STAFF REPORT a
DATE: January 22, 2018
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Crystal Landavazo, Interim Director of Community Development
SUBJECT: CITY OF SEAL BEACH PARTICIPATION IN THE HOUSING AND
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
PROGRAM FOR YEAR 2018-2020 GRANT APPLICATION
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6785 of the City of Seal Beach
approving the on-going participation in the County of Orange Housing and
Community Development Program for 2018-2019 and 2019-2020 by the County,
to fund the Leisure World bathroom upgrade handicap accessibility program.
BACKGROUND AND ANALYSIS:
The City of Seal Beach receives Community Development Housing Grant
(CDBG) funds through a contractual agreement with the County of Orange. The
County's Housing and Community Development Department (HCD) applies to
United States Department of Housing and Urban Development (HUD) for CDBG
funding, then divides the funding amongst its sub -recipients such as the City of
City of Seal Beach.
In 2005, the City applied for and received its first CDBG funding for the Leisure
World Bathroom Accessibility Program. Qualified residents of Leisure World are
below 80% of the area median income. The CDBG funds are considered a grant
to the resident(s) and used to modify the tub/shower and make it accessible.
Specifically, the side wall of the tub is cut-down to just 4" and the shower is
refinished; including skid -resistance flooring, grab bars, and a new glass shower
enclosure. If needed, the standard toilets are replaced with high -boy toilets as
well. The applicants doctor verifies that the work is needed to improve the
residents accessibility and/or reduce pain.
Housing units within Leisure World have tub/showers that require the elderly and
physically impaired residents to step up and over a tub wall. The CDBG funding
for this program improves safety, improves access to hygiene needs, and
reduces pain of the residents within Leisure World.
Agenda Item J
Since 2005, the City's Bathroom Accessibility Program has completed
improvements for many residents of Leisure World. The program is designed to
improve accessibility to showers for seniors within their residential unit because
of mobility problems, pain of movement, loss of balance or other disabilities
diagnosed by a physician. The estimated average cost per bathroom
accessibility upgrade is $2,570.
In order to comply with federal regulations, the County of Orange and HUD
require the City's application process be approved and adopted by a resolution
authorizing the submission of the current application, as well as future
applications.
Attached is a proposed resolution approving the City's participation in the
Housing and Community Development Program of the County of Orange,
Program Year 2018-2019 and 2019-2020 if awarded funding.
FINANCIAL IMPACT:
If the Resolution is approved by the City Council, it will be submitted to OC
Community Resources to complete the City s application for consideration by the
County of Orange for Fiscal Year 2018-2019 CDBG funding. Although the
County's application process approves a two year cycle of funding, future years'
funding is contingent upon continued funding from the federal CDBG program
and actual amounts allocated to the County. In past years the City has received
$180,000 in support of this program.
Applications which encompass additional funding sources stand a better chance
of being approved. Accordingly, the project application includes a funding match
of $60,000 from the City's General Fund for program and contract administration
each year, an amount consistent with each of the previous year's program
activities for the Leisure World Bathroom Accessibility program.
The City's affordable housing consultant, CivicStone, has administered the City's
Program since 2005. CivicStone's duties include the following:
1. Complete and coordinate County funding application.
2. Design the resident application material.
3. Develop marketing materials and ensure that the Program is promoted
in all possible media outlets applicable to Leisure World.
4. Attend Leisure World Board meetings to explain and promote the
program.
5. Hold meetings at Leisure World to explain the program and provide
application assistance to individual residents.
6. Prepare and coordinate a Request for Proposal for three contracts per
County requirements.
7. Answer program inquiries, mail applications, qualify all applications for
HUD/County audit, prepare contracts, and coordinate with the
approved contractor the work to be performed, manage the entire
Page 2
process to the end with the homeowner, and meet with the homeowner
for post construction photos and notices of completion.
8. Prepare files and reimbursement reports to the County.
9. Provide program status reports to the City.
10. Prepare monitoring and compliance reports for the County of Orange.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL ANALYSIS:
The City Attorney has approved the proposed resolution as to form.
RECOMMENDATION:
Adopt Resolution No. 6785, a Resolution of the City Council of the City of Seal
Beach approving the City's Participation in the Housing and Community
Development Program of the County of Orange, Program Year 2018-2019 and
2019-2020 if funded by the County of Orange.
SUBMITTED BY: NOTED AND APPROVED:
C tal La azo, Ji . Ingram, City M n ger
I erim Director munity Development
Attachment:
A. Resolution No. 6785
B. Request for Proposal for FY 2018-19 and 2019-20
C. Supplemental Documentation Housing Rehabilitation Funding Application
D. Housing Rehabilitation and Public Facilities & Improvements Funding Application
Page 3
Attachment "A"
RESOLUTION NUMBER 6785
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING THE CITY'S PARTICIPATION IN THE HOUSING
AND COMMUNITY DEVELOPMENT PROGRAM OF THE
COUNTY OF ORANGE, PROGRAM YEAR 2018.2019 AND 2019-
2020 IF FUNDED BY THE COUNTY OF ORANGE
THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE AS FOLLOWS:
1. The Housing and Community Development Act of 1974 authorizes
cities under 50,000 in population to enter into cooperative agreements with the
county in which they are located for the purpose of undertaking essential
community development activities. The Federal government requires
participating cities to provide certifications that the funds will be obtained and
utilized pursuant to Federal law and policy.
2. It is the intent of the City of Seal Beach to participate with the
County of Orange for a grant authorized under the Housing and Community
Development Act of 1974.
3. The City Council hereby approves the inclusion of the following
project in the City's grant proposal:
Leisure World Bathroom Accessibility ADA
Housing Rehabilitation Program: $180,000
Census Tracts 995.09 and 995.10 encompass
Leisure World and as a private community the City
does not provide any major services or assistance
programs within Leisure World. The Leisure World
tracts were approved for inclusion in a proposed
bathroom accessibility assistance program with
CDBG for fiscal years 2018-2019 through 2019-2020
in the amount of $180,000 per year. The requested
funding level of $180,000 is consistent with the
previously approved funding level by the County of
Orange and is in accordance with the County
guidelines.
4. The City Council hereby approves the City's participation in and
certifications for the Housing and Community Development Block Grant Program
for funding cycle 2018-2019, and 2019-2020 if the additional program year is
funded by the County of Orange.
Resolution Number 6785
5. The City Manager or her designee is hereby authorized to execute
all application materials necessary and take such other appropriate actions to
participate in the program.
PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a
regular meeting held on January 22, 2018 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mike Varipapa, Mayor
ATTEST:
Robin L. Roberts, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin L. Roberts, City Clerk of the City of Seal Beach, do hereby certify that
the foregoing resolution is the original copy of Resolution Number 6785 on file in
the office of the City Clerk, passed, approved, and adopted by the City Council at
a regular meeting held on the 22nd day of January , 2018.
Robin L. Roberts, City Clerk
Attachment "B"
REQUEST FOR PROPOSAL
FOR
FY 2018-19 AND FY 2019-20
HOUSING REHABILITATION AND
PUBLIC FACILITIES & IMPROVEMENTS
RFP No. 012-182310
L!CCommunity Resources
REQUEST FOR PROPOSAL
<� Oe Cnunrv..r wnnue
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PROPOSALS MUST BE RECEIVER ON OR
BEFORE
January 17, 2018
By
12:00 P.M. Pacific Time
RFP Number
012-182310
INSTRUCTIONS:
I. SURMR ONE (1) SIGNED PROPOSAL A
M MY FORMAT N
BIOEYNC. MAY SENOAurm M A SEPABATE PDP NA
BNSYNC, AS WELL.
RETURN THIS PAGE SIGNED.
i. ALL SUBUTTALS ARE TO BE IDENTFlED WITH
RPPX012-182310
4. FOR FURTHER MFORMAT)N, CONTACT:
W W W.MdSynexoru
DATE: December fi, 2017
REQUEST FOR PROPOSAL (RFP)
The County of Orange, OC Community Resources/Housing and Community Development & Homeless
Prevention; (hereinafter referred to as "County") is soliciting proposals ("Proposal") from qualified firms
(hereinafter referred to as "Applicants"), to provide high priority Housing Rehabilitation and Public Facilities &
Improvements projects. Applicants must meet the minimum qualifications and requirements set forth in the RFP
and must be capable of providing all core services set forth in the Scope of Services, attached in Section II and
incorporated herein by this reference.
This RFP is set out in the following format:
SECTION I
Introduction and Instructions to Applicants
SECTION II
Scope of Services
SECTION III
Proposal Response Requirements
SECTION IV
Model Contract
PROPOSALS ARE DUE JANUARY 17.2018 BY 12:00 PM Pacific Time (PT
This is a fully electronic bid and only electronic proposals will be accepted. Electronic bids must be submitted
through www.BidSvnc.com. See complete instructions in Section I, Item C.
All questions and inquiries related to this RFP must be directed to: Judi Crumly (hereinafter may also be
referred to as "Contract Administrator") via www.BidSync.com (RFP No. 012-182310). For BidSync assistance,
please contact BidSync Vendor Support Team at 800-990-9339, Option 1. Applicants are not to contact other
County personnel with any questions or clarifications concerning this RFP.
The Contract Administrator will provide all official communication concerning this RFP. With respect to this RFP,
any County response other than from the Contract Administrator and in writing will be unauthorized and the
County shall bear no responsibility for any and all reliance upon the unauthorized communication.
I NAVE READ, UNDERSTOOD AND AGREE TO ALL STATEMENTS IN THIS REQUEST FOR PROPOSAL (RFP) AND TO THE
TERMS, CONDITIONS, APPLICATION(S) AND EMERITS REFERENCED HEREIN.
City of Seal Beach
Company Name (as it appears on your invoice and W9) Fed IDN
211 Eighth Street Seal Beach California 90740
Address
Authorized Signature (Sign an copies) Title Date
Name o person to roma in refemnce to this proposal Phone Number
County of Orange Page 2 of 19 12617 Application
OC Community Resources FY 18-19 Housing Rehab & PF & 1
d_1 -]A Xd;Ill I It i 4 Z 11:
COVERPAGE...............................................................................................................................................2
TABLE OF CONTENTS.................................................................................................................................3
SECTION I: INTRODUCTION AND INSTRUCTIONS TO APPLICANT
A.
Introduction................................................................................................................................................
4
B.
Proposed Time Schedule...........................................................................................................................
4
C.
Instructions to Applicants and Procedures for Submittal...........................................................................
4
D.
Protest Procedures....................................................................................................................................
7
E.
Evaluation Process and Criteria.................................................................................................................
8
F.
Selection/Award/Agreement Approval Process.........................................................................................9
G.
County of Orange Child Support ................................................................................................................
9
H.
DUNS Number and Related Information..................................................................................................
10
1.
Audit Requirements...............................................................................................................................
10
SECTION It: SCOPE OF SERVICES
A.
Introduction.........................................................................
B.
Background.........................................................................
C.
Funding...............................................................................
D.
Contract Term.....................................................................
E.
Applicant Requirements......................................................
F.
Objectives/Services............................................................
G.
Eligible Populations............................................................
SECTION III: PROPOSAL RESPONSE
SECTION IV: MODEL CONTRACT
Attachment A — Applicant Proposal
Attachment B — Model Contract
Exhibit 1 — County of Orange Child Support Enforcement
Exhibit 2 — FY 2018-19 Funding Allocation Policy and Process (FAPP)
County of Orange Page 3 of 19 12-6-17 Application
OC Community Resources FY 16-19 Housing Rehab B PF 81
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11
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SECTION I: INTRODUCTION AND INSTRUCTIONS TO APPLICANTS
A. INTRODUCTION
This Request for Proposal (RFP) is being released for Housing Rehabilitation and Public Facilities &
Improvement activities. This RFP is an opportunity to allow qualified organizations to present proposals that
will assist the Orange County Community Resources, a division of the County of Orange, in selecting
applicants that will best meet the needs of the County for a two (2) one-year term, effective July 1, 2018
through June 30, 2019 and July 1, 2019 through June 30, 2020.
Component A: Housing Rehabilitation
Component B: Public Facilities & Improvements
Jurisdiction — Only one (1) proposal per activity perjurisdiction per year as identified in this RFP.
Metropolitan Cities — Metropolitan cities will also be funded HUD allocated amounts using the County of
Orange as Pass Through entity, but will not have to participate in this RFP process.
Refer to Section II of this RFP for an expanded description of the Scope of Services.
B. PROPOSED TIME SCHEDULE
Date
Action
December 6, 2017
Release of RFP
December 19, 2017
Virtual (non -mandatory) Pre -Proposal Conference (via BidSync at
11:00 A.M PT
December 20, 2017
Written Questions from Applicants Due by 12:00 P.M. PT
January 17, 2018
Deadline for Proposals: Due by 12:00 P.M. PT
January 18 thru March 20, 2018
Evaluation of Proposals and Final Negotiations
May 8, 2018
Board of Supervisors Approval of Selection of Applicants)
The timeline provided above is proposed and may change at any given time. Applicants will be noted via
BidSync of any timeline changes.
C. INSTRUCTIONS TO APPLICANTS AND PROCEDURES FOR SUBMITTAL
1. This is a fully electronic bid. Electronic proposals are due on or before January 17, 2018, no later than
12:00 P.M. PT, and are to be submitted electronically via BidSync.com. Paper proposals will not be
accepted. Late submissions will not be accepted.
It is the sole responsibility of the Applicant to ensure that submission is made to the County prior to the
Proposal Deadline date and time.
The Orange County Community Resources Contract Development & Management office will be closed on
the following County Holiday(s) during the solicitation period:
Monday, December 25, 2017 — Christmas Day
Monday, January 1, 2018 — New Year's Day
Monday, January 15, 2018 — Martin Luther King Jr.'s Birthday
County of Orange Page 4 of 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF & I
2. The County has attempted to provide all information available. It is the responsibility of each Applicant
to review, evaluate and, where necessary, request any clarification prior to submission of a Proposal.
If any person contemplating submitting a Proposal is in doubt as to the true meaning of any part of this
RFP or finds discrepancies in or omissions from the specifications, they may submit a written request
for clarification to the Contract Administrator, Judi Crumly via Bidsync.com (Reference RFP NUMBER
012-182310). For BldSync assistance, please contact BldSync Vendor Support Team at 800-
990.9339 Option 1.
All questions or requests for interpretations/clarifications must be received via BidSync by 12:00 P.M.
(PT) on December 20, 2017 Q&A DUE DATE. The person submitting the request will be responsible
for its prompt and timely submission.
If clarification or interpretation of this RFP is considered necessary by the County, an addendum shall
be issued. Any interpretation of, or correction to this RFP, will be made only by an addendum issued
by either the assigned Contract Administrator or via BidSync. It is the Applicant's responsibility to
ensure that they have received and reviewed any and all addendums to this RFP. The County will not
be responsible for any other explanations, corrections to, or interpretations of the documents, including
any oral information.
3. The non -mandatory Pre -Proposal Conference will be conducted and hosted virtually through BidSync
(On -Line Bidders Conference) on December 19, 2017 at 11:00 A.M. — 11:30 A.M. - PT. Participation
in the conference is optional. Potential Applicants can join the online chat room by logging in to
BidSync and search and select RFP Number 012-182310. All questions and responses will also be
posted as an Addendum within two (2) days after the Conference.
4. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the
submission date. No proposal may be withdrawn after the submission date.
5. Submittals shall be in the following form:
Applicants submitting a proposal must electronically upload their proposals in PDF format (using
Bookmarks) via BidSync. Hard copy or paper proposals will not be accepted. Uploading instructions
are located at BidSync.com.
a. The Proposal response will be the completion of the Applicant Proposal.
b. The Applicant Proposal consists of Parts I, II and III
1. Part I is required and includes the RFP minimum requirements
2. Part II is required for Component A for scoring criteria for Housing Rehabilitation.
3. Part III is required for Component B for scoring criteria for Public Facilities and
Improvements.
4. A completed proposal will consist of the completion of Parts I & II for Housing
Rehabilitation and/or Parts I & III for Public Facilities & Improvements.
c. PDF Bookmark will start with the Applicant Proposal Document Checklist, followed by Part I —
Minimum Qualifications; A, B, C and so on. Each response must correspond to the Part of the
Applicant Proposal being answered. (Do not insert your own cover letter and/or cover sheets
in this Proposal, including each Part). See Applicant Proposal Part I.C.E. Part II.D.5 or Part
III.D.5, whichever is applicable for additional instructions on submitting Audits as a separate
PDF without Bookmarks.
d. Responses must be indexed in following order with individual tabs for each numbered Part in
the Applicant Proposal. There are eleven (11) Sub -Parts for the Housing Rehabilitation and
County of Orange Page 5 of 19 12-617 Application
OC Community Resources FY 18-19 Housing Rehab 8 PF 8 I
eleven (11) Sub -Parts for the Public Facilities & Improvements Components. Include the
question to each response and identify the Part as numbered in the Applicant Proposal.
e. Type all responses on standard white, 8'/2" by 11" paper, using Arial font and 12 -point print.
6. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider
any proposal so marked. Proposals submitted in response to this RFP may become subject to public
disclosure per the requirements of the California Public Records Act, Government Code Section 6250
at seq. The County shall not be liable in any way for disclosure of any such records. Additionally, all
Proposals shall become the property of the County. The County reserves the right to make use of any
information or ideas in the Proposals submitted.
7. By submitting a Proposal, the Applicant represents that it has thoroughly examined the County's
requirements and is familiar with the services required in this RFP and that it is qualified and capable
of providing the services to achieve the County's objectives.
8. Each Applicant must submit its Proposal in strict accordance with all requirements of this RFP and in
compliance with Applicant Proposal, Part 1 D and E. Deviations, clarifications and/or exceptions must
be clearly identified and listed separately, as alternative items for the County's consideration as
specked in Applicant Proposal, Part I.E.16 and Statement of Compliance Part I.E.15.
9. Applicant(s) may be required to provide an on-site tour/inspection of their service facilities proposed
under Applicants proposal to enable inspection by County staff.
10. The County reserves the right at its sole discretion to:
a. reject as non-responsive any proposal if it is conditional, incomplete or deviates significantly
from the services requested in this RFP;
b. waive any procedural irregularity, immaterial defect or other improprieties which the County
deems reasonably correctable or otherwise not warranting rejection of the Proposal; No such
waiver will excuse an Applicant from full compliance with all other Sections of the RFP;
c. withdraw this RFP, in whole or in part, at any time without prior notice and, furthermore, makes
no representations that any contract will result from responding to this RFP;
d. include the total requirements of this RFP in a contract issued to one Applicant or to apportion
those requirements among two or more Applicants as the County may deem to be in its best
interests;
e. to accept or reject any or all bids/proposals received as a result of this solicitation.
In addition, negotiations may or may not be conducted with any Applicant; therefore, the Proposal
submitted should contain the Applicant's most favorable terms and conditions.
11. Precontractual expenses are not permitted as part of the Compensation/Payment amount to be
included in the Contract/Agreement. Pre -contractual expenses are defined as including, but not limited
to, costs incurred by the Applicant in preparing its Proposal in response to this RFP; submitting that
Proposal to the County; negotiating with the County any matter related to the Applicant's Proposal;
and any other expenses incurred by the Applicant prior to the date of award/approval and execution,
if any, of the Contract/Agreement.
12. Where two or more Applicants desire to submit a single Proposal in response to this RFP, they should
do so on a Lead Agency/Primary and subcontractor basis rather than as a joint venture. The County
intends to contract or enter into a Contract with a single firm or multiple firms but not with multiple firths
doing business as a joint venture.
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13. The County does not require or encourage/discourage the use of lobbyists or other consultants for the
purpose of securing business.
14. The submission of a response is permission by the Applicant for the County of Orange to verify all
information contained therein. If the County of Orange believes it necessary, additional information
may be requested from the Applicant. Failure to comply with such request will disqualify the Applicant
from further consideration.
15. Proposal withdrawal or Correction. If prior to award of contract an applicant discovers an error in the
submitted proposal which renders the bidder unwilling to perform under any resulting contract, the
applicant must immediately notify the Contract Administrator in writing and request to withdraw or
correct the proposal. If the request to withdraw or correct is submitted prior to the Gose of the
solicitation, the decision whether to correct or withdraw is at the discretion of the buyer. The applicant
must withdraw the proposal if the solicitation is closed.
16. The County has implemented an electronic signature process to execute contracts and/or documents.
DocuSign is the approved application.
D. PROTEST PROCEDURES
Any actual or prospective Applicant who alleges a grievance by the solicitation, award of a contract or
approval of an agreement may submit a grievance or protest to the assigned Contract Administrator.
All protests shall be typed under the protesters letterhead and submitted in accordance with the provisions
stated herein. All protests shall include at a minimum the following information:
• The name, address and telephone number of the protester;
• The signature of the protester or the protester's representative;
• The solicitation, contract or agreement number;
• A detailed statement of the legal and/or factual grounds for the protest; and
• The form of relief requested.
Protest of Proposal Specifications,
All protests related to proposal specifications must be submitted to the Contract Administrator no later
than five (5) business days prior to the proposal deadline. Protests received after the five (5) business
day deadline will not be considered by the County.
In the event the protest of specifications is denied and the protester wishes to continue in the solicitation
process, they must still submit a proposal prior to the close of the solicitation in accordance with the
proposal submittal procedures.
Protest of Award of Contract or Approval of Aareement
In protests related to the award of a contract or approval of an agreement, the protest must be submitted
no later than five (5) business days after the notice of the proposed contract award or agreement approval
is provided by the Contract Administrator. Protests relating to a proposed contract award or agreement
approval which are received after the five (5) business day deadline will not be considered by the County.
Protest Process:
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• In the event of a timely protest, the County shall not proceed with the solicitation, award of the
contract or approval of agreement until the Contract Administrator, the County Purchasing Agent
or the Procurement Appeals Board renders a decision on the protest.
• Upon receipt of a timely protest, the Contract Administrator will, within ten (10) business days of
the receipt of the protest, issue a decision in writing which shall state the reasons for the actions
taken.
• The County may, after providing written justification to be included in the procurement file, make
the determination that an immediate award of the contract or approval of the agreement is
necessary to protect the substantial interests of the County. The award of a contract or approval
of the agreement shall in no way compromise the protester's right to the protest procedures
outlined herein.
• If the protester disagrees with the decision of the Contract Administrator, the protestor may submit
a written notice to the Office of the County Purchasing Agent requesting an appeal to the
Procurement Appeals Board, in accordance with the process stated below.
Appeal Process:
• If the protester wishes to appeal the decision of the Contract Administrator, the protester must
submit, within three (3) business days from receipt of the Contract Administrator's decision, a
written appeal to the Office of the County Purchasing Agent.
Within fifteen (15) business days, the County Purchasing Agent will review all materials in
connection with the grievance, assess the merits of the protest and provide a written determination
that shall contain his or her decision on whether the protest shall be forwarded to the Procurement
Appeals Board.
• The decision of the County Purchasing Agent on whether to allow the appeal to go forward will be
final and there shall be no right to any administrative appeals of this decision.
E. EVALUATION PROCESS AND CRITERIA
The County will review Applicant Proposal(s) and at its sole discretion determine whether or not an
applicant has met the minimum qualifications defined in Part 1 A thru E of the Applicant Proposal and
program and technical compliance with the eligibility, experience requirements and the instructions stated
in the RFP. Applicants who fail to meet the minimum qualifications will be deemed non-responsive, will
not move forward to the evaluation process, and not subject to appeal.
Proposals deemed to meet all minimum RFP requirements will be scored by an evaluation panel based
on established criteria, which have been weighted and will be assigned points that measure the
responsiveness to each identified criterion. The total number of points earned will be tallied for each
proposal, and the proposals will be rank ordered, based upon the Applicant(s) submitted written materials.
Proposals moving forward in the solicitation process may be invited to participate in an oral interview.
Interviews are tentatively scheduled for the week of January 29, 2018.
Award of Contract shall be made to the responsible Applicant(s) whose proposal is most advantageous
to the County, taking into consideration the applicable evaluation criteria set forth below.
County of Orange Paye 8x/19 12-6-17 Application
OC Community Resources FY 19-19 Housing Rehab 8 PF 81
• Priority Needs, HUD Eligibility Requirements and National Objective
• Funding Request, Accomplishment Budget, Leveraging and Project Budget
• Performance Objectives, Outcomes and Benefits
• Organizational Project Capacity and Experience
• Organizational/Project Readiness
County reserves the right to conduct, or to not conduct, oral interviews and/or presentations with the
highest-rated Applicant(s). The decision whether to conduct oral interviews/presentations rests solely with
County and the decision of the Contract Administrator is final. Applicant shall be ready to attend meeting
within five (5) calendar days of notification. Applicants must be prepared to discuss all aspects of their
proposal in detail. Applicant will not be allowed to alter or amend its proposal through the use of the
presentation process. The County reserves the right to interview additional Applicants. Any inquiry to
determine the responsibility of an Applicant to this RFP may be conducted. Applicant agrees that the
submission of a proposal is permission by Applicant for County to verify all information contained therein.
If County believes it necessary, additional information may be requested from Applicant. Failure to comply
with any such request may disqualify an Applicant from further consideration.
Written Proposal: 75°
Oral Interview: 250/6
NOTE: If oral interviews are not requested, written proposals will account for 100% of the total score.
F. SELECTION/AWARD/AGREEMENT APPROVAL PROCESS
Following the evaluation process, the evaluation panel will make a recommendation for award of contract
to the Contract Administrator. The County's Board of Supervisor may also be requested to approve the
recommendation for award of contract.
It is understood and accepted by Applicant that all decisions and the degree to which a Proposal meets
the evaluation criteria and the overall needs of OC Community Resources and the County are within the
purview and judgment of the County and the Orange County Board of Supervisors.
The County reserves the right to negotiate modifications within the proposed scope of services with any
Applicant as necessary to serve the best interests of the County. If a satisfactory Contract/Agreement
Cannot be negotiated in a timely manner, the County, in its sole discretion, may terminate negotiations
with the selected Applicant and begin negotiations with the next highest rated Applicant.
The Model Contract/Agreement contained in Section IV of this RFP is the ContractlAgreement proposed
for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions
set forth in this RFP, including special conditions and requirements and those added by addendum,
necessary attachments, and to reflect the Applicant's Proposal and qualifications. Any exceptions to the
terms and conditions of the proposed ContractlAgreement or the statements regarding Applicant's inability
to comply with any of the provisions thereof are to be declared in the Proposal. Any additional exceptions
to the terms and conditions made by any Applicant after submission of its Proposal may result in
elimination from further consideration.
G. COUNTY OF ORANGE CHILD SUPPORT
In order to comply with the child support enforcement requirements of the County, within ten (10) days of
notification of selection or intention to award contract or approval agreement but prior to official award of
contract or approval of agreement, the selected Applicant agrees to furnish to the Assigned Contract
Administrator or the Purchasing Agent:
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A. In the case of an individual contractor, his/her name, date of birth, Social Security number and
residence address;
B. In the case of a contractor doing business in a form other than as an individual, the name, date of
birth, Social Security number and residence address of each individual who owns an interest of
ten (10) percent or more in the contracting entity;
C. A certification that the contractor has fully complied with all applicable federal and state reporting
requirements regarding its employees; and
D. A certification that the contractor has fully complied with all lawfully served Wage and Eamings
Assignment Orders and Notices of Assignment and will continue to so comply.
Failure of the Applicant to timely submit the data and/or certifications required may result in the selection
of another Applicant. In the event a Contracf/Agreement has been issued, failure of the Applicant to comply
with all federal, state and local reporting requirements for child support enforcement or to comply with all
lawfully served Wage and Earnings Assignment Orders and Notices of Assignment shall constitute a
material breach of the Contract/Agreement. Failure to cure such breach within sixty (60) calendar days of
notice from the County shalt constitute grounds for termination of the ContractlAgreement.
(Upon County request, Applicant shall utilize the County of Orange Child Support Enforcement
Certification Requirements form provided in Section IV, Model Contract of this RFP to satisfy this
requirement.)
H. DUNS Number and Related Information:
The DUNS number is a unique 9 -digit identifier issued and maintained by Dun & Bradstreet (D&B) that
verifies the existence of a business entity. The DUNS number is needed to coordinate with the System for
Award Management (SAM) that combines federal procurement systems and the Catalog of Federal
Domestic Assistance into one new system. https:/Avww.SAM.gov
The DUNS number must be provided to COUNTY as part of this RFP. APPLICANT shall ensure all DUNS
information is up to date and the DUNS number status is "active," and in good standings prior to execution
of any Contract resulting from this RFP.
If COUNTY cannot access the ApplicanUSubrecipient's DUNS information related to this federal sub
award on the Federal Funding Accountability and Transparency Act Sub award Reporting System
(SAM.GOV) due to errors in the ApplicanUSubrecipient's data entry for its DUNS number, the
Applicant/Subrecipient must immediately update the information as required.
I. Audit Reauirements
A. Applicant must provide the following: All non -profits shall be required to submit their most recent IRS
Form 990.
B. All applicants (excluding individual consultants) shall be required to submit two (2) years of audited
financial statements. Applicants who have not had an audit conducted since June 2015 are required
to provide an explanation.
For governmental agencies: Submit Financial Audit Report and Financial Statements/Footnotes
(Comprehensive Annual Financial Report (CAFR)). NOTE: YOUR AUDIT MAY BE
UPLOADED INTO BIDSYNC AS A SEPARATE PDF. If you have questions regarding on how
to upload/add an additional PDF, contact BidSync customer service.
C. Periodically, the County Auditor/Controller may review the Applicant' financial records. The Applicants
shall allow access to their financial records when requested by County, State or Federal Auditor staff.
County of Orange Page 10 of 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF & I
SECTION II: SCOPE OF SERVICES
A. Introduction
Orange County Community Resources (OCCR), a division of the County of Orange, invites the submission
of 24 CFR 270 Community Development Block Grant (CDBG) CFDA # 14.218 funded Housing
Rehabilitation (HR) and Public Facilities & Improvements (PF&I) proposals which meet a high priority need
as outlined in the County of Orange FY 2015-19 Consolidated Plan and Citizen Participation Plan.
Proposals, which are awarded funding, will become part of the Urban County's Annual Action Plan, to be
submitted to HUD, by May 15, 2018.
B. Background
The Orange County Urban County Program is comprised of eleven (11) cities with populations under
50,000 (participating cities), two (2) cities, Placentia and Yorba Linda, with populations over 50,000
(metropolitan cities) and unincorporated areas of Orange County. The eleven (11) participating cities
include Brea, Cypress, Dana Point, Laguna Beach, Laguna Hills, Laguna Woods, La Palma, Los Alamitos,
Seal Beach, Stanton, and Villa Park. These cities are not eligible to receive Community Planning and
Development (CPD) program funds directly from the U.S. Department of Housing and Urban Development
(HUD) and have opted to participate in the CPD programs through the Urban County Program. The cities
of Placentia and Yorba Linda, with populations of over 50,000, are eligible to participate in the CPD
program as an entitlement jurisdiction and have elected to join with the Urban County Program as a
metropolitan city.
Housing Rehabilitation (HR): Under the CDBG Program grantees may use funds to undertake a variety of
housing rehabilitation projects. In general HR is interpreted to include single and multiple residential units
as further defined in 24 CFR 570.202. Housing Rehabilitation (HR) applications must complete one
application for a two-year funding cycle in this RFP process (FY2018-19 and FY 2019-20).
Public Facilities and Improvements (PF&I): Under the CDBG Program, grantees may use funds to
undertake a variety of public facilities and public improvement projects. In general, public facilities and
public improvements are interpreted to include all facilities and improvements that are publicly owned, or
that are owned by a nonprofit and open to the general public as further defined in 24 CFR 570.201 (c).
As in prior years, Public Facilities and improvements (PF&I) applications must complete one application
for each year in this RFP process (FY 2018-19 and FY 2019-20). If FY 2019-20 application is not
In order to ensure integrity and reliability, the proposal review process is applied to each application on a
consistent basis. In addition, maximum flexibility has been built into the proposal review process in order
to ensure that Federal and local resources are available to assist the County in meeting its Community
Development needs. Although Housing and Community Development and Homeless Prevention staff
does not participate in Evaluation Committee's proposal review process, staff is available to provide any
needed technical support.
C. Fundina
The County of Orange approved funding in the amount of $1,743,768 for FY 2017-18 (PF&I) activities
using new CDBG funding and reprogrammed funds. For FY 2018-19 if new funding does not increase or
decrease the estimated funding amount for PF&I activities would be $1,191,160 a decrease of 31% due
to less reprogrammed and project income funds available.
The County of Orange approved funding in the amount of $495,000 for FY 2017-18 (HR) activities using
new CDBG funding and reprogrammed funds. For FY 2018-19 if new funding does not increase or
decrease the estimated funding amount for (HR) activities would be $555,225 an increase of 13% due to
fewer Housing Rehabilitation projects funded in FY 2017-18.
County of Orange Page 11 or 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF & 1
For FY 2019-20 funding will be estimated as being the same as FY 2018-19, dependent on HUD
allocations.
D. Contract Term
The County plans to contract with each qualified participating city (subrecipient) for CDBG funded Housing
Rehabilitation and/or Public Facilities & Improvements contract for a 12 -month period beginning July 1,
2018 through June 30, 2019, with one (1) year renewal from July 1, 2019 through June 30, 2020. Any
contract resulting from this solicitation is contingent upon funds being made available from the U.S.
Department of Housing and Urban Development FY 2018-19 and FY 2019-20 (CDBG) program Grant for
the County of Orange. The metropolitan cities will also be funded HUD allocated amounts using the County
of Orange as a Pass Through entity, but will not have to participate in this RFP process.
E. Applicant Requirements
Applicants seeking funding under this RFP must be in operation as a local governmental unit participating
in the Urban County Program or a non-profit organization and meets the requirements described in this
RFP. Projects must meet a national objective as identified by HUD Regulations (24 CFR 570.208). The
proposed activity must be eligible as defined by HUD Regulations under Basic Eligible Activities (24 CFR
570.201).
Applicant must submit a copy of the organization's most recent audit (within the last two years) by an
independent certified CPA and a description of corrective action taken for any findings identified by the
auditor, both of which will be reviewed by the OC Community Resources Accounting Manager or
designated staff.
The applicant must be in compliance with applicable civil rights laws and Executive Orders. There must
be no pending civil rights suds, outstanding findings, of noncompliance with civil rights statues, Executive
Orders, or regulations, unresolved charge of discrimination issued under the Fair Housing Act, no
adjudications of civil rights violations on a civil action or deferral of processing of applications from the
applicant imposed by HUD.
Applicant shall be required to provide services in accordance with all applicable laws, policies, procedures,
regulations, and standards of the Federal, State, City and County requirements. These shall include, but
shall not be limited to the Federal Civil Rights Act (U.S. Code: Title 42, Chapter 21, Section 2000),
applicable Federal regulations including 45 CFR Part 74, appropriate Federal Office of Management and
Budget (OMB) Circulars and Housing and Community Development and Homeless Prevention Staff
Program Policies and Procedures, as they exist or are hereafter amended or changed. (See Application
Part LD and E)
Applicants must provide a minimum of four (4) Grantee Performance Reports for the proposed activity for
a period no less than twelve (12) months as a condition of funding.
Applicants are required to identify their planned performance in their budget documentation and to report
on their actual performance. (For Housing Rehabilitation - See Application - Attachment A: Part II.B.
Project Cost Budget and Attachment A: Part It: C Performance Objectives). (For Public Facilities &
Improvements - See Application - Attachment A: Part III.B. Project Cost Budget and Attachment A: Part
III: C Performance Objectives, Outcomes and Benefits).
F. Obiectives and Services
The purpose of this RFP is to solicit proposals for Housing Rehabilitation (HR) activity and Public Facilities
& Improvements (PF&I) activity through this competitive RFP process with participating cities. Applicants
shall submit only one (1) application per activity per jurisdiction per year,
County of Orange Page 12 of 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF & I
Housing Rehabilitation
High priority projects for Rehabilitation are projects that strengthen, preserve and enhance the physical
character and quality of fife in Orange County's low -and moderate -income neighborhoods,
including the housing stock.
PF&I projects must meet a high priority status;
High Priority preference projects include;
Senior Centers
Homeless Facilities
Neighborhood Facilities
Water/Sewer Improvements
Street Improvements
Sidewalk Improvements
Projects with a low priority may not be considered or funded under this fiscal year (See FAPP).
G. Eligible Populations
The population to be served by the project must principally below to moderate -income as defined by
HUD. If the applicant is a current or past recipient of assistance under a HUD program, there must be no
performance issues, HUD findings, outstanding Grantee Performance Report (GPR), or outstanding audit
that HUD deems serious regarding the administration of the project.
County of Orange Page 13 of 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF & I
SECTION III: PROPOSAL RESPONSE REQUIREMENTS
Proposals must be prepared simply and economically, providing a straightforward, concise description of
capabilities to satisfy the requirements of this REP. Emphasis should be on completeness and clarity of
content with sufficient detail to allow for accurate evaluation and comparative analysis.
Responses must be indexed in the following order with individual tabs for each numbered Part. (There
are eleven (11) Sub -Parts.) List questions and your responses and/or Parts as numbered and listed within
each Part.
ATTACHMENT A
APPLICANT PROPOSAL
(Complete Applicant Proposal and tab/bookmark each Part separately.)
(SEE SECTION I II: ATTACHMENT A ATTACHED TO THIS RFP PACKAGE)
County of Orange Page 14 of 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF 81
SECTION IV: MODEL CONTRACT
The Model Contract contained in this RFP is the Contract/Agreement proposed for execution. It may be
modified to incorporate negotiated items and other pertinent terms and conditions set forth in this RFP,
including special conditions and requirements and those added by addendum, necessary attachments, and
to reflect the Applicant's Proposal and qualifications.
ATTACHMENT B
MODEL CONTRACT
(SEE SECTION IV: ATTACHMENT B ATTACHED TO THIS RFP PACKAGE)
County of Orange Page 15 of 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF & I
EXHIBIT 1
COUNTY OF ORANGE CHILD SUPPORT ENFORCEMENT
CERTIFICATION REQUIREMENTS
Page 1 of 3
In order to comply with child support enforcement requirements of the County of Orange, within ten (10) days
of award of CONTRACT, the successful CONTRACTOR must furnish to the CONTRACT Administrator,
Purchasing Agent or the agency/department Deputy Purchasing Agent:
1. In the case of an individual CONTRACTOR, his/her name, date of birth, Social Security number, and
residence address;
2. In the case of a CONTRACTOR doing business in a form other than as an individual, the name, date of
birth, Social Security number, and residence address of each individual who owns an interest of 10
percent or more in the contracting entity; A certification that the CONTRACTOR has fully complied with
all applicable federal and state reporting requirements regarding its employees; and
3. A certification that the CONTRACTOR has fully complied with all lawfully served Wage and Earnings
Assignment Orders and Notices of Assignment and will continue to so comply.
The certifications will be stated as follows:
"1 certify that is in full compliance with all applicable federal and state reporting requirements
regarding its employees and with all lawfully served Wage and Earnings Assignment Orders and Notices of
Assignments and will continue to be in compliance throughout the term of CONTRACT
with the County of Orange. I understand that failure to comply shall constitute a material breach of
the CONTRACT and that failure to cure such breach within ten (10) calendar days of notice from the COUNTY
shall constitute grounds for termination of the CONTRACT.
It is expressly understood that this data will be transmitted to governmental agencies charged with the
establishment and enforcement of child support orders and for no other purposes and will be held confidential
by those agencies.
Failure of the CONTRACTOR to timely submit the data and/or certifications required above or to comply with
all federal and state reporting requirements for child support enforcement or to comply with all lawfully served
Wage and Earnings Assignment Orders and Notices of Assignment shall constitute a material breach of the
CONTRACT. Failure to cure such breach within ten (10) calendar days of notice from the COUNTY shall
constitute grounds for termination of the CONTRACT.
The successful CONTRACTOR may use the forms supplied herein, to furnish required information listed
above.
County of Orange Page 16 of 19 12-6.17 Applioafion
OC Community RBSearCes FY 18-19 Housing Rehab 8 PF 8l
COUNTY OF ORANGE CHILD SUPPORT ENFORCEMENT
CERTIFICATION REQUIREMENTS
Page 2 of 3
(blank form)
A. In the case of an individual CONTRACTOR, his/her name, date of birth, Social Security number, and
residence address:
Name:
D.O.B:
Social Security No:
Residence Address:
B. In the case of a CONTRACTOR doing business in a form other than as an individual, the name, date
of birth, Social Security number, and residence address of each individual who owns an interest of ten
(10) percent or more in the contracting entity:
Name:
D.O.B:
Social Security No:
Residence Address:
Name:
D.O.B:
Social Security No:
Residence Address:
Name:
D.O.B:
Social Security No:
Residence Address:
(Additional sheets may be used if necessary)
County of Orange Page 17 of 19 12$17 Application
OC Community Resources FY 18-19 Housing Rehab B PF 81
COUNTY OF ORANGE CHILD SUPPORT ENFORCEMENT
CERTIFICATION REQUIREMENTS
Page 3 of 3
C. A certification that the CONTRACTOR has fully complied with all applicable federal and state reporting
requirements regarding its employees; and
D. A certification that the CONTRACTOR has fully complied with all lawfully served Wage and Earnings
Assignment Orders and Notices of Assignment and will continue to so comply.
"I certify that is in full compliance with all applicable federal and state reporting
requirements regarding its employees and with all lawfully served Wage and Earnings Assignment
Orders and Notices of Assignments and will continue to be in compliance throughout the term of
CONTRACT with the County of Orange. 1 understand that failure to comply shall
constitute a material breach of the CONTRACT and that failure to cure such breach within ten (10)
calendar days of notice from the COUNTY shall constitute grounds for termination of the CONTRACT.
Authorized Print Name Title
Signature
County of Orange Page 18 of 19 12-8-17 App/icafion
OC Community Resources FY 18-19 Housing Rehab 8 PF 81
EXHIBIT 2
FISCAL YEAR 2018-19 FUNDING ALLOCATION POLICY AND PROCESS
(FAPP)
(SEE EXHIBIT 2 ATTACHED TO THIS RFP PACKAGE)
County of Orange Page 19 of 19 12-6-17 Application
OC Community Resources FY 18-19 Housing Rehab & PF & I
Attachment "C"
HOUSING REHABILITATION APPLICATION IFY 2018-19 & IFY 2019-20
SUPPLEMENTAL DOCUMENTATION
Housing Rehabilitation Funding Application
Fiscal Years 2018-19 & 2019-20
Bid #012-182310
PART I: MINIMUM REQUIREMENTS (FOR COMPONENT A & B)
B: PROJECT INFORMATION (found on page 4 of 45)
3. Provide a high-level summary description of your project.
Funding will assist between 60 and 85 frail and/or disabled seniors within the
Leisure World retirement community in the City of Seal Beach. Grants will significantly
improve bathroom accessibility and safety by "cutting -down" the tub walls and
converting the tub/shower into an accessible "shower -only." This improves accessibility
to the bathroom facilities for these seniors, as well as reduces the likelihood of them
falling in the bathroom. In addition, grant funds will provide grab bars, and high -boy
toilets that are ADA compliant. Grant funding will average $2,935 per unit and will only
be available to Seniors who are income qualified, own their unit, and have a doctor's
verification of their health need for the improvements due to mobility problems, pain of
movement, loss of balance or other disabilities. The City of Seal Beach will pay for all
administration costs and the CDBG funds will be used for the bathroom improvements.
For the past 12 years, CDBG funding for this program has assisted over 1,015 Seniors.
No exterior rehabilitation work will occur.
Leisure World has 6,608 residential housing units for Seniors with approximately
9,000 total residents. The demand continues, and the need is great. The community
City of Seal Beach' 211 Eighth Street, Seal Beach CA 90740' 562431-2527 Page 1 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & IFY 2019-20
was constructed in the early 1960s. At least one buyer of a Leisure World residential
housing unit must be 55 years of age or older.
B: PROJECT INFORMATION (Continued) (found on page 5 of 45)
4. Minority -Owned and Women -Owned business (MBEIWBE)
b. Describe all actions your organization has taken in support of HUD's goal to
provide opportunities to MBEIWBE's.
Instead of a very expensive process of replacing the existing tub/showers and
moving plumbing, repairing drywall, adjusting flooring and painting walls (estimated at
$16,000 per unit), the City of Seal Beach utilizes a specialized company that "cuts -
down" the wall of the tub and converts the existing bathtub into an accessible shower.
The work includes resurfacing the walls of the shower and installing a new glass shower
door. The specialized bathtub "cut-down' process was designed by the City's
contractor and saves the City a significant amount of money over replacing the unit with
a shower (estimated at $14,100 per unit). This allows the City to assist more seniors in
the community and spend the limited funds efficiently. The owner of this specialized
company is not MBE nor WBE. The hi -boy toilet replacement can only be performed by
Leisure World Staff as required by property management.
City of Seal Beach' 211 Eighth Street, Seal Beach CA 90740' 562-431-2527 Page 2 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
PART II: HOUSING REHABILITATION (COMPONENT A) — SCORED CRITERIA
A. PRIORITY NEEDS, HUD ELIGIBILITY REQUIREMENTS AND NATIONAL
OBJECTIVE (Continued) (found on page 15 of 45)
3. Answer the following:
a. Summarize the Scope of Work for your project including the minimum
number of units to be assisted by federal funding.
CDBG funding will assist a minimum of 60 seniors within the Leisure World
retirement community in Seal Beach. Grants will significantly improve accessibility to
showers by "cutting -down" the tub walls and converting the tub/shower into an
accessible shower for Seniors. In addition, grant funds will provide grab bars and high-
boy toilets that are ADA compliant. Grant funding will average $2,935 per unit and will
only be available to Seniors who are income qualified, own their unit, and have a
doctors verification of their health need for the improvements due to mobility problems,
pain of movement, loss of balance or other disabilities. No exterior rehabilitation work
will occur.
b. Why is the project needed?
Seal Beach Leisure World was built in the 1960's; before accessibility standards
were established. As an unfortunate result, the original tub/showers require Seniors to
lift one leg over the tub wall, while balancing their body weight on one leg on a slippery
wet tub floor. The City of Seal Beach's Leisure World Bathroom Accessibility Program
eliminates this dangerous situation with the CDBG granted funding. The City's program
provides increased accessibility to proper personal hygiene for Seniors with physical
difficulties and range of mobility problems, pain of movement, loss of balance or other
disabilities. The City of Seal Beach's Leisure World Bathroom Accessibility Program
City of Seal Beach • 211 Eighth Street, Seal Beach rA 90740' 562431-2527 Page 3 of 18
HOUSING 2019-20
provides a desperately needed bathroom modification, and allows qualified Seniors to
continue to live in their existing homes, near familiar surroundings and services
available within Leisure World.
C. Describe how the project preserves a low and moderate -income
neighborhood, or provided other community benefits.
The City of Seal Beach's Leisure World Bathroom Accessibility Program will
provide increased accessibility to health and hygiene as well as livability for low-income,
older, residents in Leisure World. The CDBG funding significantly improves bathroom
accessibility and reduces the risk of falling for the Seniors. Additionally, the program
helps to improve the existing, older housing stock in Seal Beach. The improvements will
also benefit future senior residents as the program expands and as new Seniors move
into the Leisure World community and occupy the refurbished housing units.
4. Answer each question below in approximately one to four paragraphs
a. Based upon your description of this project in section A: Priority Needs
Chart, state how your organization will address meeting a priority need with your
performance and outcomes. In your description, state how your performance
objectives and performance outcomes apply to the project's beneficiaries and
specifically explain how this project will affect the beneficiaries.
Helping the elderly with owner occupied single family rehabilitation needs has a
High Priority Need rating according to section A Priority Needs. The City of Seal Beach,
Leisure World Bathroom Accessibility Program addresses this High Priority need as it
fixes housing problems for the elderly by rehabilitating the bathroom for better access to
the frail and/or disabled Seniors.
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740 • 562-431-2527 Page 4 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY
1
Access to appropriate personal hygiene is a central component of providing a
suitable living environment for a resident. Because of age, poor health and disabilities,
many Seniors living in Leisure World no longer have appropriate access to their
bathroom facilities. Because the units were built in the early 1960's (before the updated
ADA requirements), the bathtub/shower unit has a high side wall that must be hurdled
before use. This high side wall of the tub creates a significant impediment for use for
many of the elderly living in Leisure World. The City of Seal Beach Leisure World
Bathroom Accessibility Program cuts down this high side wall and converts the
tub/shower into an accessible "shower -only" in order to restore access to the bathroom
facilities to the elderly. In addition, the Program provides grab bars, and high -boy toilets
that are ADA compliant.
Over 1,015 qualified Seniors have already received the benefits of this program
funding over the past 12 years; 100% of whom are below 80% MR. With over 6,600
homes in the Seal Beach Leisure World community, there is plenty of demand for this
quality work and benefit. In fact, there is a long list of qualified Seniors waiting for future
funding to help them with their bathroom accessibility problems. The Seniors that live
within Seal Beach Leisure World live in the community to enjoy a good quality of life;
while remaining on fixed incomes. The bathroom improvements allow Seniors to have a
safer, healthier, and a better quality living environment, without disturbing their very low
fixed incomes.
b. Describe what tools your organization will utilize to measure this project's
effect on the intended beneficiaries. In your description include how your
organization will measure its success in meeting the needs of the project's
beneficiaries.
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740 " 562431-2527 Page 5 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY
2019-20
Each applicant is required to have a Doctor verify that the proposed work is
needed due to the applicant's range of motion or mobility problems, pain of movement
and/or loss of balance problems. In this manner, we are assured that those with the
greatest need receive the bathroom improvements first. Aside from an initial health
analysis from their doctor, the funding is provided to income qualified Seniors who meet
the HUD guidelines.
The Leisure World Bathroom Accessibility Program has a very simple method to
measure its success. Funding is provided to income and health qualified Seniors and
success is measured by the proper completion of each bathroom accessibility
improvement. Comprehensive computer tracking, on-site inspections, photos, meetings
with home owners and reports measure each stage of the program for each applicant to
ensure that every Senior is receiving the attention they deserve. Staff follows -up with
contractors and homeowners to confirm progress, satisfaction, accuracy, and payments.
Each recipient completes a Notice of Completion and before & after photos are taken of
each bathroom to further verify proper completion. The Leisure World Bathroom
Accessibility Program receives many letters of thanks from Seniors who have had this
work done and want to express their satisfaction and gratitude.
c. Describe the specific population that your project will serve (i.e., low to
moderate -income).
One hundred percent of the CDBG funding is allocated to Seniors with limited
range of motion, mobility problems, pain of movement, loss of balance or other
disabilities that make it difficult for them to lift their legs up and over their bathtub side
wall. Furthermore, all Senior grant recipients are income qualified and 100% are low to
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740' 562-031-2527 Page 6 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
moderate income. In fact, last year (FY2016-2017) 55% of the assisted Seniors were
Very Low or Extremely Low income.
d. Describe the intended benefits to the population being served (i.e.,
preservation of a low to moderate -income neighborhood).
This funding clearly makes bathrooms more accessible and reduces the risk of
injury to low to moderate -income Seniors with poor health or disabilities. Additionally,
the funding also enhances the affordable housing in the City of Seal Beach; most of
which haven't received improvements in 67 years.
e. Describe the ramifications if your project is not recommended for funding In
this fiscal year.
Access to appropriate personal hygiene is a central component of providing a
suitable living environment for a resident. Because of age, poor health and disabilities,
many Seniors living in Leisure World no longer have appropriate access to their
bathroom facilities. Without this funding, Seniors with limited range of motion, mobility
problems, pain of movement, loss of balance or other disabilities that live in Leisure
World would continue to suffer from inaccessibility to their bath/showers. Not only
would personal hygiene be negatively affected, but without funding, there would be
increased possibilities of falling and other injuries in the community. Already there are
more Seniors in desperate need of these repairs than the City has funding. Elimination
from this grant funding would be a health and safety concern to the City of Seal Beach
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND
PROJECT BUDGET (found on page 16 or45)
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740. 562331-2527 Page 7 of 7B
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
FY 2018-19 FUNDING REQUEST AND ACCOMPLISHMENT BUDGET
Minimum Funds Request
Example
FY 2018-19 Project
A. Minimum Funds Request
$ 75,000
$180,000
B. Leveraging for Minimum
Funds Request
$ 50,000
(leveraging $ _
provided by City) $0
C. Total Minimum Funds
Request(A+B)
$ 125,000
$180,000
D. Goals/Accomplishments
15 Units
60-85 Units
Maximum Funds Request
A. Maximum Funds Request
_$__l 50, 0-00
$200,000
B. Leveraging for Maximum
Funds Request
$ 60,000
(leveraging $ _
provided by City) $0
C. Total Maximum Funds
Request (A+B)
$ 210,000
$200,000
D. Goals/Accomplishments
30 Units
66-94 Units
Provide a detailed description of each project activity listed in Table above
Project Activity Construction:
Seal Beach Leisure World was built in the 1960's, before accessibility standards
were established. As an unfortunate result, the original tub/showers require Seniors to
lift one leg over the tub wall, while balancing their body weight on one leg on a slippery
wet tub floor. The City of Seal Beach's Leisure World Bathroom Accessibility Program
eliminates this dangerous situation by cutting down the bathtub wall to 3-4 inches. Then
a custom glass enclosure is fitted to the cut-down tub; enabling it to function as a
shower. The floor of the tub is refinished with slip resistant material and grab -bars are
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740' 562-431-2527 Page 8 of 18
HOUSING REHABILITATION APPLICATION FY 2016-19 & FY 2019-20
affixed to the shower walls where necessary. Hi -boy toilets are also installed. All of
these bathroom modifications provide accessibility to income qualified Seniors with
limited range of motion, mobility problems, pain of movement, loss of balance or other
disabilities. All of the Urban County funds are used for this bathroom accessibility
rehabilitation.
Project Activity Program Administration:
The City of Seal Beach values this Program so much that when the RDA Funds
were eliminated by the State, the City chose to continue to finance the Program's
administration through its General Funds. These leveraged funds: advertise the
program to Leisure World Seniors; print and mail application packages; review
applications for income qualifications and eligibility; coordinate construction scheduling;
provide communication with the applicants; process invoices; maintain an intensive
database; visit the applicants for verification of completion as well as preparing
monthly/quarterly/annual reporting to the City, the County of Orange and/or HUD. All
leveraged funds are provided by the City of Seal Beach and none are requested from
the County of Orange and/or HUD.
FY 2019.20 FUNDING REQUEST AND ACCOMPLISHMENT BUDGET
* Minimum Funds Request
Example
FY 2018-19 Project
A. Minimum Funds Request
$ 75,000
$180,000
B. Leveraging for Minimum
Funds Request
$ 50,000
(leveraging $ =
provided by City) $0
C. Total Minimum Funds
$ 125,000
$180,000
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740' 562-431-2527 Page 9 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
Request(A+B)
D. Goals/Aocomplishments
15 Units
60-85 Units
Maximum Funds Request
A. Maximum Funds Request
$ 150,000
$200,000
B. Leveraging for Maximum
Funds Request
$ 60,000
(leveraging $ _
provided by City) $0
C. Total Maximum Funds
Request(A+B)
$ 210,000
$200,000
D. Goals/Accomplishments
30 Units
66-94 Units
4. Provide a detailed description of each project activity listed in Table above.
Project Activity Construction:
Seal Beach Leisure World was built in the 1960's, before accessibility standards
were established. As an unfortunate result, the original tub/showers require Seniors to
lift one leg over the tub wall while balancing their body weight on one leg on a slippery
tub floor. The City of Seal Beach's Leisure World Bathroom Accessibility Program
eliminates this dangerous situation by cutting down the bathtub wall to 3-4 inches. Then
a custom glass enclosure is fitted to the cut-down tub; enabling it to function as a
shower. The floor of the tub is refinished with slip resistant material and grab -bars are
affixed to the shower walls where necessary. Hi -boy toilets are also installed. All of
these bathroom modifications provide accessibility to income qualified Seniors with
limited range of motion, mobility problems, pain of movement, loss of balance or other
disabilities. All of the Urban County funds are used for this bathroom accessibility
rehabilitation.
City of Seal Beach' 211 Eighth Street, Seal Beach CA 90740 • 562-431-2527 Page 10 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
Promect Activity Program
The City of Seal Beach values this Program so much that when the RDA Funds
were eliminated by the State, the City chose to continue to finance the Program's
administration through its General Funds. These leveraged funds: advertise the
Program to Leisure World Seniors; print and mail application packages; review
applications for income qualifications and eligibility; coordinate construction scheduling;
Provide communication with the applicants; process invoices; maintain an intensive
database; visit the applicants for verification of completion as well as preparing
monthly/quarterly/annual reporting to the City, the County of Orange and/or HUD. All
leveraged funds are provided by the City of Seal Beach and none are requested from
the County of Orange and/or HUD.
B. FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND
PROJECT BUDGET (Continued) (found on page 18 of 45)
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740 "562A31-2527 Page 11 of 18
Example
Project
Costs
Urban County
Funds
Leveraged
Resources
Total
Project Activity: Desi n/Pro ect
0
3080,000
Project Activity: Construction
25,000
20,000
$ 45.000
Total Project Cost
$ 75,000
1 $ 50,000
$125,000
Pro ectCostsI(City)
tal
Pro ect Activity- Design/Project
Project Activity Construction80,000
Project Activity7 Program Admi0,000
M$60,000
Project Activit
Project Activity
Pro ect Activity
Project Activity-,
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740 "562A31-2527 Page 11 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
2. Provide a detailed description of each project activity listed in above Chart.
Project Activity Construction:
Seal Beach Leisure World was built in the 1960's, before accessibility standards
were established. As an unfortunate result, the original tub/showers require Seniors
to lift one leg over the tub wall while balancing their body weight on one leg on a
slippery tub floor. The City of Seal Beach's Leisure World Bathroom Accessibility
Program eliminates this dangerous situation by cutting down the bathtub wall to 3-4
inches. Then a custom glass enclosure is fitted to the cut-down tub; enabling it to
function as a shower. The floor of the tub is refinished with slip resistant material
and grab -bars are affixed to the shower walls where necessary. Hi -boy toilets are
also installed. All of these bathroom modifications provide accessibility to income
qualified Seniors with limited range of motion, mobility problems, pain of movement,
loss of balance or other disabilities. All of the Urban County funds are used for this
bathroom accessibility rehabilitation.
Project Activity Prooram Administratiom
The City of Seal Beach values this Program so much that when the RDA Funds
were eliminated by the State, the City chose to continue to finance the Program's
administration through its General Funds. These leveraged funds are used to:
• Design the resident application material.
• Develop marketing materials and ensure that the Program is promoted in all
possible media outlets applicable to Leisure World.
• Attend Leisure World Board meetings to explain and promote the program.
• Hold meetings at Leisure World to explain the program and provide application
assistance to individual residents.
• Prepare and coordinate a Request for Proposal for 3 contracts per County
requirements.
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740.562-431-2527 Page 12 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
• Answer program inquiries, mail applications, qualify all applications for
HUD/County audit, prepare contracts, and coordinate with the approved
contractor the work to be performed, manage the entire process to the end with
the homeowner, and meet with the homeowner for post construction photos and
notices of completion.
• Maintain an intensive database
• Prepare files and reimbursement reports to the County.
• Provide program status reports to the City.
• Prepare monitoring as well as monthly/quarterly/annual compliance reports for
the City, the County of Orange and/or HUD.
B. FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND
PROJECT BUDGET (Continued) (found on page 19 of 45)
4. Provide a detailed description of each project activity listed in above Chart.
Project Activity Construction:
Seal Beach Leisure World was built in the 1960's, before accessibility standards
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740. 562-431-2527 Page 13 of 18
FY 2019-20 PROJECT COT BUDGET CHART
xi
le
ProjectCounty
Beverage
Total
Project Activity:
Design/Project
0 ,000
Project Activity:
Construction
25,000
20 000
45 000
Total Project Cost
$ 75,0001
$ 50 000
$125,000
oject Costs
Count
Resou Leveraged
Total
Pro'ect Activity,
Desi n/ProjectPro
ect
: Construction
$180,000
$180,000
Pro'ec
: Pro ram Admin
$60,000
$60,000
Projectt
WDesign/Prolect
.Project
:Pro
ectProject
:Project
:
Pro'ect Activity:
Total Project Cost
$240,000
4. Provide a detailed description of each project activity listed in above Chart.
Project Activity Construction:
Seal Beach Leisure World was built in the 1960's, before accessibility standards
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740. 562-431-2527 Page 13 of 18
HOUSING REHABILITATION APPLICATION FY •:2019-20
were established. As an unfortunate result, the original tub/showers require Seniors
to lift one leg over the tub wall while balancing their body weight on one leg on a
slippery tub floor. The City of Seal Beach's Leisure World Bathroom Accessibility
Program eliminates this dangerous situation by cutting down the bathtub wall to 3-4
inches. Then a custom glass enclosure is fitted to the cut-down tub; enabling it to
function as a shower. The floor of the tub is refinished with slip resistant material
and grab -bars are affixed to the shower walls where necessary. Hi -boy toilets are
also installed. All of these bathroom modifications provide accessibility to income
qualified Seniors with limited range of motion, mobility problems, pain of movement,
loss of balance or other disabilities. All of the Urban County funds are used for this
bathroom accessibility rehabilitation.
Project Activity Proaram Administration:
The City of Seal Beach values this Program so much that when the RDA Funds
were eliminated by the State, the City chose to continue to finance the Program's
administration through its General Funds. These leveraged funds are used to:
• Design the resident application material.
• Develop marketing materials and ensure that the Program is promoted in all
possible media outlets applicable to Leisure World.
• Attend Leisure World Board meetings to explain and promote the program.
• Hold meetings at Leisure World to explain the program and provide application
assistance to individual residents.
• Prepare and coordinate a Request for Proposal for 3 contracts per County
requirements.
• Answer program inquiries, mail applications, qualify all applications for
HUD/County audit, prepare contracts, and coordinate with the approved
contractor the work to be performed, manage the entire process to the end with
the homeowner, and meet with the homeowner for post construction photos and
notices of completion.
• Maintain an intensive database
• Prepare files and reimbursement reports to the County.
city of Seal Beach • 211 Eighth Street, Seal Beach CA 90740. 562-431-2527 Page 14 of IS
HOUSING REHABILITAI ON APPLICATION FY 2018-19 & FY 2019-20
• Provide program status reports to the City.
• Prepare monitoring as well as monthly/quarterly/annual compliance reports for
the City, the County of Orange and/or HUD.
D. ORGANIZATIONAL / PROJECT CAPACITY AND EXPERIENCE (found on page
22 OF 45)
3. Describe the role of key administrators, staff members, contractors,
and volunteers within your organization and their role in implementing
the proposed project. Include experience, education, and licensing
qualifications in your description.
Crystal Landavazo, Interim Community Development Director, manages the
program with over 10 years' experience in planning and building department
management and programs. Ms. Landavazo utilizes the services of CivicStone, Inc. to
administer the day to day operations of the CDBG implementation and funding.
CivicStone, Inc. has been under contract with the City of Seal Beach and administering
their housing programs since 1999. Over the past 12 years, the City and CivicStone,
Inc. have successfully administered the CDBG funding in Leisure World and worked
closely with County Staff to ensure reporting and reimbursement requests are properly
prepared, milestones are met and funding is spent as proposed.
In our Third Monitoring Visit letter from Anna Plank, Manager, Community
Development dated June 10, 2014 we received the following:
During this monitoring visit the following positive aspects were observed:
Monique (of CivicStone) has managed the contract very well and is 99%
completed. Since she started the project on time she surpassed all of the
milestones. Monique is well organized and has a system of reporting and invoice
reimbursement process that is as efficient as possible. While Craig (Fee] was
onsite he did a sample of three recipient files looking for proper eligibility
processing. The files are all in order with sufficient documentation to
substantiate the eligibility of the clients. .... Areas of improvement identified in
this monitoring visit are: None"
City of Seal Beach • 211 Eighth Street, Seal Reach CA 90740 •562431-2527 Page 15 or 18
Additionally, our most current letter reviewing our performance for contract term July 1,
2015 - June 30. 2016 states:
"Monique Eliason, CivicStone, Consultant for City of Seal Beach has all required
documentation on file and has an effective accounting control system in place. It
is not uncommon for monitoring visits to reveal areas of improvement There
were no areas of improvement observed."
The City and CivicStone work together well, are professional and competent to
continue to be granted CDBG funds for the City of Seal Beach, Leisure World Bathroom
Accessibility Program
4. Describe the organization's experience administering this type or similar
project.
The City and CivicStone have worked together on various housing programs
since 1999; including managing this Leisure World Bathroom Accessibility Program for
the past 12 years. Together the City of Seal Beach and CivicStone have helped more
than 1,015 low income seniors improve accessibility to their bathrooms. The City and
CivicStone are currently running this program and expending funds from the 2017-2018
CDBG grant from Orange County Housing and Community Services. All milestones
have been met to date. All milestones are expected to be met upon program
completion as well.
5. Please submit a copy of your most recent audit (within the last two
years) by an independent CPA and a description of corrective action
taken for any findings identified by the auditor, both of which will be
reviewed by the Housing and Community Development and Homeless
Prevention Accounting Manager or designated staff. Cities: Submit
Financial Audit Report and Financial Statements / Footnotes.
City of Seal Beach' 211 Eighth Street, Seal Beach CA 90740' 562431-2527 Page 16 of 18
HOUSING REHABILITATION APPLICATION FY 2018-19 & FY 2019-20
The City of Seal Beach Comprehensive Annual Financial Report for Fiscal Year
Ended June 30, 2017 is uploaded as a separate pdf document through BidSync. It is
titled City of Seal Beach CAFR FYI 6-17.
E. ORGANIZATIONAL / PROJECT REDINESS (found on page 23 of 45)
1. Include in your application documentation regarding all completed milestone
actions (i.e., Minute Order/Board Resolution, public hearing notice, closed
session notice and/or Agenda and applicable documentation for Milestone
Actions, A through E)
Milestone Action #C.
Project in current annual budget
See Attached Resolution #_ to verify funding for the Leisure World Bathroom
Accessibility Program through 2020 as well as funding for the consultant services.
Staffing/Consultant assigned for design/implementation:
Attached is the Professional Services Agreement between the City of Seal Beach
and CivicStone for program implementation for 2015-2018. An updated agreement will
be submitted immediately once the City is approved for funding
2. Include in your application a written status for all milestone actions marked as
"In Progress." Include supporting documentation to support progress.
A. Governing Body Approval: Please refer to January 12, 2015 Staff Report
approving the on-going participation in the County of Orange Housing and Community
Development Program for 2015-16 and for up to two (2) additional years if funded by
the County, to fund the Leisure World bathroom upgrade handicap accessibility
program. An updated Staff Report will be presented at the January 22, 2018 City
City of Seal Beach • 211 Eighth Street, Seal Beach CA 90740' 562-431-2527 Page 17 of 18
Council Meeting. Once it is approved and signed, it will be forwarded to the County.
Furthermore, pages 18 and 19 of this RFP designate that the City is providing
Leveraged Resources to support this program. Signature of this RFP indicates an
intent pending City Council approval for support in progress.
B. Board Resolution: Please refer to Resolution #6529 approving the on-going
participation of the Housing and Community Development Block Grant Program for
funding cycle 2015-2016, and 2016-2017, and 2017-2018 if the additional programs
years are funded by the County of Orange. An updated Resolution will be presented at
the January 22, 2018 City Council Meeting. Once it is approved and signed, it will be
forwarded to the County.
D. The RFP/RFQ Process: for contractor selection will be immediately conducted
once the City is approved for funding.
3. Include in your application a brief explanation as to why a given milestone
action is not applicable to the project, if necessary.
D. Feasibility Study, Design, Concept Phase: The Leisure World Bathroom
Improvement program has been in existence for 12 years and functioning well. There is
no need for program design at this phase in our program administration.
E. Acquisition/Rehabilitation: There is no acquisition of properties on the Program.
Rehabilitation of the Seniors' bathrooms is scheduled upon approval of each application
and requires no advance planning by the City..
City of Seal Beach • 211 Eighth Street' Seal Beach CA 90740. 562331-2527 Page 18 of 18
Attachment "D"
Section Ill: Attachment A
10CC0mmunity Resources
Housing Rehabilitation and
PUBLIC FACILITIES & IMPROVEMENTS
FUNDING APPLICATION
FISCAL YEARS 2018-19 & FY 2019-20
Bid # 012-182310
APPLICATION SUPPORTING DOCUMENTS CHECKLIST
Applicant Proposal
Applicants must submit a complete Housing Rehabilitation and /or Public Facilities and
Improvements Funding Application via BidSync. Please confirm all Parts with supporting
documentation are uploaded and submitted prior to the RFP deadline.
Applicants must answer all questions within each section as applicable, as outlined In the following
key:
ALL APPLICANTS MUST COMPLETE PART I
APPLICANTS SUBMITTING APPLICATIONS FOR COMPONENT A: HOUSING REHABILITATION
MUST COMPLETE APPLICATION FOR PART II
APPLICANTS SUBMITTING APPLICATIONS FOR COMPONENT B: PUBLIC FACILITIES &
IMPROVEMENTS MUST COMPLETE PART 111
PART I: MINIMUM REQUIREMENTS (FOR COMPONENT A & B)
A: Applicant Information
B: Project Information
C: Organizational Background
D: Civil Rights Laws Compliance and HUD Standing
E: Signature and Assurances
PART II: HOUSING REHABILITATION (COMPONENT A) — SCORED CRITERIA
(APPLICANTS MUST COMPLETE PART I AND PART 11)
A: Priority Needs, HUD Eligibility Requirements and National Objective
B: Funding Request, Accomplishment Budget, Leveraging and Project Budget
C: Performance Objectives and Outcomes
D: Organizational Project Capacity and Experience
E: Organizational/Project Readiness
F. Environmental Information Form
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
PART III: PUBLIC FACILITIES & IMPROVEMENTS (COMPONENT B) — SCORED CRITERIA
(APPLICANTS MUST COMPLETE PART I AND PART III)
A: Priority Needs, HUD Eligibility Requirements and National Objective
B: Funding Request, Accomplishment Budget, Leveraging and Project Budget
C: Performance Objectives, Outcomes and Benefits
D: Organizational Project Capacity and Experience
E: Organizational/Project Readiness
F: Environmental Information Form
Supplemental Document Instructions: Parts/Components requesting supplemental or
narrative information should be formatted per the following:
1. Each response must be typewritten; double-spaced; and in Arial font, size 12 -point print.
2. Not to exceed one (1) page per question.
3. Responses should include the question and be concise but detailed enough to address what is
being asked.
Applicants submitting a proposal must electronically upload their entire proposal in PDF
format and Bookmarked, via BldSyna.
Hard copy Proposals will not be accepted.
OC Community Resources Page 2 f4 FY2018-19 HR and PF&IAPPL104PON
RFP Bid #012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
PART
A. APPLICANT INFORMATION
1. Applicant Name: City of Seal Beach
Address: 211 Eighth Street
City/State/Zip:
Seal Beach CA 90740
Phone: 562-431-2527
Fax: 562-430-8763
Applicant website: www.sealbeachca.gov Email: clandavazoOs albearh a oov
DUNS Number: 060752607 yy-9(Federal ID Number)
2. Authorized Person: For the purposes of this RFP, the "Authorized Person" is the individual
within your organization who has the authority to enter into a contract. The authorized person
will be copied on all correspondence.
Authorized Person's Name: Jill R. Ingram
Authorized Person's Tale: City Manager, City of Seal Beach
(i.e., Executive Director, Organization's Signature Authority)
Phone: 562-431-2527 Fax: 562-430-8763
Email: clandavazo@sealbeachca.gov
I✓ Check here if the address for the Authorized Person is the same as that of the organization.
Address: 211 Eighth Street
City/State/Zip: Seal Beach CA 90740
3. Contact Person: For the purpose of this RFP, the "Contact Person" will be the
primary recipient for all correspondence related to this RFP. The contact person
should be available to respond to any inquiries throughout the RFP process.
Contact Person's Name: Crystal Landavazo
Contact Person's Title: Interim Community Development Director
Address: 211 Eighth Street
City/State/Zip: Seal Beach CA 90740
Phone: 562-431-2527 Fax: 562-430-8763
Email: clandavazo@sealbeachca.gov
OC Community Resources Page3of45 FY 2018-19 HR and PF&I APPLICATION
RFPSid#012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: PROJECT INFORMATION
1. Project Title:
City of Seal Beach, Leisure World Bathroom Accessibility Program
Project Address: 211 Eighth Street
City/State/Zip: Seal Beach CA 90740
FY 2018-19 Housing Rehabilitation 180,000
Amount Requested $
• Maximum funding amount for Housing Rehabilitation projects $200,000.
FY 2018-19 Public Facilities & Improvements
Amount Requested $
• Maximum funding amount for Public Facilities and Improvements is $150,000 with
no leveraged funds and $350,000 with 20% leveraged funds.
Only one (1) application for Housing Rehabilitation and one (1) application for Public
Facilities and Improvements per jurisdiction per year per activity from the Urban County
program participants. The Orange County Urban County Program is comprised of 13 cities
with populations under 50,000 (participating cities). The 11 participating cities include
Brea, Cypress, Dana Point, Laguna Beach, Laguna Hills, Laguna Woods, La Palma, Los
Alamitos, Seal Beach, Stanton, and Villa Park. Along with 2 participating metro cities with
populations over 50,000 - Placentia and Yorba Linda.
2. Urban County Program
a. Is your agency a participating city or the County of Orange OCCR/HPD-HP that will
❑
be submitting a proposal as part of this RFP? ✓ YES NO
b. If not, since only one (1) application per jurisdiction per year for Housing
Rehabilitation and Public facilities and Improvements will be accepted, please
attached written documentation (from an authorized person) from either the
participating city or the County of Orange OCCR/HPD-HP advising the County to
accept your proposal as part of this RFP.
3. Provide a high-level summary description of your project.
Funding will assist between 60 and 85 frail and/or disabled seniors within the Leisure
World retirement community in the City of Seal Beach. Grants will significantly improve
bathroom accessibility and safety by "cutting=down" the tub walls and converting the tub/
shower into an accessible-showerbny". This improves accessibility to the bathroom favi ifies ...
(If more space is needed, please attached a separate sheet)
OC Community Resources Page 4 of45 FY 2018-19 HR and PF a I APPLIC477ON
RFPaid8012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 01 &19 & FY 2019-20
B: PROJECT INFORMATION (Continued)
4. Minority -Owned and Women -Owned business (MBE/WBE)
a. Will this project provide an opportunity to hire MBE and/or WBE business?
Yes ❑ No
b. Describe all actions your organization has taken in support of HUD's goal to provide
Opportunities to MBEIW BE's.
Instead of a very expensive process of replacing the existing tub/showers and moving plumbing,
repairing drywall, adjusting floating and painting wells (estimated at $18,000 per unit), the City of Sml ...
(If more space is needed please attach a separate sheet)
OC Community Resources Poge5of45 FY2018-19 HR and PF&IAPPf1CATION
RFP Bid #012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
C: ORGANIZATIONAL BACKGROUND
Answer each question below in approximately one to four paragraphs, not to exceed one (1)
page per question, If applicable. Each response must be typewritten; double-spaced; and in
Arial, size 12 -font. Your responses should include the question, be concise but detailed enough
to address what is being asked.
1. Is the applicant a Non -Profit organization? Yes R No Applicant is a
If "yes", please answer questions A -P below: City/Governmental
A. Describe the organization's goals, objectives, and mission. Agency
B. Provide a brief description of your organization's accounting system and controls in place.
C. Describe the organization's fund development method.
D. List the person(s) who have legal authority to sign contracts and other legal
documents, payment requests, and checks related to this application proposal.
E. Submit a copy of organization's most recent audit (within the last two years) by an
independent CPA and a description of corrective action taken for any findings
identified by the auditor, both of which will be reviewed by the Housing and
Community Development and Homeless Prevention Accounting Manager or
designated staff.
F. In the past ten years, has your organization ever had its non-profit status revoked
or withheld by the IRS, the Secretary of State, the State Attorney General, or the
Franchise Tax Board? If yes, please provide an explanation.
G. Has your organization been sued in the last five years? If yes, please provide an explanation.
H. Are any of your managers or staff with fiscal responsibilities involved in litigation
presently that has any bearing on fiduciary trust or employee relations? If yes, please
provide an explanation.
I. Have any unfavorable rulings been handed down by any court against your
organization or executive director in the past five years? If yes, please provide an
explanation.
J. Does your organization currently have any unresolved fiscal, reporting or program
issues with any of its funding sources? If yes, please provide an explanation.
K. Provide an organizational chart of your organization, including key staffing
for the project.
L. Provide a copy of your organization's Board of Director's list.
OC Community Resources Page 6 a)45 FY2018-19 N8 and PF&IAPPUri17lON
RFP Bid# 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 8 FY 2019-20
C: ORGANIZATIONAL BACKGROUND (Continued)
M. Provide a copy of your organization's 501c (3). Also provide an IRS tax-exempt letter
dated no earlier than December 2014,8 a Certificate of Status provided by the Secretary
of State, Business Programs Division. Online Certificates of Status can be found on the
Internet at: http://www.sos.ca.covtbusinesslpdf/be ircform odf. (Process may take up to
24 calendar days).
N. Provide a copy of your organization's Articles of Incorporation and By -Laws.
0. Provide a copy of the minutes of your organization's board meeting where the proposed
project was discussed.
P. Provide IRS 990 form "Return of Organization Exempt from Income Tax."
OC Community Resources Page 7 of45 FY 2018-19 HR and PF&IAPPLICATION
RFP Bid # 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
D: CIVIL RIGHTS LAWS COMPLIANCE AND HUD STANDING
1. Has your organization been a past recipient of assistance under a HUD McKinney Act
program or the HUD Single Family Property Disposition Homeless Program?
❑ Yes ❑✓ No
2. If you have been a recipient under either of these programs, has your organization
experienced any project or construction delay, HUD finding or outstanding audit that
HUD deems serious regarding the administration of HUD McKinney Act programs
or the HUD Single Family Property Division Homeless Program?
❑ Yes Wl No
If you answered "Yes," please attach a brief description of the circumstances and
outcomes.
3. Applicants must be in compliance with applicable civil rights laws and Executive
Orders.
Applications will be rejected if your agency has any of the following: (1) Any pending
civil rights lawsuits instituted by the U.S. Department of Justice; (2) Any non-
compliance with civil rights statutes, Executive Orders or regulations as a result of
formal administrative proceedings, unless the applicant is operating under a
HUD -approved compliance agreement designed to correct the area of non-
compliance or is currently negotiating such an agreement; (3) Any unresolved
secretarial charge of discrimination issues under Section 810 (g) of the Fair Housing
Act, as implemented by 24 CFR 103.400; (4) Any adjudication of a civil rights violation
in a civil action brought against the agency by a private individual, unless the applicant
is operating in compliance with a court order designed to correct the area of non-
compliance or the applicant has discharged any responsibility arising from such
litigation; (5) Any deferral of the processing of applications from the sponsor imposed
by HUD under Title VI of the Civil Rights Act of 1964, the Attorney General's Guidelines
(28 CFR 50.3) or the HUD Title VI regulations 24 CFR 1.8) and procedures, or under
Section 504 of the Rehabilitation Act of 1973 and HUD Section 504 regulations (24 CFR
8.57).
If one or more of the above five situations exist within your agency, please attach a brief
description. Not Applicable
Jill R. Ingram
Authorized Signature
Print Name
Date
City Manager
Title
OC Community Resources Poge8oJ45 FY2018-19 NR and PF&I APPLICATION
RFP Bid R 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
E: SIGNATURES AND ASSURANCES, CERTIFICATIONS and COMPLIANCE
1. Non -Discrimination: This agency will, through all possible means, ensure equal
opportunity for all persons to receive services, to participate in the volunteer structure,
and to be employed regardless of age, handicap, national background, race, religion,
or sex. An existing sectarian nature of the agency shall not suffer impairment under
this agreement, but participation in religious observances, rituals or services will not
be required as a condition of receiving food, services, or shelter paid for by this grant.
2. Accountability: We commit this agency, of a grant is received, to provide all reports
to the County of Orange as required; to expend monies only on eligible cost' to keep
complete documentation (copies of all canceled checks, invoices, receipts, etc.) on all
expenditures for a minimum of three years; to spend all funds and close out the program
on the required date; to return any unused funds to the County of Orange; to cooperate
with monitoring or site visits, and; to provide complete documentation of expenses to
the County of Orange, if requested, by the required dale.
3. Noncollusion: This proposal is genuine, and not sham or collusive, nor made in the
interest or on behalf of any person not herein named; the proposer has not directly
induced or solicited any other proposer to put in a sham proposal, or any other
person, fine or corporation to refrain from submitting a proposal; the proposer has not
in any manner sought by collusion to secure for him/herself an advantage over any other
proposer.
We affirm that all information in this application is true and correct to the best of our
knowledge and that the applicant under our authority will execute its responsibility
under the proposed contract and adhere to all other applicable rules and regulations
to the fullest extent possible.
First Authorized Person Signature Date
Jill R. Ingram City Manager
Print First Authorized Person's Name Title
Second orized Person Signature
Crystal Landavazo
Print Second Authorized Person's Name
Date
Interim Director of Community Developmei
Title
OC Community Resources Poge9of05 FY 2018-19 HR and PF&I APPLICATION
FFP Bid is 012-182310 Version: 11-21-1J
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
E: SIGNATURES AND ASSURANCES, CERTIFICATIONS and COMPLIANCE (Continued)
4. 1 am authorized by my Board of Directors, Trustees, or other legally qualified officer to
submit this proposal on behalf of the "Applicant"
5. Applicant is not currently on any Federal, State of California or local Debarment List.
6. Applicant will provide records to show fiscal solvency, if required.
7. Applicant will meet all applicable Federal, State, and local compliance and regulatory
requirements.
These include, but are not limited to:
a. Ensuring that records accurately reflect actual performance
b. Maintaining record confidentiality, as required
C. Reporting financial, participant, and performance data, as required
d. Meeting requirements of Section 504 of the Rehabilitation Act of 1973
e. Meeting all applicable labor laws, including Child Labor Law standards
f. Meeting all lobbying certification and disclosure of lobbying activities
requirements.
I recognize that I must give assurance for each item above, 'a'through T, as applicable.
If I cannot, this proposal will be automatically rejected.
8. Applicant will not use funds for customers in the construction, operation, or
maintenance of any part of a facility to be used for sectarian instruction or religious
worship.
Signature
9. Validity of Proposal/Application
The County requires that all Applications be valid for at least three hundred sixty-
five (365) days from this RFP's closing date. Applications which are not valid for at
least three hundred sixty-five (365) days will be considered non-responsive and
subject to rejection.
Applicant hereby certifies that Applicant's Application is valid for three hundred sixty-
five (365) days from the RFP Closing Date.
Signature Required
OC Community Resources Page 10 of45 Fr2018-19 HR and PFA 1APP1104TION
RFPaid8012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
E: SIGNATURES AND ASSURANCES, CERTIFICATIONS and COMPLIANCE
(Continued)
10. Certification of Understanding
The County assumes no responsibility for any understanding of the Applicant or
representation made by any of the County's officers, employees or agents during or
prior to the execution of any Contract resulting from this RFP unless:
a. Such understanding or representations are expressly stated in the Contract;
and
b. The contract expressly provides that the County assumes the responsibility.
By signing below, Applicant certifies that such understanding has been considered
in this Proposal.
11. Minimum Qualifications Statement
Applicant hereby certifies that it meets all minimum qualifications and requirements
as set forth in this RFP.
Signature Required
12. Certificate of Insurance
Applicant hereby certifies Applicant's willingness and ability to provide the required
insurance coverage and certificates as set forth in the attached Model Contract, by
signing below.
Signature Required
13. Child Support Enforcement Not Applicable
Applicant hereby certifies Applicant's willingness and ability to provide the
required Orange County Child Support Enforcement as indicated in the RFP.
Signature Required
OC Community Resources Page 11 of45 FY2018-19 HR and PF&IRPPUCATION
RFP Bid # 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
E: SIGNATURES AND ASSURANCES, CERTIFICATIONS and COMPLIANCE
(Continued)
14. Conflict of Interest
Applicant hereby certifies that: (1) Applicant has provided the County with the
disclosures required in (a) and (b) below as part of its Application, or (II) that no
relationships as outlined in (a) and (b) exist.
a. Disclose any financial, business or other relationship with the County, any
other entity that the County Board of Supervisors governs, or any County Board
member, officer or employee, which may have an impact, effect or influence on
the outcome of the services you propose to provide. Provide a list of current
clients, employees, principals or shareholders (including family members) who
may have a financial interest in the outcome of services you propose to provide.
b. Disclose any financial, business or other relationship within the last three (3)
years with any firm or member of any fine who may have a financial interest in
the outcome of the work.
Signature Required
15. Statement of Compliance
Jill R. Ingram
Print Name
A statement of compliance with all parts of this RFP or a listing of exceptions and
suggested changes must be submitted in response to this RFP.
Applicant hereby certifies (Applicant must certify either a or b by signing below):
a. This Applicant is in strict compliance with this RFP including, but not limited to,
the terms and conditions set forth in Section IV — Model Contract and its
Attachments and Exhibits and no exceptions are proposed.
Signature required
OR
b. This Applicant is in strict compliance with this RFP, including the terms and
conditions set forth in Section IV — Model Contract and its Attachments and
Exhibits, except for those exceptions expressly listed as required by this RFP
and attached hereto. Not Applicable
Signature
OC Community Resource Page 11 of45 FY2018-19 NR and PF & I APPLICATION
W ilid #012482310
Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
E: SIGNATURES AND ASSURANCES, CERTIFICATIONS and COMPLIANCE
(Continued)
Parts/Components for each proposed exception to this RFP, including, but not
limited to Section IV — Model Contract, must include:
1. The complete provision Applicant is taking exception to;
2. The RFP page number and section of the provision Applicant is taking
exception to;
3. The suggested rewording by way of track changes (Microsoft Word format);
4. Reason(s) for submitting the proposed exception; and
5. Any impact the proposed exception may have on the services to be provided.
16. Exceptions to the RFP Requirements
Exceptions that the applicant has to any of the RFP requirements must be discussed
under this section. Exceptions will be reviewed by OC Community Resources
(OCCR) staff to evaluate the qualifications of the applicant to meet program and
service requirements. The OCCR reserves the right to reject a proposal that is not
consistent with the requirements of this RFP -
COMMENTS:
OC Community Resources Page 13 o)45 FY2018-19 HR and PF&IAPPIICA77ON
RFP Bid #012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 01 B-19 & FY 2019-20
PART If
PART II: HOUSING REHABILITATIQN(COMPONENT A) -SCORED CRITERIA
A. PRIORITY NEEDS, HUD ELIGIBILITY REQUIREMENTS AND NATIONAL OBJECTIVE
1. Refer to Part It. B: Funding Request and Accomplishment Budget & leveraging, enter
the total dollar amount of Urban County funds that will be used by this project next to
the community development need that best fits your project's scope. Projects may
address more than one community development need; however, in order to be
considered as addressing a "High Priority" community development need, at least 51 %
of the Urban County's funds must be applied towards a high priority need.
Priority Needs
Check
Box
Priority Housing
Rehabilitation Needs
Priority Needs
Level
Urban Coun4
Funds
Leveraged
Funds
X
Owner—Single Family
High
$180,000
$60000
25,050
Owner— Muni Rehab Renter
High
3
28,200
46,950
Renter—Single Family Rehab
High
31,300
52,150
83,450
Renter - Multi Family Rehab
High
56,350
90,150
6
Special Populations
High
96,850
7
• Projects must meal a national objective as identified by HUD Regulations Criteria for
National Objectives (24 CFR 570.208).
• Depending on funding source, the proposed activity must be eligible as defined by HUD
Regulations under Basic Eligible Activities (24 CFR 570.201)
• The population to be served or to benefit from the project must principally be low to
moderate -income as defined by HUD. See HUD Income Limits for Housing Rehabilitation
Projects chart below.
HUD Low -Mod Income Limits Maximum
Levels Median Income $ 88,000
HOUSEHOLD
size
Ext Low
Sox
Vwy Low
sox
Low
80%
1
21,950
36,550
58,450
2
25,050
41,750
66,800
3
28,200
46,950
75,150
4
31,300
52,150
83,450
5
33,650
56,350
90,150
6
36,350
60,500
96,850
7
38,850
64,700
103,500
8
41,350
1 68,850
1 110,200
OCCamnwrttyaes°urces Page 10 of45 %2018-19 NR and PF&IAPPOCA77ON
RFPBrd&012-1&2310 Version. 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years Ot&19 & FY 2019-20
A. PRIORITY NEEDS, HUD ELIGIBILITY REQUIREMENTS AND NATIONAL OBJECTIVE
(Continued)
2. HUD Demographics:
a. Does this project help prevent homelessness? Yes ❑ No
b. Does this project help the homelessness? Yes ❑ No ❑-
c. Does this project help those with HIV or AIDS? Yes ❑ No ❑V
d. Does this project primarily help persons with disabilities? Yes ❑V No E]
3. Answer the following: Responses are attached
a. Summarize the Scope of Services for your project including the minimum number
of units to be assisted by federal funding.
b. Why is the project needed?
c. Describe how the project preserves a low and moderate -income neighborhood, or
provided other community benefits.
4. Answer each question below in approximately one to four paragraphs. Responses are attached
a. Based upon your description of this project in section A: Priority Needs Chart,
state how your organization will address meeting a priority need with your
performance and outcomes. In your description, state how your performance
objectives and performance outcomes apply to the project's beneficiaries and
specifically explain how this project will affect the beneficiaries.
b. Describe what tools your organization will utilize to measure this project's effect
on the intended beneficiaries. In your description include how your organization
will measure its success in meeting the needs of the project's beneficiaries.
c. Describe the speck population that your project will serve (i.e., low to
m oderate-income).
d. Describe the intended benefits to the population being served (i.e., preservation of
a low to moderate -income neighborhood).
e. Describe the ramifications if your project is not recommended for funding in this
fiscal year.
OC Community Resources Page15cf45 FY2018-19 HR and PF&I APPI1GI770N
RFPsidp012-187310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT
BUDGET
FY 2018-19 Complete Project Budget by listing the speck activities that will be paid for by
Urban County funds and your leveraged dollars for each phase of this project (complete this
activity by using the information you provided in the Minimum Funds Request portion of Part
11.13: Funding Request and Accomplishment Budget).
1. Complete table below.
FY 2018-19 FUNDING REQUEST AND ACCOMPLISHMENT BUDGET
Minimum Funds Request
Example
2018-19 Project
A. Minimum Funds Request
$ 75,000
$180,000
B. Leveraging Subrecipient Funds
$ 50,000
(leveraging E provided by City) E0
C. Total Minimum Funds Request (A+B)
$ 125,000
$180,000
D. Goals/Accomplishments
15 Units
65-80 Units
Maximum Funds Request
A. Maximum Funds Request
$ 200,000
$200,000
B. Leveraging Subrecipient Funds
$ 60,000
(leveraging E provided by City) $0
C. Total Maximum Funds Request (A+B)
$ 260,000
$200,000
D. Goals/Accomplishments
30 Units
72-88 Units
2. Provide a detailed description of each project activity listed in table above.
See Attached
For FY 2018-19 if new funding does not increase or decrease the estimated funding amount for
(HR) activities would be $555,225 an increase of 13% due to fewer Housing Rehabilitation
projects funded in FY 2017-18.
OC Community Resources Pa9e16afa5 FY 2018-19 HR and PF&I APPLICATION
BIT Bid #012-182310 Version: 11-21-I1
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT
BUDGET (Continued)
FY 2019-20 Complete Project Budget by listing the spec activities that will be paid for by
Urban County funds and your leveraged dollars for each phase of this project (complete this
activity by using the information you provided in the Minimum Funds Request portion of Part II.B:
Funding Request and Accomplishment Budget).
3. Complete Gable below.
FY 2019.20 FUNDING REQUEST AND ACCOMPLISHMENT BUDGET
' Minimum Funds Request
Example
FY 2019-20 Project
A. Minimum Funds Request
$ 75,000
$180,000
B. Leveraging Subrecipient Funds
$ 50,000
($ =provided by City) $0
C. Total Minimum Funds Request (A+B)
$ 125,000
$180,000
D. Goals/Accomplishments
15 Units
60-85 Units
Maximum Funds Request
A. Maximum Funds Request
$ 200.000
200,000
B. Leveraging Subrecipient funds
$ 60,000
(leveraged It provided by City) $0
C. Total Maximum Funds Request (A+B)
$ 200,000
$200,000
D. Goals/Accomplishments
30 Units
7288 Units
4. Provide a detailed description of each project activity listed in table above.
See Attached.
For FY 2019-20 funding will be estimated as being the same as FY 2018-19, dependent on HUD
allocations.
OC Community Resources Page 17 of45 FY 2018-19 HR and PF&I APPLICATION
RFP Bid M 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B. FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT
BUDGET (Continued)
FY 2018-19 Complete Project Budget chart below, by listing the specific activities that will
be paid for by Urban County funds and your leveraged dollars for each phase of this project
(complete this activity by using the information you provided in the Funds Request portion
of Part II.B: (Project Budget Chart).
1. Complete table below.
FY 2018.19 PROJECT BUDGET CHART
kh:xapie
Project CostsCounty
Resouran eve ces
Total
Project Activity: Design/Project
50,000,30
000
80 000
Project Activity: Construction
$ 25,000
$ 20,000
$ 45,000
Total Project Cost
$ 75,000
$ 50.0001
$ 125,000
Project Costs
Urban County
Funds
Resou Leveraged es
Total
Project Activity: Design/Project
Project Activity: Construction
$180,000
$180,000
Project Activity: Program Admin (City)
$60,000
$60,000
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Pro eet Activit
Project Activit :
Project Activi
Total Project Cost
$240,000
2. Provide a detailed description of each project activity listed in above table.
See Attached
OC Community Resource Page 18 of45 FY 2018-19 NR and PF B 1 APPLICATION
RFP Bid R 012482310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B. FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT
BUDGET (Continued)
FY 2019-20 Complete Project Cost Budget chart below, by listing the specific activities that
will be paid for by Urban County funds and your leveraged dollars for each phase of this
project (complete this activity by using the information you provided in the Funds Request
portion of Part II.B: (Project Budget Chart).
3. Complete table below.
FY 2019.20 PROJECT COST BUDGET CHART
Example
Project Costs
Counn
Resour9ces
Total
Project Aetivi : Desi n/Pro'ect
50,000
130000
80 000
Project Activity:
: Construction
$ 25,000
20,
$ 000
$ 45,000
Total Project Cost
$ 75,000
$ 50,000
$125,000
Project Costs
Urban
County
Funds
ed
Resources
Total
Project Activity: Design/Project
Project Activity Construction
$180,000
$180,000
Project Activity: Program Admin (City)
$80,000
$80,000
Project Activity-,
Project Activity:
Project Activity:
Project Activity,
Pro ect Activ
Pro ect Aetivl
Project Act
Total Project Cost
$240,000
4. Provide a detailed description of each project activity listed in above table.
See Attached
OC Community Resources Page 19 of A9 FY 2018-19 HR no PF & I APPLICATION
RFP Bid # 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
C: PERFORMANCE OBJECTIVES AND OUTCOMES
1. Using the definitions below, complete the Performance Objectives and Outcomes table
below by stating project activity, output, performance objectives and performance
outcomes.
Activity Identify project activities geared towards completing project, set
quantifiable units of accomplishments (e.g., planning, construction,
inspections).
Output Identify project outputs such as proposed units of accomplishments (what do
you hope to achieve from your project, (e.g., complete 1,000 If of sidewalk).
Performance Objectives
a. Suitable Living Environment: In general, this objective relates to activities
that are designed to benefit communities, families, or individuals by
addressing issues in their living environment.
b. Decent Affordable Housing: The activities that typically would be found
under this objective are designed to cover the wide -range of housing
possible under HOME, CDBG, HOPWA, or ESG. This objective focuses on
housing programs where the purpose for the project is to meet the individual
family or community needs and not programs where the housing is an element
of a larger effort.
C. Creating Economic Opportunities: This objective applies to the types of
activities related to economic development, commercial revitalization, orjob
creation.
Performance Outcomes
a. Availability/Accessibility: This outcome category applies to activities that
make services, infrastructure, housing, or shelter available or accessible to
low and moderate -income people, including persons with disabilities. In this
category, accessibility does not refer only to physical barriers, but also to
making the affordable basics of daily living available and accessible to low
and moderate -income people.
b. Affordability: This outcome category applies to activities that provide
affordability in a variety of ways in the lives of low and moderate -income
people. It can include the creation or maintenance of affordable housing,
basic infrastructure hook-ups, or services such as transportation or day
care.
C. Sustainability (Promoting Livable or Viable Communities): This outcome
applies to projects where the activity or activities are aimed at improving
communities or neighborhoods, helping to make them livable or viable by
providing benefit to persons of low and moderate -income or by removing or
eliminating slums or blighted areas, through multiple activities or services that
sustain communities or neighborhoods.
OC Community Resources Page 20 .105 FV 2018-19 H8 and PF&I APPI1rilTION
RFP Bid d 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
C: PERFORMANCE OBJECTIVES AND OUTCOMES (Continued)
1. Complete table below.
PERFORMANCE OBJECTIVE$ AND OUTCOMES Table
Example
Activity
O uts
Pertonnance Objectives
Performance Outcomes
Inspection
15 Units
Suitable Living Environment
Availability/Accessibility
Construction
15 Units
Decent Affordable Housing
Sustainabiky
Activity
Outputs
Performance Objectives
Performance Outcomes
Project to Bid
Contractor starts project
Creating Economic
Opportunities
Availability/Accessibility
Construction
60-85 bathrooms made
accessible
Suitable Living Environment
Availability/Accessibility
Inspection,
Sign Off. &
60-85 bathrooms made
accessible
Suitible Living Environment
Availability/Accessibility
Verified Compl
tion
OC Community Resources Page 11 oj45 FY2018-19 HR and PF&I APPLICATION
W91,0#012-182310 Version: 11-11-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
D: ORGANIZATIONALIPROJECT CAPACITY AND EXPERIENCE
1. Has your organization received funding for this type of activity during
the previous three years? Yes W No ❑
❑ If you answered, "Yes", complete Previous Funding Table below by identifying the
contract number, award amount, program income, if generated; and any unspent
funds.
❑ If you answered "No" above, submit a letter signed by this applicant's authorized
person that identifies one reference from three different funding sources from whom
you have received funding in the past three years. The letter must include contact
information for the three references (funding source), the amount of funding awarded
from each reference, explanation of the use of funds, duration of funding awarded,
and state whether or not contractual performance measures were achieved.
PREVIOUS FUNDING TABLE
Year
Contract
Award
Program Income
Generated
Unspent Funds
from Award
Number
Amount
(If Applicable)
2017-16
16-22-0005
$180,000
N/A
On
tracko
2016-17
16-22-0005
$180,000
N/A
0
2015-16
115-22-00051$180,0001
N/a
0
2. Describe the reason why funds remain unspent in the Previous Funding Table
above. Include an explanation of how the organization intends to complete the project.
Not applicable
3. Describe the role of key administrators, staff members, contractors, and volunteers
within your organization and their role in implementing the proposed project. Include
experience, education, and licensing qualifications in your description.
See Attached
4. Describe the organization's experience administering this type or similar project.
See Attached
5. Please submit a copy of your most recent audit (within the last two years) by an
independent CPA and a description of corrective action taken for any findings
identified by the auditor, both of which will be reviewed by the Housing and
Community Development and Homeless Prevention Accounting Manager or
designated staff. Cities: Submit Financial Audit Report and Financial
Statements/Footnotes (Comprehensive Annual Financial Report (CAFR)).
PDF. If you have questions regarding on how to upload/add an additional
PDF, contact BidSync customer service. See Attached
Non -Profit organizations please see PART l: C., 1: Organizational Background, Item E
OC Community Resources Page 22 of 45 FY 2018-19 HR and PF&I APPUC477ON
RFP Bid R 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 2018-19 & FY 2019-20
E: ORGAN17ATIONAUPROJECT READINESS
Project milestones are an effective method of demonstrating overall project readiness.
Enter the date the milestone action was completed in column 1. If the milestone action
is in progress, enter the start and end dates in columns 2 and 3. If the action is not
applicable to your project, check column 4.
PROJECT/ORGANIZATION READINESS CHART
Action
Complete
Action
In Progress
Start Date
Action
In Progress
End Date
Action
N/A
Milestone Actions
A. Goveming Body approval to apply for funds
01/22/2018
B. Minute Order/Board Resolution
01/22/2018
C. Project found in current annual budget
Staffing/Consultantassigned for design/
Implementation
X
D. Feasibilq Stud
Design
X
Project in concept phase
X
RFP/RFQ process administered
Once approve
Consultant contract with design engineer
Negotiated
X
Final plans and specifications written
X
Finals plans and specifications approved
X
Environmental Approvals (CEQA/NEPA)
X
E. Acquisition/Rehabilitation
X
1. Include in your application documentation regarding all completed milestone actions (i.e.,
Minute Order/Board Resolution, public hearing notice, closed session notice and/or Agenda
and applicable documentation for Milestone Actions, A through E) See Attached
2. Include in your application a written status for all milestone actions marked as "In Progress."
Include supporting documentation to support progress. See Attached
3. Include in your application a brief explanation as to why a given milestone action is not
applicable to the project, if necessary.
See Attached
OC Community Resources Page 23 of45 FY2018-19 NR and Pic & I APPLICATION
RFP Bid a 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F: ENVIRONMENTAL INFORMATION FORM
Housing and Community Development B Homeless Prevention
1300 S. Grand, Building, B, Santa Ana, CA 92705
ENVIRONMENTAL INFORMATION FORM
NEPA (24 CFR Part 58)
PROJECT TITLE: Leisure World Bathroom Accessibility Program
PROGRAM ACTIVITY (IES): Rehabilitation
NAME OF SUBRECIPIENT: City of Seal Beach
FUND TYPE (S): N CDBG ❑ HOME ❑ ESG ❑ NSP ❑ OCHA/OPERATING RESERVES ❑ CoC O General Fund
CONTRACT NUMBER (S): KC14064 180,000
CONTRACT AMOUNT: $
Tract No.
"Suppressed" and provide Census Tract No.)
Leisure World, Seal Beach
Census Tract 995.09 and 995.10
PROJECT ACTIVITY LEVEL DESCRIPTION: (Please provide In tletall the level of services you provide or the scope
of rehabilitation and/or construction your project will Involve. If needed, please use attachments.)
Rehabilitation of approximately 60-85 units of existing senior housing. All work is done within the interior living space
of the existing units.
new construction, rehabilitation or acquisition activities Btu$ complete the
EXISTING ENVIRONMENTAL CONDITIONS: (Please, describe the surrounding environment around your project)
Existing retirement community.
PREVIOUS GOVERNMENTAL ACTIONS/APPROVALS RECEIVED ON YOUR PROJECT: (If applicable, please list
and attach a copy of any discretionary approvals you received on your project from a City or other County Agency.)
No discretionary approvals are required.
DISCRETIONARY APPROVAL (S) NEEDED FROM CITY/COUNTY TO COMPLETE YOUR PROJECT (S):
No discretionary approvals are needed.
I hereby declare that the statements furnished above, Including any exhibits attached hereto represent all information
required for this assessment. Said statements together with any exhibits attached hereto are true and correct.
City Manager
Signature Title Date
OC CO,nmanity Resources Page 24 of45 Fr2018-19 HR and PF&IAPPUC477ON
RFP Bid M 012-182310 Verim: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F. ENVIRONMENTAL INFORMATION (Continued)
Supplemental Site Information
PLEASE PROVIDE ALL KNOWN INFORMATION AS REQUESTED - CHECK ALL BOXES THAT APPLY
(All PF&I, Acquisition, Rehabilitation and/or New Construction Activities must include site photos
and site plan)
Proposed Project Type: ❑ New Constructlon ❑ Acquisition
❑ Acquisition/Rehabilitation N Rehabilitation
Description of the Proposal: Include all contemplated actions, which logically are either geographically, or
functionally a composite part of the project, regardless of the source of funding. [24 CFR 58.32, 40 CFR
1508.25]
Funding will assist between 60-85 seniors within the Leisure World retirement community
the City of Seal Beach Grants will significantly improve bathroom accessibility and
safety by "cutting -down" the tub walls and converting the tub/shower into an accessible
"shower only". In addition, grant funds will provide grab bars and high -boy toilets that
are ADA compliant. The scope of the work for this undertaking is limited to minor interior
rehabilitation. No exterior rehabilitation work will occur.
Proposed Site: Zoning Designation: RHD -PD General Plan Land Use Designation: Residential Medium Density
Is project in a floodplain? No FEMA Map No: 06059C0114J (attach copy)
Existing Use(s): Vacant Residential Commercial Industrial
Other:
(Specify)
Size of Site: 533
Acres
X Sq.
Ft.
Assessor's Parcel No: Book 95; Pages
641-691, 781
Age of Existing Structures:
56
years
Year built: 1962
OC Co.unay Resoumxs Page 25 of45 FY2018-19 NR and PF a I APPLIC477ON
RFP Bid # 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F. ENVIRONMENTAL INFORMATION (Continued)
Prior Use(s)/Development(s): Residential Industrial Commercial
Agriculture Other:
If residential use, number of units: Proposed 60-85 Existing 6,608
Studio # of units 0
1 Bdrrn # of units
2 Bedroom # of units
3 Bedroom # of units 60-85
4+Bedroom
0 units
Total Number of Units: 60-85
Total Number of Buildings:
Existing Conditions and Trends: Describe the existing conditions of the project area and its surroundings.
[24 CFR 58.40(a)]
1�1�117afi1!•17CiEiF.L3YYlY.77�Gra'iSiF.1E11'i1(T,3 •tl�ilyd>;iil• - - .. • .. u . - PL7It➢U
of .•- or older. The community was constructed in the early 1960's.
Is current zoning and use appropriate for the proposed site? If not, present a plan for obtaining any
discretionary approvals.
Prior Analysis:
Have there been any prior Environmental Reviews completed for the proposed site or project within the last
five (5) years. If yes, please attach copies of the Environmental Review. ❑ Yes X No
OC Communiry Resources Page 26 of45 FY 201849 HR and PF&I APPLICATION
RFPBId#012-182310 Version: 11-21-12
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F. ENVIRONMENTAL INFORMATION (Continued)
Has the site been Involved in any other proposals previously submitted to this office) N Yes ❑ No
Title of Prior Proposal: City of Seal Beach, Leisure World Bathroom Accessibility Program
Applicant's Name: City of Seal Beach
Eventual Result: ❑ Project Not Funded
jjl Project Funded $_ 180,000
fLl Project Completed Date Completed
06130117
❑ Project Cancelled Date Cancelled
Describe reasons why project was cancelled:
REMAINDER OF THIS PAGE WAS INTENTIONALLY LEFT BLANK
OCCommunay8esoumes P09e27of45 FY1018-19 HB and PF&I APPLICATION
BFPBid8012-187310 Venian: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
PART III
PART III: PUBLIC FACILITIES & IMPROVEMENTS
(COMPONENT B) — SCORED CRITERIA
A: PRIORITY NEEDS, HUD ELIGIBILITY REQUIREMENTS AND NATIONAL OBJECTIVE
Please explain the beneficiaries and services the project provides.
1. Please provide a comprehensive description of the project's (1) priority, (2) sub -
activity, (3) population(s) to be served, (4) accomplishment level, and (5) services to be
provided and (6) does project meet the HUD Eligibility Requirements and a National
Objective (LMC, LMA or LMH). The applicants must describe why this project is needed,
and cite evidence to substantiate the need. Include in this Part, clear photo/s of the
project arealareas and Include explanation. If this project is located in multiple areas,
only submit up to four (4) photos of different project areas and include explanation.
2. Answer the following:
a. Summarize the Scope of Work for your project including the minimum number of units
to be assisted by federal funding.
b. Why is the project needed?
c. Describe how the project preserves a low and moderate -income neighborhood, or
provided other community benefits.
3. HUD Demographics:
a. Does this project help prevent homelessness? ❑ Yes ❑ No
b. Does this project help the homelessness? ❑ Yes No
c. Does this project help those with HIV or AIDS? ❑ Yes No
d. Does this project primarily help persons with disabilities? ❑ Yes F-1 No
4. Refer to Priorities below: Projects may address more than one community development
need; however, in order to be considered as addressing a "High Priority" community
development need, the application/project must meet the Hiah Priority Needs Level
identified by the Urban County, see High Priority needs below. Projects with a low needs
level may not be considered or funding this fiscal year.
OC Community Resources Page280f45 FY2018-19NRond PFa I APPLICATION
RFPBId8011-182310 Venion;11-11-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
A: PRIORITY NEEDS, HUD ELIGIBILITY REQUIREMENTS AND NATIONAL OBJECTIVE
(Continued)
PRIORITY PREFERENCES
The County has identified the following high priority community development needs for
the use of CDBG funds during Fiscal Years 2015-2019:
a. Senior Centers
b. Homeless Facilities
C. Neighborhood Facilities
d. Water/Sewer Improvements
e. Street Improvements
I. Sidewalk Improvements
Source: FY 2015-19 Consolidated Plan
Low Priority activities may not eligible for funding under this RFP.
5. Answer each question below In approximately one to four paragraphs.
a. Based upon your description of this project in Part ILA: Priority Needs HUD
Eligibility Requirements and National Objective, state how your organization
will address meeting a priority need with your performance and outcomes. In
your description, state how your performance objectives and performance
outcomes apply to the project's beneficiaries and specifically explain how this
project will affect the beneficiaries.
b. Describe what tools your organization will utilize to measure this project's
effect on the intended beneficiaries. In your description include how your
organization will measure its success in meeting the needs of the project's
beneficiaries.
C. Describe the specific population that your project will serve (i.e., low to
m oderate-income).
d. Describe the intended benefits to the population being served (i.e.,
preservation of a low to moderate -income neighborhood).
OC Community Rewur Page 29 of45 FY 2018-19 HB and PF&IAPPl1CATION
RFPBId #012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
A: PRIORITY NEEDS, HUD ELIGIBILITY REQUIREMENTS AND NATIONAL OBJECTIVE
(Continued)
ELIGIBLE BLOCK GROUPS
1. Is the project/activity Limited Clientele (LMC)? Yes F-1 No
If LMC, please include address and or map of improved locations.
2. Is the projectlactivily Low/Mod Housing (LMH)? Yes ❑ No
3. Does the project/activity serve Low/Mod Area (LMA)? Yes ❑ No ❑
If yes, must provide Low/Low-Mod Census information below
a. ELIGIBLE BLOCK GROUP - If your project's national objective is Low
Mod Area (LMA) please complete the table below.
A map identifying the eligible census tract(s) and block group(s) is required in this section if you
are qualifying for a low to moderate -income area. The following is a link to obtain maps from
the U.S. Department of Census Bureau: htto://www2 census coy/aeo/maps/dclOmaottractl or at
hftt):I/www.huduser.om/datasets/qct.htmI
ELIGIBLE BLOCK GROUP TABLE
Eligible
Block
Group
Eligible
Census
Tracks
Number of Low
to Moderate-
Income
Population
Total of
Population
Percentagge of Low
to Moderale-
Income Population
4. If a project's boundaries are not within an Eligible Block Group, please answer the following
questions:
a. Have you submitted a survey to HUD? Date survey submitted to HUD:
Yes El No F
b. Did HUD approve your survey? Please attach a copy of the approval letter from
HUD. Projects cannot be awarded funding without a survey approved by HUD.
c. Please attach clearly-defined map(s). Yes F No El
OC Community Res.Page30of05 FY 2018-19 HR and PF&I APPUCArION
RFP 81d a 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT
BUDGET
FY 2018-19 Funding Request and Accomplishment Budget is a snapshot of your total
project budget. Complete the chart by providing the total requested amount for your
project, the total leveraged amount for your project, and the total accomplishment level
for your project.
Complete table below.
FUNDING REQUEST & ACCOMPLISHMENT BUDGET ACTIVITY
TABLE
Funds Request
Example
I -If Zulu -is
A. Funds Requested
$ 75,000
everaging
$ 50,000
U. Total ro ec un ng +
$ 125,000
D. oa ccomp is men
2 Facilfties
Two Tier Funding:
Maximum funding amount for Public Facilities and Improvements (PF&I) project - $350,000
with 20% leveraged other funds.
Maximum funding amount for Public Facilities and Improvements (PF&I) project funding is
$150,000 without 20% leveraged funding.
FY 2018-19 CDBG funding may increase or decrease based on HUD's final allocation of
CDBG funds to the Urban County/Housing and Community Development and Homeless
Prevention. We estimate a total of $1,191,160 may be available for PF&I projects.
OC Commun/ry Resources Page 31 of45 FY 2018-19 HR and PF a I APPLICATION
RFP Rid N 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT
BUDGET (Continued)
FY 2019-20 Funding Request and Accomplishment Budget is a snapshot of your total
project budget. Complete the chart by providing the total requested amount for your
project, the total leveraged amount for your project, and the total accomplishment level
for your project.
2. Complete table below.
Funds Request
Example
A. Funds Requested
$ 75,000
13. everaging
$ 50,000
C. Total ro ec un ng +
$ 125,000
D. oa ccomp is men
2 Facilities
Two Tier Funding:
Maximum funding amount for Public Facilities and Improvements (PF&I) project - $350,000
with 20% leveraged other funds.
Maximum funding amount for Public Facilities and Improvements (PF&I) project funding is
$150,000 without 20% leveraged funding.
For FY 2019-20 funding will be estimated as being the same as FY 2018-19, dependent on
HUD allocations.
OC Communhy Reswmes Pape 32 o)45 FY 2018-19 HR and PF&I APPUCATION
RFPBid#012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT BUDGET
(Continued)
FY 2018-19 Resource Value (Leveraging)
Resources such as professional services should be valued at a fair -market rate.
Buildings and equipment should also be valued at the fair -market rental value.
Volunteer time should be valued at $10.00 per hour.
1. Complete Leveraging Table
a. Type of resource to complete a speck project activity.
b. Project activity necessary to complete the project.
C. Source of Leverage, what is the source of the leverage.
d. Leverage value, earmarked for FY 2018-19.
e. Attach leveraging letters
LEVERAGING TABLE
FY 2018.19
Exa Me
1. Type of Resource
2. Pro'ect Activity
3. Source of Leveragel Leverage
4. Leverage Value
Staffing
Project Management
Gas Tax
$20,000
Engineer
Project
Design/Engineering
City General Fund
$50,000
Total Laveraoina
S70,000
1. Type of
Resource
2. Project Activity
3. Source of
Leverage
4. Leverage Value
Total Leveraging
*Maximum number of points awarded to projects demonstrating dollar amount of leveraged
resources.
LEVERAGING CERTIFICATION
I certify on behalf of (Agency 1W1119) and attest that all leveraged
resources contained in B, have not been previously used for other project(s) and that all information
contained in B is true and accurate to the best of my knowledge.
Authorized Signature
OC Commun8y Resourc s Pu#e 33 of45
RFP Bid # 012-182310
Dale
FY2018-19 N8 and PF & I APPLICATION
Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT BUDGET
(Continued)
FY 2019-20 Resource value (Leveraging)
Resources such as professional services should be valued at a fair -market rate.
Buildings and equipment should also be valued at the fair -market rental value.
Volunteer time should be valued at $10.00 per hour.
2. Complete Leveraging Table
a. Type of resource to complete a specific project activity.
b. Project activity necessary to complete the project.
C. Source of Leverage, what is the source of the leverage.
d. Leverage value, earmarked for FY 201320.
e. Attach leveraging letters
LEVERAGING TABLE
FY 2019-20
Example
1. Type of Resource
1 2. Pro6ect Activity
3. Source of Leveragel Leverage
4. Leverage Value
Staffing
Project Management
Gas Tax
$20,000
Engineer
Project
Design/Engineering
City General Fund
$50,000
Total Laveraoina
$70,000
1. Type of
Resource
2. Project Activity
3. Source of
Leverage
4. Leverage Value
Total Leveraging
`Maximum number of points awarded to projects demonstrating dollar amount of leveraged
resources.
LEVERAGING CERTIFICATION
I certify on behalf of lAgency Name) and attest that all leveraged
resources contained in B, have not been previously used for other project(s) and that all information
contained in B is true and accurate to the best of my knowledge.
Authorized Signature Date
OO[ommunity Resource Page 30 of15 FY 2018-19 HR and PF&I APPLICATION
RFP Bid N 012-182310 Verson: 11-11-12
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT BUDGET
(Continued)
PROJECT BUDGET
FY 2018-19 Complete Project Budget table below by listing the specific activities that will
be paid for by Urban County funds and your leveraged dollars for each phase of this project
(complete this activity by using the information you provided in the Funds Request portion of
Section B: (Funding Request and Accomplishment Budget, Leveraging Activity Table).
• Maximum funding amount for Public Facilities and Improvements (PF&I) project -
$350,000 with 20% leveraged other funds.
• Maximum funding amount for Public Facilities and Improvements (PF&I) project
funding is $150,000 without 20% leveraged funding.
Complete Project Budget Table
PROJECT BUDGET TABLE — FY 2018-19
Example
Project Costaan
County
Funds
Leveraged
Resources
Total
Project Activity: Desi n/Proect
50 000
30 000
80 000
Project Activity. Acquisition
$ 25,000
$ 20,000
$ 45,000
Total Project Cost
$ 75,000
I It 50,000
$ 125,000
Project Costs
j
Urban oun
Funds
everage
Resources
Total
Project Activity: Design/Project
Development
Project Activity: Acquisition
Project Activity: Construction
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Total Project Cost
2. Provide a detailed description of each project activity listed in above Table.
OC Community Resources Page 35 of45 FY 2018-19 HR and PF&I APPUG477ON
RFP Bid# 012-182310 Venlon: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 019-19 & FY 2019-20
B: FUNDING REQUEST, ACCOMPLISHMENT BUDGET, LEVERAGING AND PROJECT BUDGET
(Continued)
PROJECT BUDGET
FY 2019-20 Complete Project Budget chart below, by listing the specific activities that will
be paid for by Urban County funds and your leveraged dollars for each phase of this project
(complete this activity by using the information you provided in the Funds Request portion of
Section B: (Funding Request and Accomplishment Budget, Leveraging Activity Table).
• Maximum funding amount for Public Facilities and Improvements (PF&I) project -
$350,000 with 20% leveraged other funds.
• Maximum funding amount for Public Facilities and Improvements (PF&I) project
funding is $150,000 without 20% leveraged funding.
3. Complete Project Budget Table
PROJECT COST
BUDGET TABLE — FY 2019-20
ampie
Protect CostsCount
Resources
Total
Project Activi . Design/Project
50,000$
000
00 000
Project Activity: Acquisition
$ 25,000
$ 20,000
$ 45,000
Total Project Cost
$ 75,000
$ 50,000
$ 125,000
Project Costs
1
Urban out
Funds
LeveragedTotal
Resources
Project Activity: Design/Project
Development
Project Activity: Acquisition
Project Activity: Construction
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Project Activity:
Total Project Cost
4. Provide a detailed description of each project activity listed in above Table.
OC 00..ity Resources Page 36 of45 FY 2018-19 Ne and PF a I APPLICATION
RFP eId # 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
C: PERFORMANCE OBJECTIVES, OUTCOMES AND BENEFITS
1. Using the definitions below, complete the Performance Objectives and Outcomes table
by stating project activity, output, performance objectives and performance outcomes.
Activity Identify project activities geared towards completing project, set
quantifiable units of accomplishments (e.g., planning, construction,
inspections).
Output Identify project outputs such as proposed units of accomplishments (what do
you hope to achieve from your project, (e.g., complete 1,000 If of sidewalk).
Performance Objectives
a. Suitable Living Environment: In general, this objective relates to activities that
are designed to benefit communities, families, or individuals by addressing
issues in their living environment.
b. Decent Affordable Housing: The activities that typically would be found under
this objective are designed to cover the wide range of housing possible
under CDBG. This objective focuses on housing programs where the
purpose for the project is to meet the individual family or community needs and
not programs where the housing is an element of a larger effort.
C. Creating Economic Opportunities: This objective applies to the types of
activities related to economic development, commercial revitalization, or job
creation.
Performance Outcomes
a. Availability/Accessibility: This outcome category applies to activities that make
services, infrastructure, housing, or shelter available or accessible to low and
moderate -income people, including persons with disabilities. In this category,
accessibility does not refer only to physical barriers, but also to making the
affordable basics of daily living available and accessible to low and moderate -
income people.
b. Affordability: This outcome category applies to activities that provide
affordability in a variety of ways in the lives of low and moderate -income people.
It can include the creation or maintenance of affordable housing, basic
infrastructure hook-ups, or services such as transportation or day care.
C. Sustainability (Promoting Livable or Viable Communities): This outcome applies
to projects where the activity or activities are aimed at improving communities or
neighborhoods, helping to make them livable or viable by providing benefit to
persons of low and moderate -income or by removing or eliminating slums or
blighted areas through multiple activities or services that sustain communities or
neighborhoods.
OC Community Resources Poge37of45 FY 2018-19 HR and PF & I APPUCATION
RFPeid#012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
C: PERFORMANCE OBJECTIVES, OUTCOMES AND BENEFITS (Continued)
E OBJECTIVES AND OUTCOME&T-ABLX
Example
Activity
Outputs
performance Objectives
Performance Outcomes
Inspection
1000 Lf. of Sidewalk
Suitable Living Environment
Availability/Accessibility
Construction
Activity
300 Sq. Ft. of Lumber
Outputs
Decent Affordable Housing
rt"
Performance Objectives
Affordability
Performance Outcomes
2. Priority Categories:
Complete the following category, if applicable.
You may only select one category:
a. Projects with a "Regional Benefit: Please describe how your project will benefit
populations in one or more of the 'North", "West -Central" or 'South" County areas.
OR
b. Projects that serve the homeless: Please describe how your project serves the
homeless population and how your project is consistent with the County's Ten Year
Plan to end Homelessness.
c. Projects that fulfill federal Regulations or assist in achieving compliance with
Federal law (e.g. Non Compliance with ADA): Please describe how your project is
consistent with federal Regulations or how it will achieve compliance with federal
Regulations.
d. Please site specific law or federal regulation to support your category above.
OC Community Resources Page 38 oJ45 FY2018-19 HR and PF&I APPLICATION
RFP Bid 011-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
C: PERFORMANCE OBJECTIVES, OUTCOMES AND BENEFITS (Continued)
1. ELIGIBLE BLOCK GROUPS
a. Is the project/activity Limited Clientele (LMC)? ❑ Yes ❑ No
b. Is the project/activity Low/Mod Housing (LMH)? ❑ Yes ❑ No
C. Does the project/activity serve Low/Mod Area (LMA)? ❑ Yes ❑ No
ELIGIBLE BLOCK GROUP — If your project's national objective is Low Mod Area
(LMA) please complete the chart below.
A map identifying the eligible census tract(s) and block group(s) is required in this section if you
are qualifying for a low to moderate -income area. The following is a link to obtain maps from
the U.S. Department of Census Bureau: htto://www2.census.gov/geo/mal)s/dclOmap/tract/
or at htto://www.huduser.org/datasets/act.htmi
Eligible Block Groups Table
ELIGIBLE BLOCK GROUP TABLE
Eligible
9
Block
Groups
Eli
Eligible
9
Census
Tracks
Number of
Low to
Moderate-
Income
Population
Total of
Population
P
Percentage o
Low to
Moderate -
Income
Population
2. If a project's boundaries are not within an Eligible Block Group, please answer the
following questions:
a. Have you submitted a survey to HUD? Date survey submitted to HUD:
❑ Yes ❑ No
b. Did HUD approve your survey? Please attach a copy of the approval letter from
HUD. Projects cannot be awarded funding without a survey approved by HUD.
❑ Yes ❑ No
C. Please attach clearly-defined map(s).
OC Community Resources Page 39 of45 FY 2018-19 NR and PF&I APPLICATION
RFP Did #012-1&2310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 01&19 & FY 2019-20
D: ORGANIZATIONAL/PROJECT CAPACITY AND EXPERIENCE
1. Has your organization received funding for this type of activity during the
previous three years? Yes ❑ No ❑
-1 If you answered, "Yes", complete Previous Funding Table below by identifying the
contract number, award amount, program income, if generated; and any unspent funds.
❑ If you answered "No" above, submit a letter signed by this application's authorized
person that identifies one reference from three different funding sources from whom you
have received funding in the past three years. The letter must include contact information
for the three references (funding source), the amount of funding awarded from each
reference, explanation of the use of funds, duration of funding awarded, and state whether
or not contractual performance measures were achieved.
PREVIOUS FUNDING TABLE
Year
Contract
Award
Program Income
Unspent
Funds
Number
Amount
Generated
(If Applicable)
from
Award
2017-16
2016-17
2015-16
2. Describe the role of key administrators, staff members, contractors, and volunteers
within your organization and their role in implementing the proposed project. Include
experience, education, and licensing qualifications in your description.
3. Describe the organization's experience administering this type or similar project.
4. Describe the reason whyfunds remain unspent in the Previous Funding Chart 1 above.
Include an explanation of how the organization intends to complete the project.
5. Please submit a copy of your most recent audit (within the last two years) by an
independent CPA and a description of corrective action taken for any findings identified
by the auditor, both of which will be reviewed by the Housing and Community
Development and Homeless Prevention Accounting Manager or designated staff.
Cities: Submit Financial Audit Report and Financial Statements/Footnotes
(Comprehensive Annual Financial Report (CAFR)). NOTE: YOUR AUDIT MAY
BE UPLOADED INTO BIDSYNC AS A SEPARATE PDF. If you have questions
regarding on how to upload/add an additional PDF, contact BldSync
customer service.
Non -Profit organizations please see Part 1. C: Organizational Background, Item E
OC Community Resources Page40o/05 Fr2018-19 HR and PF&IAPPUC477ON
RFP Bid#012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
E: ORGANIZATIONAUPROJECT READINESS
Project milestones are an effective method of demonstrating overall project readiness.
Enter the date the milestone action was completed in column 1.
If the milestone action is in progress, enter the start and end dates in columns 2 and 3.
If the action is not applicable to your project, check column 4.
ORGANIZATIONAUPROJECT READINESS CHART
Action
Complete
Action
In Progress
Start
Date
Action
In Progress
End Date
Action
N/A
Milestone Actions
A. Governing Body approval to apply for funds
B. Minute Order/Board Resolution
C. Project found in current annual budget
Staffing/Consultant assigned for design/
implementation
D. Feasibility Study
Design
Project in concept phase
RFP/RFQ process administered
Consultant contract with design engineer
negotiated
Final plans and specifications written
Finals plans and specifications approved
Environmental Approvals (CEQA/NEPA)
E. Acquisition/Rehabilitation
1. Include in your application documentation regarding all completed milestone actions (i.e.,
Minute Order/Board Resolution, public hearing notice, closed session notice and/or Agenda
and applicable documentation for Milestone Actions, A through E).
2. Include in your application a written status for all milestone actions marked as "In Progress."
Include supporting documentation to support progress.
3. Include in your application a brief explanation as to why a given milestone action is not
applicable to the project, if necessary.
OC Community Resources Page 01 of45 FY2018-19 HR and PF & IMPLICATION
RFP aid # 012-192310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F: ENVIRONMENTAL INFORMATION
1300 S. Grand, Building, B, Santa Ana, CA 92705
ENVIRONMENTAL INFORMATION FORM
NEPA (24 CFR Part 58)
PROJECT TITLE:
PROGRAM ACTIVITY (IES):
NAME OF SUBRECIPIENT:
FUND TYPE (S): 0 CDBG 0 HOME 0 ESG 7 NSP 0 OCHA/OPERATING RESERVES 0 CoC 0 General Fund
CONTRACT NUMBER (S):
CONTRACTAMOUNT: S
Census Tract
"Suppressed' and provide Census Tract No.)
icvc,,. ucoa n it uvn: triease provide in deran me leve or services you provide or me scope
of rehabilitation and/or construction your project will Involve. If needed, please use attachments.)
(Projects Involving new construction, rehabilitation or acquisition activities ni= complete the
Crmm WWWWTer e1To TucnoueTfnu... .....4 Kb/ .%
EIOSTING ENVIRONMENTAL CONDITIONS: (Please, describe the surrounding environment around your project)
PREVIOUS GOVERNMENTAL ACTIONS/APPROVALS RECEIVED ON YOUR PROJECT: (If applicable, please list
and attach a copy of any discretionary approvals you received on your project from a City or other County Agency.)
DISCRETIONARY APPROVAL (S) NEEDED FROM CITY/COUNTY TO COMPLETE YOUR PROJECT (S):
I hereby declare that the statements furnished above, including any exhibits attached hereto represent all Information
required for this assessment. Said statements together with any exhibits attached hereto are true and correct.
Signature Title Date
OCCommunay8esaurcrs Page 01 q`45 FY 1018-19 N8 and PF&I APPUCATION
RFPBidp012-181310 Version: 11-11-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F. ENVIRONMENTAL INFORMATION (con't)
Supplemental Site Information
PLEASE PROVIDE ALL KNOWN INFORMATION AS REQUESTED - CHECK ALL BOXES THAT APPLY
(All PF&I, Acquisition, Rehabilitation and/or New construction Activities must include site abates
and site pian)
Proposed Project Type: ❑ New Construction u Acquisition
n Acquisition/Rehabilitation o Rehabilitation
Description of the Proposal: Include all contemplated actions, which logically are either geographically, or
functionally a composite part of the project, regardless of the source of funding. [24 CFR 58.32, 40 CFR
1508.25)
Proposed Site: Zoning Designation: General Plan Land Use Designation:
Is project in a floodplain? FEMA Map No: (attach copy)
Existing Use(s): Vacant Residential Commercial Industrial
Other:
(specify)
Size of Site: Acres Sq. Ft. Assessor's Parcel No:
Age of Existing Structures: years Year built:
OCCommunhy Resources Page 03 of45 FY 2018-19 NR and PF&IAPPIICATION
RFP80#012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F. ENVIRONMENTAL INFORMATION (con't)
Prior Use(s)/Development(s): Residential Industrial Commercial
Agriculture Other:
If residential use, number of units: Proposed
Existing
Studio # of units 1 Bdrm # of units
2 Bedroom # of units 3 Bedroom * of units 4+Bedroom units
Total Number of Units: Total Number of Buildings:
Existing Conditions and Trends: Describe the existing conditions of the project area and Its surroundings.
[24 CFR 58.40(a)]
Is current zoning and use appropriate for the proposed site? If not, present a plan for obtaining any
discretionary approvals.
Prior Analysis:
Have there been any prior Environmental Reviews completed for the proposed site or project within the last
Ove (5) years. If yes, please attach copies of the Environmental Review. ❑ Yes ❑ No
OC Community Resounr Page 44 of45 FY2018-19 NR and PF&1 APPLICATION
RFP Bid # 012-182310 Version: 11-21-17
Housing Rehabilitation and Public Facilities & Improvements
Application
Fiscal Years 018-19 & FY 2019-20
F. ENVIRONMENTAL INFORMATION (con't)
Has the site been Involved In any other proposals previously submitted to this office? ❑ Yes o No
Title of Prior Proposal:
Applicant's Name:
Eventual Result:
D Project Not Funded
D Project Funded
Project Completed Date Completed
Project Cancelled Date Cancelled
Describe reasons why project was cancelled:
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OC Community Resources Page 45 of45 FY 2018-19 N8 and PF&I APPLICATION
RFP Bid M 012-182310 Verson: 11-21-17