Created and retained 28 jobs, provided assistance to 22 businesses, and assisted 258 families access childcare through the Boost Program;
Created 14 jobs and assisted 7 businesses through the Jobs 1st Program; Completed the Stuart Drive Permanent Support Housing development that supports 8 households who are chronically homeless with supportive rental housing; Provided rental assistance and wrap around supportive services to 33 homeless or at-risk of becoming homeless households through the Homeless Emergency Assistance and Rental Transition Program;
Provided homeless services to 214 individuals;
Assisted 4,265 low-income resident through infrastructure development; Assisted 21 low-income residents with home improvement grants; Assisted 6,314 low-income resident with various public and community services; and Provided community outreach and education to 6,555 individuals.
The City was awarded Coronavirus Aid, Relief, and Economic Security (CARES) Act funding in April 2020 and HOME American Rescue Plan (HOME -ARP) funding in September 2021 by HUD. The CARES Act and HOME-ARP funding expenditures are shown in the FY 2023-24 CAPER.
In total, the City expended an additional $264,137 in CARES Act and HOME -ARP funding in FY 2023-24 to develop and expand programs in response to the Coronavirus. Please see below for the City’s CARES Act accomplishments for FY 2023-24:
ESG-CV Accomplishments
Provided 329 homeless individuals with street outreach, homeless prevention, rapid rehousing and emergency shelter services.
Per the HUD approved Citizen Participation Plan, the City is required to make the CAPER available to the public for review and comment for a m inimum of 30 days. A public notice was published in English, Spanish and Vietnamese newspapers announcing the public comment period, which began on August 23, 2024 and will conclude at the end of City Council’s September 24, 2024 meeting. All public comments received are included in the final submission of the CAPER to HUD.
FINANCIAL IMPACT
There is no financial impact to conduct a public hearing regarding the City’s 2023-24 Consolidated Annual Performance and Evaluation Report (CAPER ) and recommend its transmittal to the U.S. Department of Housing and Urban Development (HUD) . The City receives approximately $3 million annually in CDBG, HOME, and ESG funds from HUD. The CAPER process allows the City to report out on expenditures and accomplishments achieved during the prior fiscal year, as well as to ensure future funding of programs and services for our low/moderate-income residents.
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Item 338/2024
RECOMMENDATION
It is recommended that the City Council:
Conduct a Public Hearing for the FY 2023-24 CAPER; and
Accept the report and direct its transmission to HUD.
By: Timothy Throne, Sr. Program Specialist
ATTACHMENT
1. Fiscal Year 2023-24 CAPER
199
CONSOLIDATED ANNUAL
PERFORMANCE & EVALUATION REPORT
PERFORMANCE PERIOD: JULY 1, 2023 - JUNE 30, 2024
CITY OF
GARDEN GROVE
FY 2023 - 2024
200
2023-24 Consolidated Annual Performance Evaluation Report (CAPER) 2023 Project Expenditures
During FY 2023-24, the City of Garden Grove utilized a total of $3,049,088 in HUD grant funds to benefit low/moderate
income residents through a variety of programs and services. $2,178,788 in CDBG funding was used to benefit low-income residents through housing rehabilitation, senior services, fair housing activities, and infrastructure improvements.
$463,725 in HOME funding was used to develop affordable housing and provide rental assistance to low-income households. $142,438 in ESG funding was used to provide homeless services through street outreach, emergency shelter, and rental assistance. $83,332 in CDBG CARES Act funding was used to provide
administration and supportive services to those affected by COVID-19.
$145,018 ESG CARES Act funding was used to provide housing and supportive services to homeless individuals and families affected by COVID-19.
$35,787 HOME-ARP funding was used to provide housing,
services, and shelter to individuals experiencing homelessness.
CITY OF GARDEN GROVE
Contact Timothy Throne, Sr. Program Specialist, for more information. (714) 741-5144 [email protected]
Business
Assistance
$535,332
Business
Assistance
$535,332
PUBLIC
IMPROVEMENTS
$941,706
PUBLIC
IMPROVEMENTS
$941,706
Affordable
Housing
$527,357
Affordable
Housing
$527,357
HomelesS
Services
$274,723
HomelesS
Services
$274,723
PUBLIC
sERVICES
$307,603
PUBLIC
sERVICES
$307,603
Administration
$462,367
Administration
$462,367
Persons Served
18,068 Individuals
Affordable Housing
62 Units
Public Improvements
4,265 Individuals
Homeless Assistance
543 Individuals
Meals Provided
55,802 Meals
Public Services
6,314 Individuals
Business Assistance
29 businesses
42 Jobs Created/
Retained
Community Outreach
& Education
6,555 Individuals
Performance Period: July 1, 2023 – June 30, 2024
View the full CAPER at ggcity.org/neighborhood-improvement/reports 201 CAPER 2
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TABLE OF CONTENTS
CR-05 Goals & Outcomes ............................................................................................................................. 3 CR-10 Racial & Ethnic Composition ............................................................................................................. 9 CR-15 Resources & Investments ................................................................................................................10 CR-20 Affordable Housing ..........................................................................................................................16 CR-25 Homeless and Other Special Needs.................................................................................................18 CR-30 Public Housing .................................................................................................................................21 CR-35 Other Actions ..................................................................................................................................22 CR-40 Monitoring ......................................................................................................................................27 CR-45 CDBG … ............................................................................................................................................29 CR-50 HOME ……………………………………………………………………………………………………………………………………….30 CR-58 Section 3 …………………………………………………………………………………………………………………………………...32 CR-60 ESG …… ............................................................................................................................................34 CR-65 Persons Assisted ..............................................................................................................................37 CR-70 ESG Assistance Provided and Outcomes .........................................................................................38 CR-75 Expenditures ……………………………………………………………………………………………………………………………. 39 Attachments
Attachment 1: FY 2023-24 CAPER Public Participation
Attachment 2: FY 2023-24 Project Locations Map
Attachment 3: PR - 26 CDBG Financial Report Summary
Attachment 4: HOME Monitoring Protocols
Attachment 5: FY 2023-24 ESG SAGE Report
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CR-05 - Goals and Outcomes
Progress the jurisdiction has made in carrying out its strategic plan and its action plan. 91.520(a) This could be an overview that includes major initiatives and highlights that were proposed and executed throughout the program year.
The Fiscal Year (FY) 2023 -24 Consolidated Annual Performance Evaluation Report (CAPER) captures the expenditures, accomplishments, and progress made on the strategies and goals outlined in the approved 2020-2025 Consolidated Plan for HUD Programs (Con Plan).
The FY 2019-20 Annual Action Plan (AAP) was amended to include Coronavirus Aid, Relief, and Economic Security (CARES) Act funding that the City of Garden Grove was awarded in April 2020. The CARES Act funding and expenditures are shown in the FYs 2019-20, 2020-21, 2021-22, 2022- 23 and 2023-24 CAPERs. Accomplishments for the CARES Act funding will not be reported until the expenditure deadline is reached and/or the activities have been closed out in IDIS. During FY 202 3-24, the City closed out the following CARES Act projects: ESG-CV and CV2 projects.
Accomplishments for the closed FY 2023-24 CARES Act projects will be outlined below in the narrative portion of CR-05.
The FY 2021-22 AAP was amended to include HOME American Rescue Plan (HOME-ARP) funding that the City of Garden Grove was awarded in September 2021. The HOME-ARP funding and expenditures are shown in the FY 2023-24 CAPER. Accomplishments for the HOME-ARP funding will not be reported until the expenditure deadline is reached and/or the activities have been closed out in IDIS.
The CAPER outlines achievements in affordable housing, homeless services, and community development programs. The City of Garden Grove's HUD Programs include:
Community Development Block Grant (CDBG)
HOME Investment Partnership (HOME)
Emergency Solutions Grants (ESG)
The FY 2023-24 CAPER covers the time period from July 1, 2023, to June 30, 2024 , and is the fourth annual report of the Con Plan period. It also includes activities funded in previous fiscal years with accomplishments reported during FY 2023-24.
The Con Plan includes the following high priority Goals that are the basis for the activities previously approved in the FY 2023-2024 AAP:
1. Provide decent and affordable housing;
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2. Address the needs of homeless individuals;
3. Provide community and supportive services;
4. Address public facilities and infrastructure needs;
5. Promote economic development and employment; and
6. Provide for planning and administration activities.
Comparison of the proposed versus actual outcomes for each outcome measure submitted with the consolidated plan and explain, if applicable, why progress was not made toward meeting goals and objectives. 91.520(g) Categories, priority levels, funding sources and amounts, outcomes/objectives, goal outcome indicators, units of measure, tar gets, actual outcomes/outputs, and percentage completed for each of the grantee’s program year goals.
Goal Category Source /
Amount
Indicator Unit of
Measure
Expected
–
Strategic
Plan
Actual –
Strategic
Plan
Percent
Complete
Expected
–
Program
Year
Actual –
Program
Year
Percent
Complete
Address Public
Facilities and
Infrastructure
Needs
Non-Homeless
Special Needs
Non-Housing
Community
Development
CDBG:
$800,000
Public Facility or
Infrastructure
Activities other than
Low/Moderate
Income Housing
Benefit
(Josephine/Acacia
Street Rehab and
Marchand Ave. Street
Rehab projects
completed)
Persons
Assisted 35,000 26,325 75.21% 1,215 4,265 351.00%
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Address the
Needs of
Homeless
Individuals
Homeless
ESG:
$31,089
Tenant-based rental
assistance / Rapid
Rehousing
(Illumination)
Households
Assisted 15 22 146.66% 6 3 50.00%
Address the
Needs of
Homeless
Individuals
Homeless
ESG:
$51,870
Homeless Person
Overnight Shelter
(Interval House and IF)
Persons
Assisted 435 368 84.60% 45 97 215.55%
Address the
Needs of
Homeless
Individuals
Homeless
ESG:
$20,000
Homelessness
Prevention
(Mercy House)
Persons
Assisted 130 51 39.23% 15 12 80.00%
Address the
Needs of
Homeless
Individuals
Homeless
ESG:
$50,000
Other
(MFPI)
Other 1,000 315 31.5% 75 93 124.00%
Promote
Economic
Development
and
Employment
Non-Housing
Community
Development
CDBG:
$318,679
Jobs created/retained
(Jobs 1st)
Jobs 20 91 455.00% 15 14 93.33%
Promote
Economic
Development
and
Employment
Non-Housing
Community
Development
CDBG:
$420,679
Businesses assisted
(Boost and Jobs 1st
Programs)
Businesses
Assisted 0 74 0 17 29
170.60%
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Provide
Community and
Supportive
Services
Homeless
Non-Homeless
Special Needs
Non-Housing
Community
Development
CDBG:
$277,603
Public service
activities other than
Low/Moderate
Income Housing
Benefit
(Special Resource
Team, Senior Center,
and Meals on Wheels)
Persons
Assisted 3,500 8,044 229.83% 655 1,969 300.61%
Provide Decent
and Affordable
Housing
Affordable
Housing
Homeless
Non-Homeless
Special Needs
HOME:
$206,765
Rental units
constructed
N/A
Household
Housing
Unit
5 0
0.00%
Provide Decent
and Affordable
Housing
Affordable
Housing
Homeless
Non-Homeless
Special Needs
HOME:
$206,764
Rental units
rehabilitated
(Stuart Drive – FY 2021-
22 Project Completed)
Household
Housing
Unit
10 8
80.00% 0 8 0.00%
Provide Decent
and Affordable
Housing
Affordable
Housing
Homeless
Non-Homeless
Special Needs
CDBG:
$135,000
Homeowner Housing
Rehabilitated
(Home Repair Program)
Household
Housing
Unit
200 73 36.50% 20 21 105.00%
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Provide Decent
and Affordable
Housing
Affordable
Housing
Homeless
Non-Homeless
Special Needs
HOME:
$250,000
Tenant-based rental
assistance / Rapid
Rehousing
(Homeless Emergency
Assistance and Rental
Transition Program)
Households
Assisted 134 180 134.33% 15 33 220.00%
Table 1 - Accomplishments – Program Year & Strategic Plan to Date
Assess how the jurisdiction’s use of funds, particularly CDBG, addresses the priorities and specific objectives identified in the plan, giving special attention to the highest priority activities identified.
During FY 2023-24, the City expended CDBG funds to meet the priority needs identified in the Con Plan through the following actions:
1. Address Public Facilities/Infrastructure Needs
The Josephine/Acacia Street Rehabilitation (Phase 2) Proj ect was completed in FY 2023 -24 and assisted approximately 3,050 individuals.
The Marchand Avenue Street Rehabilitation Project was completed in FY 2023-24 and assisted approximately 1,215 individuals.
2. Address the Needs of Homeless Individuals
The City was able to assist approximately 214 individuals (127 households) through our homeless non-profit service providers. The City also expanded our homeless services being funded through our ESG-CV and ESG-CV2 CARES Act allocations and assisted another 329 homeless individuals through street outreach, homeless prevention, emergency shelter, and rapid rehousing activities.
3. Promote Economic Development and Employment
Through the Jobs 1st and Boost Programs, the City was able to create and retain a total of 14 low-income employees, and assisted 29 businesses.
4. Provide Community and Supportive Services
The Garden Grove Police Department's Special Resource Team directly assisted 1,025 individuals by providing street outreach and 207
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essential services.
The H. Louis Lake Senior Center enrolled 721 new seniors into their programs. Meals on Wheels of Orange County provided home-delivered and congregate meals to 223 new seniors.
5. Provide Decent and Affordable Housing
The City completed the first permanent supportive housing development on Stuart Drive in Garden Grove, which provided 8 homeless households with permanent rental housing with wrap around supportive services. The Home Repair Program assisted 21 low-income Garden Grove residents with rehabilitation services for their homes. The City assisted 33 homless and at-risk households through the HEART Program.
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CR-10 - Racial and Ethnic composition of families assisted Describe the families assisted (including the racial and ethnic status of families assisted).
91.520(a)
CDBG HOME
White 531 31
Black or African American 13 2
Asian 381 38
American Indian or American Native 5 0
Native Hawaiian or Other Pacific Islander 15 0
Total 945 71
Hispanic 188 28
Not Hispanic 757 43
Describe the clients assisted (including the racial and/or ethnicity of clients assisted with ESG) HESG
American Indian, Alaska Native, or Indigenous 0
Asian or Asian American 22
Black, African American, or African 17
Hispanic/Latina/e/o 48
Middle Eastern or North African 1
Native Hawaiian or Pacific Islander 0
White 53
Multiracial 73
Client doesn't know 0
Client prefers not to answer 0
Data not collected 0
Total 214
Table 2 – Table of assistance to racial and ethnic populations by source of funds
Narrative
The City of Garden Grove identifies priority needs and offers services and programs to eligible households regardless of race or ethnicity. This table is generated by the HUD CAPER template, and the information reported reflects demographic information provided by participants in the HUD reporting system.
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CR-15 - Resources and Investments 91.520(a)
Identify the resources made available
Source of Funds Source Resources Made
Available
Amount Expended
During Program Year
CDBG public - federal $3,071,369 $2,178,788
HOME public - federal $737,254 $463,725
ESG public - federal $169,786 $142,438
Table 3 - Resources Made Available
Narrative
The CDBG, HOME, and ESG res ources made available in FY 2023 -24 included carryover funds from prior years.
During FY 2023 -2024, the City expended a total of $3,049,088.98 in HUD grant funds on activities previously approved in prior year AAPs.
$2,178,788.06 in CDBG funds on administration, public services, capital projects, and homeowner rehabilitation.
$463,725.40 in HOME funds on administration, affordable housing, and tenant based rental assistance.
$142,438.12 in ESG funds on administration and homeless service activities. $228,350.20 in CARES Act funding (CDBG-CV, ESG-CV, ESG-CV2 and CDBG-CV3) on administration and services for individuals affected by the Coronavirus (COVID-19). $35,787.20 in HOME-ARP funding on administration and planning.
ESG-CV grant funds were awarded to the City of Garden Grove in April 2020 and ha d an expenditure deadline of September 30, 2023. The ex penditures for the CARES Act funding will be inc luded in the FYs 2019-20, 2020-21, 2021-22, 2022-23 and 2023-24 CAPERs. The City will utilize the Sage reporting tool to submit the required ESG-CV reports that are due to HUD on a quarterly basis. The City closed out the ESG- CV and CV2 projects in FY 2023-24.
HOME-ARP funds were awarded to the City of Garden Grove in September 2021. The HOME-ARP funding and expenditures are shown in the FY 2023 -24 CAPER. Accomplishments for the HOME-ARP funding will not be reported until the expenditure deadline is reached and/or the activities have been closed out in IDIS.
HUD entitlement grant f unds not expended during FY 2023 -24 will be carried over and programmed in future AAPs.
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Identify the geographic distribution and location of investments Target Area Planned Percentage of
Allocation
Actual Percentage of
Allocation
Narrative Description
Citywide 35% 30% Citywide
Table 4 – Identify the geographic distribution and location of investments
Narrative
Consistent with HUD goals for the CDBG, HOME, and ESG programs, the City utilized these funds for the benefit of low and moderate-income residents and neighborhoods.
The attached FY 2023 -24 AAP Project Locations Map (Attachment 2) shows the location of completed projects with specific addresses.
As identified on the Project Locations Map, several programs were made available to individuals from low or moderate-income households throughout the community, regardless of their place of residence, such as meal delivery to homebound seniors, services to the homeless, and housing rehabilitation grants. 211
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Leveraging
Explain how federal funds leveraged additional resources (private, state and local fun ds), including a description of how matching requirements were satisfied, as well as how any publicly owned land or property located within the jurisdiction that were used to address the needs identified in the plan.
The City implemented activities and utilized CDBG funds consistent with the FY 2023-24 AAP. The City secured and utilized HUD funds and leveraged funding consistent with the resource allocation plan. Throughout FY 2023 -24, the City did not take any actions that hindered the implementation of the Con Plan or AAP.
Subrecipients for FY 2023 CDBG funds were required to detail all secured and unsecured funding sources in their proposals. Each agency was asked to identify all project funding sources at the time of contract execution and again at pr oject closeout. The ESG program requires all sub - recipients to provide a 100% match on grant funds.
The HOME program requires a 25% match for each HOME dollar invested, and excess match may be credited for use in future years. The total match credit arisin g from affordable housing bond proceeds may not constitute more than 25% of a Participating Jurisdiction's (PJ) total annual contribution toward its match obligation. Match credits in excess of 25% of a PJ's total annual match obligation may be carried ove r to subsequent fiscal years and be applied to future year’s obligations.
The City did not utilize publicly owned land or property to address the needs identified in the Con Plan and AAPs. In March 1996, the City completed the Bayfort Apartments, which is a HOME- eligible affordable housing project that was bond -financed and that exceeded the annual total match obligation of 25% (See Table 5, below).
Fiscal Year Summary – HOME Match
1. Excess match from prior Federal fiscal year $2,218,032
2. Match contributed during current Federal fiscal year 0
3. Total match available for current Federal fiscal year (Line 1 plus Line 2) $2,218,032
4. Match liability for current Federal fiscal year $55,591.57
5. Excess match carried over to next Federal fiscal year (Line 3 minus Line 4) $2,162,440.43 Table 5 – Fiscal Year Summary - HOME Match Report
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Match Contribution for the Federal Fiscal Year
Project No. or
Other ID
Date of
Contribution
Cash
(non-Federal
sources)
Foregone
Taxes, Fees,
Charges
Appraised
Land/Real
Property
Required
Infrastructure
Site
Preparation,
Construction
Materials,
Donated labor
Bond
Financing
Total Match
16/01/NON 03/02/1996 0 0 0 0 0 0 0
Table 6 – Match Contribution for the Federal Fiscal Year
HOME MBE/WBE report
Program Income – Enter the program amounts for the reporting period Balance on hand at
begin-ning of reporting
period
$
Amount received during
reporting period
$
Total amount expended
during reporting period
$
Amount expended for
TBRA
$
Balance on hand at end
of reporting period
$
0 $167,991 $167,991 $167,991 0
Table 7 – Program Income
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Minority Business Enterprises and Women Business Enterprises – Indicate the number and dollar value of contracts for HOME projects completed during the reporting period Total Minority Business Enterprises White Non-
Hispanic Alaskan
Native or
American
Indian
Asian or
Pacific
Islander
Black Non-
Hispanic
Hispanic
Contracts
Dollar
Amount $250,000 0 0 0 0 $250,000
Number 1 0 0 0 0 1
Sub-Contracts
Number 0 0 0 0 0 0
Dollar
Amount 0 0 0 0 0 0
Total Women
Business
Enterprises
Male
Contracts
Dollar
Amount $250,000 $250,000 0
Number 1 1 0
Sub-Contracts
Number 0 0 0
Dollar
Amount 0 0 0
Table 8 - Minority Business and Women Business Enterprises
Minority Owners of Rental Property – Indicate the number of HOME assisted rental property owners and the total amount of HOME funds in these rental properties assisted Total Minority Property Owners White Non-
Hispanic Alaskan
Native or
American
Indian
Asian or
Pacific
Islander
Black Non-
Hispanic
Hispanic
Number 5 0 1 0 0 4
Dollar
Amount $9,419,259 0 $172,500 0 0 $9,246,759
Table 9 – Minority Owners of Rental Property
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Relocation and Real Property Acquisition – Indicate the number of persons displaced, the cost of relocation payments, the number of parcels acquired, and the cost of acquisition Parcels Acquired 0 0
Businesses Displaced 0 0
Nonprofit Organizations
Displaced 0 0
Households Temporarily
Relocated, not Displaced 0 0
Households
Displaced
Total Minority Property Enterprises White Non-
Hispanic Alaskan
Native or
American
Indian
Asian or
Pacific
Islander
Black Non-
Hispanic
Hispanic
Number 0 0 0 0 0 0
Cost 0 0 0 0 0 0
Table 10 – Relocation and Real Property Acquisition
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CR-20 - Affordable Housing 91.520(b)
Evaluation of the jurisdiction's progress in providing affordable housing, including the number and types of families served, the number of extremely low -income, low-income, moderate- income, and middle-income persons served.
One-Year Goal Actual
Number of Homeless households to be
provided affordable housing units 15 41
Number of Non-Homeless households to be
provided affordable housing units 20 21
Number of Special-Needs households to be
provided affordable housing units 0 0
Total 35 62
Table 11 – Number of Households
One-Year Goal Actual
Number of households supported through
Rental Assistance 15 33
Number of households supported through
The Production of New Units 0 0
Number of households supported through
Rehab of Existing Units 20 29
Number of households supported through
Acquisition of Existing Units 0 0
Total 35 62
Table 12 – Number of Households Supported
Discuss the difference between goals and outcomes and problems encountered in meeting these goals.
The rehabilitation of existing units is accomplished through the administration of the Home Repair Program and the completion of the Stuart Drive permanent supportive housing development. Due to the nature of the Home Repair Program, it is common for a number of the grants to be delayed and carry over into the following FY. Home Repair Program projects th at were not completed in FY 2023 -24 (7 total projects) will have their accomplishments recorded in the FY 2024-25 CAPER.
The acquisition/rehabilitation of existing units was also accomplished utilizing HOME funds in FY 2023-24.
The City completed the first permanent supportive housing development on Stuart Drive in Garden Grove, which provided 8 homeless households with permanent rental housing with wrap around supportive 216
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services.
Discuss how these outcomes will impact future annual action plans.
The City of Garden Grove is committed to providing high-quality, affordable housing for its residents. The City is in constant contact with developers to produce affordable housing projects and, as funds become available, these projects will be included in future AAPs.
Include the number of extremely low -income, low -income, and moderate -income persons served by each activity where information on income by family size is required to determine the eligibility of the activity.
Number of Households Served CDBG Actual HOME Actual
Extremely Low-income 0 39
Low-income 21 2
Moderate-income 0 0
Total 21 41
Table 13 – Number of Households Served
Narrative Information
Using CDBG and HOME funds, the City was able to assist a total of forty-nine (62) low-income households with housing-related services.
The Home Repair Program is designed to assist Garden Grove residents who qualify at or below the "low-income" limit, which is 80% of the Orange County area median income. Through this program, the City assisted twenty-one (21) low-income residents with funds to rehabilitate their homes.
HOME funding for the HEART Program allowed the City to serve a total of thirty-three (33) homeless households with rental assistance and supportive services. HOME funding for the Stuart Drive permanent supportive housing development allowed the City to serve a total of eight (8) extremely low -income households with rental assistance and supportive services.
Additionally, the City expended a total of $124,611.12 in ESG funds to assist homeless individuals with housing solutions.
$20,000 in ESG funds was used to keep 6 households (12 individuals) from losing their primary residence via homeless prevention services.
$2,741.12 in ESG funds was used to locate and secure permanent housing for 3 homeless households via rapid rehousing services.
$101,870 in ESG funds was used to provide 118 individuals with street outreach and emergency shelter services.
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CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) Evaluate the jurisdiction’s progress in meeting its specific objectives for reducing and ending homelessness through:
Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs
During FY 2023-24, the City of Garden Grove was awarded $169,786 in ESG funds to address homelessness issues throughout the City. The funds were made available to various service providers offering different types of eligible homeless programs. The services included emergency shelters, essential services, homeless prevention, and homeless outreach.
The City of Garden Grove provided $50,000 to Moving Forward Psychological Institute to support a Street Outreach Program. The services provided through the Street Outreach Program were directed towards deploying basic needs support to unsheltered individuals in Garden Grove. This activity created opportunities for sub-recipients to informally engage and assess unsheltered individuals within their peer and community setting. Moving Forward Psychological Institute was able to p rovide essential outreach services to 93 homeless residents in FY 2023-24.
City staff focused the majority of resources on helping service providers maintain emergency shelter operations for homeless individuals and families, provide essential services such as case management and career counseling, and support homeless prevention programs through rapid rehousing and transitional housing. The City provided $51,870 in ESG funding to Interval House and Illumination Foundation for emergency shelter and essential services, which included community outreach and education programs to individuals at risk of domestic violence. With the Garden Grove ESG funding for emergency shelter, Interval House and Illumination Foundation were able to free up their nonfederal res ources to provide homeless outreach services, homeless prevention education, and domestic violence safety outreach to the population at risk of homelessness, which included 97 individuals in Garden Grove.
The City of Garden Grove Police Department’s Speci al Resource Team (SRT), funded through the City’s general fund, also implemented street outreach programs for the homeless. The SRT focused on providing resources to help reduce the number of homeless individuals as well as reducing the police responses involving the homeless and mentally ill. The Police Department also partnered up with Orange County Mental Health agencies to provide resources and assistance to homeless individuals that the SRT encounters.
Addressing the emergency shelter and transitional housing needs of homeless persons Of the $169,786 of ESG funds, the City allocated $51,870 for emergency shelter and $30,089 for rapid rehousing programs. These funds provided different levels of homeless/client programs, including chronically homeless services, domestic violence, winter armory, child care, and rental assistance. 218
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ESG funds also supported Interval House in maintaining its Domestic Violence Shelter Program. Over 97 individuals from Garden Grove were given emergency shelter and were provided support services which included a safe living environment. Case management was provided to ensure that the clients were rapidly rehoused in decent and affordable permanent housing. Over FY 2023 -24, Illumination Foundation provided rapid rehousing services to 3 households.
Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: likely to become homeless after being discharged from publicly funded institutions and systems of care (such as health care facilities, mental health facilities, foster care and other youth facilities, and corrections programs and institutions); and, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs The City of Garden Grove committed $20,000 in ESG funds to Mercy House for homeless prevention services. Mercy House assisted 6 families (12 individuals) through their Homeless Prevention Program, providing rental assistance and case management services to keep Garden Grove families from becoming homeless. Other ESG sub-recipient organizations, such as Interval House, have made great efforts to assist victims from becoming homeless after the completion of temporar y housing programs. Staff at Interval House conduct follow -up case management for their domestic violence victims and make referrals to Garden Grove Housing Authority for Section 8 vouchers for permanent housing.
In FY 2023 -24, the Garden Grove Housing Aut hority worked with Thomas House, Mercy House, and Interval House in providing Section 8 vouchers to qualified residents coming from the shelter programs. Under the voucher program, individuals or families with a voucher are able to find and lease a unit and only have to pay a portion of the rent. The program further assists low -income individuals and families to avoid becoming homeless.
Every jurisdiction receiving McKinney-Vento Homeless Assistance Act funds must develop and implement a Discharge Coordinat ion Policy. The County of Orange assists people discharged from publicly funded institutions or systems of care (such as health care facilities, foster care or other youth facilities, or correction programs and institutions). This assistance prevents homel essness resulting from discharge.
The City will refer people discharged from public institutions to the County of Orange for additional resources.
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OMB Control No: 2506-0117 (exp. 09/30/2021)
Helping homeless persons (especially chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) make the transition to permanent housing and independent living, including shortening the period of time that individuals and families experience homelessness, facilitating access for homeless indivi duals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again
In FY 2023 -24, the City allocated $30,089 for the Rapid Rehousing Program, which was administered through Illumi nation Foundation. The program also provided security deposits and rental assistance payments directly to landlords on behalf of participants, housing stability case management, legal services for housing needs, and credit repair assistance. The services are designed to seamlessly transition clients into suitable and stable permanent housing. The funds used for the rapid rehousing program in FY 2023- 24 provided personal and financial assistance to 3 Garden Grove households.
As part of the efforts to provide housing for the homeless and those at risk of homelessness, the City of Garden Grove awarded HOME funds to service providers who provide rental assistance through the Homeless Emergency Assistance and Rental Transition (HEART) Program. Interval House administered the program during FY 2023-2024 and assisted 33 households over a 12-month period by providing a portion of a household’s rent (including security and utility deposits) while offering services to achieve self - sufficiency.
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CAPER 21
OMB Control No: 2506-0117 (exp. 09/30/2021)
CR-30 - Public Housing 91.220(h); 91.320(j)
Actions taken to address the needs of public housing
The City of Garden Grove does not have any units of Public Housing.
Actions taken to encourage public housing residents to become more involved in management and participate in homeownership
The City of Garden Grove does not have any units of Public Housing.
Actions taken to provide assistance to troubled PHAs
The City of Garden Grove does not have any units of Public Housing. 221
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OMB Control No: 2506-0117 (exp. 09/30/2021)
CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j)
Actions taken to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policie s affecting the return on residential investment. 91.220 (j); 91.320 (i) Market and governmental factors pose barriers to the provision of adequate and affordable housing.
These factors tend to disproportionately impact lower - and moderate-income households due to their limited resources for absorbing the costs. Garden Grove works to remove barriers to affordable housing by implementing a Housing Element that is consistent with California law and taking actions to reduce costs or provide off-setting financial incentives to assist in the production of safe, high-quality, affordable housing. The City is committed to removing governmental constraints that hinder the production of housing and offers a “one -stop” streamlined permitting process to facilitate effic ient entitlement and building permit processing.
The City of Garden Grove has instituted additional actions aimed at reducing the impact of the public sector’s role in housing costs. City efforts to remove barriers to affordable housing include:
Conduct periodical analysis and revision of the zoning code aimed at developing flexible zoning provisions in support of providing an adequate supply of desirable housing, such as mixed -use zoning standards and updates to the Housing Element.
Add provision of affordable housing projects through acquisition and rehabilitation activities and new construction of affordable housing units.
Establishment of a streamlined service counter to reduce process time. Incentivize density bonuses for affordable projects.
Continued assessment of existing policies, procedures, and fees to minimize unnecessary delays and expenses to housing projects.
Streamline construction and/or conversion of Accessory Dwelling Units (ADU's).
In addition, the City updated its Analysis of Impediments to Fair Housing Choice (AI) Report in March 2020 in coordination with other local jurisdictions. This report identifies any potential impediments to fair housing and establishes a Fair Housing Action Plan to outline steps to overcome any identified impediments.
Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j) The major obstacle to meeting under -served needs is the lack of adequate funding, especially for affordable housing activities. With the dissolution of redevelopment in California and reduced State and Federal funding levels, the City's ability to address the extensive needs in the community is seriously compromised. The City will strive to leverage available funds, to the greatest extent possible, to overcome obstacles in meeting under -served needs. The City has adopted its 2021 -2028 Housing Element, which 222
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includes a commitment to annually pursue State, Federal, and other funding opportunities to increase the supply of safe, decent, affordable housing in Garden Gro ve for lower -income households (including extremely low -income households), such as seniors, disabled, the homeless, and those at risk of homelessness.
Actions taken to reduce lead-based paint hazards. 91.220(k); 91.320(j) The City has an aggressive policy to identify and address lead -based paint hazards in all HUD -funded housing rehabilitation projects. The City considers all housing rehabilitation an opportunity to address potential lead hazards. We, therefore, require lead paint testing for 100% of the C ity’s HUD -funded residential rehabilitation programs where paint will be disturbed in properties built before 1978.
Loan/grant recipients are required to obtain a lead -based paint inspection prior to commencement of work as well as a post-rehabilitation clearance test if the work disturbed areas where lead contamination had been found. Because the additional costs of lead hazard testing and remediation can be prohibitively expensive for low -income homeowners, the City uses CDBG funds to cover the costs of t he lead paint inspection and, if necessary, any lead paint interim controls and lead clearance testing in conjunction with any CDBG-funded housing rehabilitation grants or loans. During FY 2023-24, the City funded twenty (20) lead-based paint initial inspe ctions and three (3) clearance inspections in administration of the Home Repair Program.
Actions taken to reduce the number of poverty-level families. 91.220(k); 91.320(j) Garden Grove continues to look for ways to expand economic activities to include all people and provide programs to those people who are less fortunate. In the past, the City has focused on the creation of jobs for low- and moderate-income persons through economic development in the Harbor Boulevard area.
Through the Con Plan and associat ed AAP, the City seeks to create and retain permanent jobs that are available to and/or filled by low - and moderate-income people. In addition, other essential elements of the City’s anti-poverty strategy include:
Section 8 Housing Choice Voucher Program;
Housing Choice Voucher Family Self Sufficiency Program; Economic development programs;
Anti-crime programs;
Housing rehabilitation programs;
Creation of affordable housing;
Job training and employment development; and
Transitional housing and homeless service programs.
Through these programs, the City is working to reduce the number of families living below the poverty line. The goals and strategies contained in the Con Plan for funding housing, community development, and community services activities o ften directly address poverty issues through provision of funding or services, or indirectly through the creation of jobs as several of the CDBG, HOME, and ESG funded service 223
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OMB Control No: 2506-0117 (exp. 09/30/2021)
providers offer job training as a component of their programs.
In addition, the City will annually allocate up to 15% of its CDBG funds to public service agencies that offer supportive services in an effort to reduce poverty.
Actions taken to develop institutional structure. 91.220(k); 91.320(j) Successful program implementation requires coordination, both internally and with outside agencies. The City makes changes, as needed, to its staff assignments to address the administrative, planning, and reporting needs of CDBG, HOME, and ESG funds. Project management improvements have included strengthened project eligibility review and staff training of regulatory compliance and procedures. The City of Garden Grove Neighborhood Improvement Division of the Economic Development and Housing Department serves as the lead agency in administration a nd compliance of CDBG, HOME, and ESG Programs and grant management. The Neighborhood Improvement Division coordinates activities related to CDBG, HOME, and ESG funds, including coordination of internal departments, outside agencies, and grant recipients.
The City's ongoing efforts in its institutional structure include strengthening project designs through negotiating stronger and more specific performance goals for project contracts. This includes ongoing education and technical assistance for program stak eholders, including fellow City Departments implementing HUD -funded programs, outside contractors, the Neighborhood Improvement and Conservation Commission, the City Council, and the public in general regarding the overall objectives and eligible and ineligible uses of each of our HUD funds.
The City also amended the Citizen Participation Plan to make it more readable and to officially designate the City Council as the public hearing body and worked closely with the Neighborhood Improvement and Conservation Commission to deepen their understanding of the CDBG, HOME, and ESG Programs.
Capacity-building is another component in development of the City's institutional structure. In addition to in-house training and development of improved management systems, the City will continue to participate in all HUD training offered locally. To gather more information, build staff knowledge, and seek regional solutions to regional problems, the City participates in regional efforts such as the Orange County Continuum of Care for the Homeless.
Actions taken to enhance coordination between public and private housing and social service agencies. 91.220(k); 91.320(j)
Housing, supportive services, and community development activities were delivered by a number of public agencies, non-profit entities, and private organizations. The City of Garden Grove continued to function in a coordinating role between local non -profit service providers and other County, State, and Federal organizations, as well as regional agencies and plans su ch as the Orange County Continuum of Care (CoC).
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To enhance coordination, the City participated in regional planning groups and forums to foster collaboration with other agencies and organizations. Through collaboration, the City identified common goals an d strategies to avoid overlaps in services and programs and identify potential for leveraging resources. The City also continued to work with a wide range of public and community social service agencies to meet and address the various needs of the communit y. The City utilized the services of 211 Orange County, whose mission is to help people in the community find the help they need by eliminating the barriers to finding and accessing social services.
Identify actions taken to overcome the effects of any imp ediments identified in the jurisdictions analysis of impediments to fair housing choice. 91.520(a) The City of Garden Grove is required to undertake an analysis of impediments to fair housing that may be prevalent in the community and to develop an action plan to address impediments. The City, in collaboration with other Orange County communities, participated in producing a five -year analysis of impediments to fair housing. The final product was the 2020 -2024 Orange County Regional Analysis of Impediments to Fair Housing Choice (Regional AI). The following are the private sectors impediments:
Housing Discrimination
Discriminatory Advertising
Denial of Reasonable Accommodation
Hate Crimes
Unfair Lending
During FY 2023 -2024, the City of Garden Grove undertoo k several programs/actions (on its own or in cooperation with a fair housing provider) to overcome the impediments to fair housing choices identified in the Regional AI. Garden Grove contracted with Fair Housing Foundation (FHF) to provide comprehensive ed ucational and enforcement programs for City residents. The FHF understands the private sector and is well equipped to analyze impediments, describe appropriate actions, and to follow- through on those actions.
During FY 2023-24, the FHF assisted a total of 6,555 individuals with the following services:
1. Fair Housing Outreach and Education
Planned Agency Meetings at various locations throughout the City; Organized booths at various events throughout the City; Distributed literature at various locations throughout the City (including flyers and press releases); Facilitated management trainings at City Hall;
Presented programs at various locations throughout the City; and Coordinated landlord/tenant workshops at City Hall.
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2. General Housing Counseling & Resolution
Responded to inquiries regarding general housing issues. In addition, FHF screens, inputs data, counsels, pursues habitability cases, provides unlawful detainer assistance, conducts mediations, and provides appropriate referrals.
3. Discrimination Services
Responded to inquiries regarding discrimination, complaints, screening, and counseling services.
4. Landlord/Tenant Services
Responded to and assisted in the mediation of disputes between landlords and tenants. 226
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CR-40 - Monitoring 91.220 and 91.230
Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long -term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements Although the City’s HUD -funded activities and strategies have been very successful, we strive for continuous improvements in our housing, homeless prevention, neighborhood improvement, and public service priority needs, as well as our grant administration, compliance , and monitoring. During FY 2023 - 2024, the City continued to improve its project, fiscal, and other administrative management systems to ensure compliance with CDBG, HOME, and ESG program and comprehensive planning requirements through the following measures and accomplishments:
The City’s Economic Development and Housing and Finance Departments worked together over the last six m onths to pr epare for the FY 2023 -24 CAPER and the FY 2 024-2025 AAP. Through several brainstorming meetings with managers and staff from both teams, the City has achieved comprehensive training for key staff in both departments on HUD program financial administration and using IDIS.
Economic Development and Housing staff have been working with Finance staff to educate them on HUD requirements. This cooperation will improve the timeliness of HUD fund drawdowns, establish better procedures and schedules for aligning the City’s general budget planning and the HUD AAP process, the City’s general ledger and IDIS records, and for handling remaining funds at the end of the program year.
City Staff annually monitors all HOME funded projects in accordance with the City's Monitor ing Plan for HOME Rental Projects and the HOME Final Rule. See Attachment 4 for the City's HOME Monitoring Policy.
In an effort to ensure up-to-date knowledge of HUD programs and policies, staff members invested over 50 hours in training, workshops, webinars, or technical assistance sessions sponsored by HUD or by outside agencies, but with direct relevance to the HUD program implementation. Topics of the trainings included Coronavirus Aid, Relief, and Economic Security (CARES) Act funding, HOME Ameri can Rescue Plan, Financial Management, Analysis of Impediments, HMIS, HOME activities, IDIS, sub -recipient management, CDBG and Environmental Training.
The City will monitor CARES ACT CDBG-CV and ESG-CV projects in accordance with HUD regulations on a quarterly basis through expenditure reports. The City will utilize the Sage Report tool to submit the required CARES ACT ESG-CV reports that are due to HUD on a quarterly basis.
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Citizen Participation Plan 91.105(d); 91.115(d)
Describe the efforts to provide citizens with reasonable notice and an opportunity to comment on performance reports.
The City’s effort to provide citizens with reasonable notice and an opportunity to comment on performance reported in the Draft FY 2023 -24 CAPER follows the proce ss outlined in the Citizen Participation Plan.
The Draft CAPER was made available for public review online at https://ggcity.org/neighborhood - improvement, and all public comments were directed to staff via email. The 30-day public review an d comment period for the FY 2023 -24 CAPER was from August 23, 2024, through September 24, 2024 .
Notices for the public hearing were published in local English, Spanish and Vi etnamese newspapers on August 23, 2024 . The City held public hearings to receive publi c comments regarding the FY 2023 -24 CAPER at the September 9, 2024 Neighborhood Improvement and Conservation Commission meeting, and at the September 24, 2024 , Garden Grove City Council meeting. The public notices that were published are included in Attachment 1.
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CR-45 - CDBG 91.520(c)
Specify the nature of, and reasons for, any changes in the jurisdiction’s program objectives and indications of how the jurisdiction would change its programs as a result of its experiences.
The City of Garden Grove CDBG program did not have any significant changes to the Consolidated Plan goals.
Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI) grants?
No
[BEDI grantees] Describe accomplishments and program outcomes during the last year.
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CR-50 - HOME 24 CFR 91.520(d)
Include the results of on -site inspections of affordable rental housing assisted under the program to determine compliance with housing codes and other applicable regulations Please list those projects that should have been inspected on-site this program year based upon the schedule in 24 CFR §92.504(d). Indicate which of these were inspected and a summary of issues that were detected during the inspection. For those that were not inspected, please indicate the reason and how you will remedy the situation.
The Garden Grove Housing Authority (GGHA) conducts Housing Quality Standard (HQS) inspections of Tenant Based Rental Assistance units, HOME restricted units, Density Bonus units, and Housing Successor units to determine compliance with Federal, State, and local housing standards.
Provide an assessment of the jurisdiction's affirmative marketing actions for HOME units. 24 CFR 91.520(e) and 24 CFR 92.351(a)
All HOME funded affordable housing projects must adopt affirmative marketing procedures and submit the affirmative marketing plan to the City. During annual monitoring, overall performance related to fair housing and non-discrimination is monitored to ensure fair housing compliance.
Refer to IDIS reports to describe the amount and use of program income for projects, including the number of projects and owner and tenant characteristics During FY 2023-24, the City expended $167,991 in Program Income on the HEART Program. The HEART Program provides rental assistance and supportive services for literally homeless individuals and individuals at-risk of homelessness.
Describe other actions taken to foster and maintain affordable housing . 24 CFR 91.220(k) (STATES ONLY: Including the coordination of LIHTC with the development of affordable housing). 24 CFR 91.320(j)
Section 8 funds: The Garden Grove Housing Authority administers the Section 8 Program for the City, and provides rent subsidies to 2,337 Garden Grove households.
Density Bonus: The City of Garden Grove works with housing developers to assist in the development of affordable housing projects through the execution of Density Bonus Affordable Housing Agreements. The City currently monitors three (3) density bonus affordable housing projects totaling 15 affordable units.
Redevelopment Agency: The City of Garden Grove currently monitors 11 affordable housing projects, totaling 640 affordable units previously assisted with former Low and Moderate Housing funds. 230
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HOME-American Rescue Plan Funding: The City received a HOME-ARP allocation from HUD on September 20, 2021 in the amount of $3,037,211. The City dedicated approximately $1.3 Million towards the development of permanent supportive housing and another $1.3 Million to tenant based rental assistance (TBRA) activites through the approved HOME -ARP Allocation Plan . On November 16, 2023, the City released an RFP to select the operator for the TBRA program , and the contract was awarded t o Illumination Foundation who will be starting operations of the program in FY 2024 -25. On December 1, 2023, the City release d an RFP for affordable and permanent supportive housing developments and is currently negotiating with several developers on potential projects. 231
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CR-58 – Section 3
Identify the number of individuals assisted and the types of assistance provided Total Labor Hours CDBG HOME ESG HOPWA HTF
Total Number of Activities 2 1 0 0 0
Total Labor Hours 17,461 2,506
Total Section 3 Worker Hours 6,022 1,136
Total Targeted Section 3 Worker Hours 796 0
Table 14 – Total Labor Hours
Qualitative Efforts - Number of Activities by Program CDBG HOME ESG HOPWA HTF Outreach efforts to generate job applicants who are Public Housing Targeted Workers 1
Outreach efforts to generate job applicants who are Other Funding Targeted Workers. 1
Direct, on-the job training (including apprenticeships). 1 1 Indirect training such as arranging for, contracting for, or paying tuition for, off-site training.
Technical assistance to help Section 3 workers compete for jobs (e.g., resume assistance, coaching).
Outreach efforts to identify and secure bids from Section 3 business concerns.
Technical assistance to help Section 3 business concerns understand and bid on contracts.
Division of contracts into smaller jobs to facilitate participation by Section 3 business concerns.
Provided or connected residents with assistance in seeking employment including: drafting resumes,preparing for interviews, finding job opportunities, connecting residents to job placement services.
Held one or more job fairs.
Provided or connected residents with supportive services that can provide direct services or referrals.
Provided or connected residents with supportive services that provide one or more of the following: work readiness health screenings, interview clothing, uniforms, test fees, transportation.
Assisted residents with finding child care.
Assisted residents to apply for, or attend community college or a four year educational institution.
Assisted residents to apply for, or attend vocational/technical training.
Assisted residents to obtain financial literacy training and/or coaching.
Bonding assistance, guaranties, or other efforts to support viable bids from Section 3 business concerns.
Provided or connected residents with training on computer use or online technologies.
Promoting the use of a business registry designed to create opportunities for disadvantaged and small businesses.
Outreach, engagement, or referrals with the state one-stop system, as designed in Section 121(e)(2) of the Workforce Innovation and Opportunity Act.
Other.
Table 15 – Qualitative Efforts - Number of Activities by Program 232
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Narrative
The prime contractor and subcontractors for the Josephine/Acacia Street Rehabilitation Project met the requirements for the number of Section 3 Workers ( 39.65%) and Targeted Section 3 Workers ( 5.24%) working on the project.
The prime contractor and subcontractors for the Marchand Avenue Street Rehablitation Project did not meet the requirements for the number of Section 3 Workers and Targeted Section 3 Workers working on the project. Staff received confirmation that the contractor has an active apprenticeship programs that provides on the job training.
The prime contractor for the Stuart Drive Development met the requirements for the number of Section 3 Workers ( 45.33%), but did not meet the Targeted Section 3 Workers threshold on the project. Staff received confirmation that the contractor has an active apprenticeship programs that provides on the job training. Additionally, Staff received confirmation that outreach was conducted in an attempt to receive workers in public housing or other HUD funded programs.
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CR-60 - ESG 91.520(g) (ESG Recipients only)
ESG Supplement to the CAPER in e-snaps
For Paperwork Reduction Act
1. Recipient Information—All Recipients Complete
Basic Grant Information
Recipient Name GARDEN GROVE
Organizational DUNS Number 009596495
UEI
EIN/TIN Number 956005848
Indentify the Field Office LOS ANGELES
Identify CoC(s) in which the recipient or
subrecipient(s) will provide ESG
assistance
Santa Ana/Anaheim/Orange County CoC
ESG Contact Name
Prefix Mr.
First Name Tim
Middle Name
Last Name Throne
Suffix
Title Sr. Program Specialist
ESG Contact Address
Street Address 1 11222 Acacia Parkway
Street Address 2
City Garden Grove
State CA
ZIP Code 92840-
Phone Number 7147415144
Extension
Fax Number
Email Address [email protected]
ESG Secondary Contact
Prefix Ms.
First Name Monica
Last Name Covarrubias
Suffix
Title Sr. Project Manager
Phone Number 7147415788
Extension
Email Address [email protected]
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2. Reporting Period—All Recipients Complete
Program Year Start Date 07/01/2023
Program Year End Date 06/30/2024
3a. Subrecipient Form – Complete one form for each subrecipient Subrecipient or Contractor Name: INTERVAL HOUSE
City: Long Beach
State: CA
Zip Code: 90803, 4221
DUNS Number: 113510176
UEI:
Is subrecipient a victim services provider: Y
Subrecipient Organization Type: Other Non-Profit Organization ESG Subgrant or Contract Award Amount: 30000
Subrecipient or Contractor Name: MERCY HOUSE TRANSITIONAL LIVING CENTERS City: Santa Ana
State: CA
Zip Code: 92702, 1905
DUNS Number: 879797165
UEI:
Is subrecipient a victim services provider: N
Subrecipient Organization Type: Other Non-Profit Organization ESG Subgrant or Contract Award Amount: 20000
Subrecipient or Contractor Name: Illumination Foundation City: Orange
State: CA
Zip Code: 92867, 5548
DUNS Number: 829919047
UEI:
Is subrecipient a victim services provider: N
Subrecipient Organization Type: Other Non-Profit Organization ESG Subgrant or Contract Award Amount: 51959
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Subrecipient or Contractor Name: 211 Orange County
City: Santa Ana
State: CA
Zip Code: 92705, 8520
DUNS Number: 884339003
UEI:
Is subrecipient a victim services provider: N
Subrecipient Organization Type: Other Non-Profit Organization ESG Subgrant or Contract Award Amount: 5094
Subrecipient or Contractor Name: Moving Forward Psychological Institute, INC.
City: Fountain Valley
State: CA
Zip Code: 92708, 4250
DUNS Number: 128013707
UEI:
Is subrecipient a victim services provider: N
Subrecipient Organization Type: Other Non-Profit Organization ESG Subgrant or Contract Award Amount: 50000
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CR-65 - Persons Assisted
CR-65 is replaced by the FY 2023-24 ESG Sage Report, which is located in Attachment #5.
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CR-70 – ESG 91.520(g) - Assistance Provided and Outcomes
10. Shelter Utilization
Number of New Units - Rehabbed 0
Number of New Units - Conversion 0
Total Number of bed-nights available 29,200
Total Number of bed-nights provided 26,399
Capacity Utilization 90.4%
Table 24 – Shelter Capacity
11. Project Outcomes Data measured under the performance standards developed in consultation with the CoC(s)
All sub-recipients of ESG funds were required to use homeless/client certification forms during the intake process to ensure all clients serviced were qualified and are residents of the City of Garden Grove. In addition, sub -recipients were also required t o submit completed quarterly reports for monitoring purposes. During the aforementioned process, City staff addressed concerns and/or discrepancies within the reports and made sure corrections were made at the early stages of the FY. The capacity of utilization for shelter was approximately 90.4% (26,399 bed nights provided).
In addition, City staff consulted with the CoC and attended meetings with various County subcommittees to discuss issues, concerns, and best practices for meeting the needs of the home less population. Staff also formed an OC Collaborative consisting of neighboring jurisdictions receiving ESG funds (Anaheim, Santa Ana, Irvine, and the County of Orange) and established a shared Request for Proposal (RFP) that was utilized to fund service providers for program year 2023. The OC Collaborative created uniform ESG guidelines that are utilized amongst all service providers within the County. These guidelines include a homeless at-risk assessment and a homeless certification form. Creating these guidelines helped promote a cohesive effort between the neighboring Cities in addressing homelessness and also assisted service providers to stay compliant with HUD’s regulations.
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CR-75 – Expenditures
11a. ESG Expenditures for Homelessness Prevention
Dollar Amount of Expenditures in Program Year
2021 2022 2023
Expenditures for Rental Assistance $13,475 $7,070 $13,359 Expenditures for Housing Relocation and
Stabilization Services - Financial Assistance 0 0 $330
Expenditures for Housing Relocation &
Stabilization Services - Services $9,815 $12,925 $6,311 Expenditures for Homeless Prevention under
Emergency Shelter Grants Program 0 0 0
Subtotal Homelessness Prevention $23,290 $19,995 $20,000 Table 25 – ESG Expenditures for Homelessness Prevention
11b. ESG Expenditures for Rapid Re-Housing
Dollar Amount of Expenditures in Program Year
2021 2022 2023
Expenditures for Rental Assistance $24,000 $4,433 $1,756 Expenditures for Housing Relocation and
Stabilization Services - Financial Assistance 0 $8,895 $ Expenditures for Housing Relocation &
Stabilization Services - Services $6,000 $7,906 $985
Expenditures for Homeless Assistance under
Emergency Shelter Grants Program 0 0 0
Subtotal Rapid Re-Housing $30,000 $21,234 $2,741
Table 26 – ESG Expenditures for Rapid Re-Housing
11c. ESG Expenditures for Emergency Shelter
Dollar Amount of Expenditures in Program Year
2021 2022 2023
Essential Services $54,474 $51,523 $46,379
Operations $7,679 $9,824 $5,491
Renovation 0 0 0
Major Rehab 0 0 0
Conversion 0 0 0
Subtotal $62,153 $61,347 $51,870
Table 27 – ESG Expenditures for Emergency Shelter
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11d. Other Grant Expenditures
Dollar Amount of Expenditures in Program Year
2021 2022 2023
Street Outreach $25,000 $34,673 $50,000
HMIS $25,000 $5,121 $5,094
Administration $12,985 $12,802 $12,733
Table 28 - Other Grant Expenditures
11e. Total ESG Grant Funds
Total ESG Funds
Expended
2021 2022 2023
513,762 $178,428 $155,172 $142,438
Table 29 - Total ESG Funds Expended
11f. Match Source
2021 2022 2023
Other Non-ESG HUD Funds $25,000 0 0
Other Federal Funds 0 0 0
State Government $60,000 0 $30,000
Local Government $50,000 $5,121 $67,827
Private Funds $32,153 $41,485 $
Other 0 $101,630 $44,611
Fees 0 0 0
Program Income 0 0 0
Total Match Amount $167,153 $148,236 $142,438
Table 30 - Other Funds Expended on Eligible ESG Activities
11g. Total
Total Amount of Funds
Expended on ESG
Activities
2021 2022 2023
996,209 $345,581 $303,408 $284,876
Table 31 - Total Amount of Funds Expended on ESG Activities
240
CAPER 41
OMB Control No: 2506-0117 (exp. 09/30/2021)
Attachment #1
FY 2023-24 CAPER Public Participation
241
PUBLIC NOTICE
CITY OF GARDEN GROVE
2023-24 CONSOLIDATED ANNUAL PERFORMANCE
AND EVALUATION REPORT (CAPER)
The City of Garden Grove’s (City) Economic Development and Housing Department, in accordance with U.S. Department of Housing and Urban Development (HUD) regulations, has prepared its Draft FY 2023-24 Consolidated Annual Performance and Evaluation Report (CAPER). The report describes and assesses the housing, economic, and community development activities undertaken by the City over the period from July 1, 2023, through June 30, 2024.
Opportunity for Public Review and Comment
Public hearings are to be held in the Garden Grove Community Meeting Center located at 11300 Stanford Avenue, Garden Grove, California, 92840, and are scheduled as follows:
Garden Grove Neighborhood Improvement and Conservation Commission – Monday, September 9, 2024, at 6:30 p.m.
Garden Grove City Council – Tuesday, September 24, 2024, at 6:30 p.m.
From August 23, 2024 through September 24, 2024, the City’s FY 2023-2024 CAPER will be available for public review at the following location:
Please visit the City’s website at https://ggcity.org/neighborhood- improvement/reports to review the draft FY 2023-24 CAPER, and please submit comments electronically to Timothy Throne at [email protected].
The Community and Economic Development Department will accept written and verbal comments until 3:00 p.m. on September 24, 2024 . Please direct any questions or comments to Timothy Throne, at (714) 741-5144 or by email at [email protected].
/s/ TERESA POMEROY, CMC
City Clerk
Date:
Publish: August 23, 2024
242
AVISO PÚBLICO
CIUDAD DE GARDEN GROVE
DESEMPEÑO ANUAL CONSOLIDADO E INFORME DE
EVALUACIÓN
(CAPER) 2023-24
El Departamento de Desarrollo Económico y de Vivienda de la Ciudad de Garden Grove (Ciudad), de acuerdo con las regulaciones del Departamento de Vivienda y Desarrollo Urbano de los EE. UU (HUD, por sus siglas en inglés) ha preparado su Anteproyecto del Desempeño Anual Consolidado e Informe de Evaluación (CAPER, por sus siglas en inglés) del AF 2023-24. El informe describe y evalúa las actividades de vivienda, económicas, y de desarrollo comunitario realizadas por la Ciudad durante el periodo del 1 de julio de 2023 al 30 de junio de 2024.
Oportunidad de Revisión y Comentarios Públicos
Las audiencias públicas se llevarán a cabo en el Centro de Reuniones Comunitarias de Garden Grove ubicado en 11300 Stanford Avenue, Garden Grove, California, 92840, y están programadas de la siguiente manera:
Comisión de Conservación y Mejora del Vecindario de Garden Grove – Lunes 9 de septiembre de 2024, a las 6:30 p.m.
Ayuntamiento de Garden Grove – Martes 24 de septiembre de 2024, a las 6:30 p.m.
Desde el 23 de agosto de 2024 hasta el 24 de septiembre de 2024, el CAPER del AF 2023-2024 CAPER estará disponible para revisión pública en la siguiente ubicación:
Por favor, visite el sitio web de la Ciudad es https://ggcity.org/neighborhood- improvement/reports para revisar el anteproyecto CAPER del AF 2023-24, y envíe sus comentarios electrónicamente a Timothy Throne a [email protected].
El Departamento de Desarrollo Económico y Comunitario aceptará comentarios escritos y orales hasta las 3:00 p.m. del 24 de septiembre de 2024. Por favor, dirija cualquier pregunta o comentario a Timothy Throne, al (714) 741-5144 o por correo electrónico a [email protected].
/s/ TERESA POMEROY , CMC
Secretaria de la Ciudad
Fecha: 20 de agosto de 2024
Publicar: 23 de agosto de 2024
243
THÔNG BÁO
THÀNH PHỐ GARDEN GROVE
BÁO CÁO ĐÁNH GIÁ VÀ THÀNH TÍCH HỢP NHẤT
HÀNG NĂM CAPER 2023-24 (CAPER)
Thành phố Garden Grove, Ban Phát triển Kinh tế và Cộng đồng, theo quy định của Bộ Phát triển Đô thị và Nhà ở Hoa Kỳ (HUD), đã chuẩn bị Bản thảo Báo Cáo Đánh Giá và Thành Tích Hợp Nhất Hàng Năm CAPER 2023-24 (CAPER). Báo cáo mô tả và đánh giá các hoạt động phát triển nhà ở, kinh tế và cộng đồng do Thành phố thực hiện trong khoảng thời gian trong giai đoạn từ ngày 1 tháng Bảy, 2023 đến hết ngày 30 tháng Sáu, 2024.
Cơ Hội Để Công Chúng Xem Duyệt Và Nhận Xét
Phiên điều tr ần công khai sẽ được tổ chức tại Garden Grove Community Meeting Center, tọa lạc tại 11300 Stanford Avenue, Garden Grove, California, 92840 vào các ngày sau đây:
Ủy Ban Cải Thiện và Bảo Tồn Hàng Xóm (Neighborhood Improvement and Conservation Commission, NICC) vào Thứ Hai, ngày 9 tháng Chín, 2024 lúc 6:30 chiều.
Và buổi họp Hội Đồng Thành Phố Garden Grove vào ngày Thứ Ba, 24 tháng Chín, 2024 lúc 6:30 chiều.
Bản thảo CAPER niên khoá 2023-2024 sẽ có sẵn để công chúng nhận xét từ ngày 23 tháng Tám, 202 4 đến ngày 2 4 tháng Chín, 202 4 tại các địa điểm sau:
Xem tại website của Thành phố https://ggcity.org/neighborhood- improvement/reports. Vui lòng gởi những góp ý đến ông Timothy Throne tại email [email protected]
Các nhận xét bằng văn bản nên gởi đến sớm và không trễ hơn Thứ Ba, ngày 24 tháng Chín, 2024, lúc 3:00 giờ chiều đến Ban Phát triển Kinh tế và Cộng đồng. Vui lòng gửi câu hỏi hoặc góp ý về ông Timothy Throne, ở số (714) 741-5144 hoặc qua email [email protected].
/s/ TERRI POMEROY, CMC
Thư Ký Thành Phố
Ngày:
Ngày công bố: 23 tháng Tám, 2024
244
CAPER 42
OMB Control No: 2506-0117 (exp. 09/30/2021)
Attachment #2
FY 2023-24 Project Locations Map
245
ATTACHMENT 2: FY 2023-24 Project Locations
Citywide Programs
- Home Repair Program
- Meals on Wheels
- Fair Housing Foundation
- Tenant Based Rental Assistance
- Jobs 1st Program
- Special Resource Team (SRT)
- Homeless Services (ESG)
- Workforce Activation and
Readiness Program (CV)
Specific Project Locations
1. H. Louis Lake Senior Center
2. Stuart Drive - PSH
3. Josephine/Acacia Street Rehab.
4. Marchand Ave. Rehab.
LEGEND
= CDBG Eligible Area
@ 80% Area Median Income
246
CAPER 43
OMB Control No: 2506-0117 (exp. 09/30/2021)
Attachment #3
PR-26 – CDBG Financial Summary
247
LOW/MOD BENEFIT FOR MULTI-YEAR CERTIFICATIONS
18 EXPENDED FOR LOW/MOD MULTI-UNIT HOUSING 0.00
19 DISBURSED FOR OTHER LOW/MOD ACTIVITIES 1,808,666.10 20 ADJUSTMENT TO COMPUTE TOTAL LOW/MOD CREDIT 0.00
21 TOTAL LOW/MOD CREDIT (SUM, LINES 17-20) 1,808,666.10 22 PERCENT LOW/MOD CREDIT (LINE 21/LINE 11) 100.00%
14 ADJUSTMENT TO COMPUTE TOTAL EXPENDITURES 0.00
15 TOTAL EXPENDITURES (SUM, LINES 11-14) 2,178,788.06
16 UNEXPENDED BALANCE (LINE 08 - LINE 15) (142,382.42) PART III: LOWMOD BENEFIT THIS REPORTING PERIOD
17 EXPENDED FOR LOW/MOD HOUSING IN SPECIAL AREAS 0.00
09 DISBURSEMENTS OTHER THAN SECTION 108 REPAYMENTS AND PLANNING/ADMINISTRATION 1,808,666.10 10 ADJUSTMENT TO COMPUTE TOTAL AMOUNT SUBJECT TO LOW/MOD BENEFIT 0.00 11 AMOUNT SUBJECT TO LOW/MOD BENEFIT (LINE 09 + LINE 10) 1,808,666.10 12 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION 370,121.96 13 DISBURSED IN IDIS FOR SECTION 108 REPAYMENTS 0.00
06 FUNDS RETURNED TO THE LINE-OF-CREDIT 0.00
06a FUNDS RETURNED TO THE LOCAL CDBG ACCOUNT 0.00
07 ADJUSTMENT TO COMPUTE TOTAL AVAILABLE 0.00
08 TOTAL AVAILABLE (SUM, LINES 01-07) 2,036,405.64
PART II: SUMMARY OF CDBG EXPENDITURES
02 ENTITLEMENT GRANT 1,850,690.00
03 SURPLUS URBAN RENEWAL 0.00
04 SECTION 108 GUARANTEED LOAN FUNDS 0.00
05 CURRENT YEAR PROGRAM INCOME 185,715.64
05a CURRENT YEAR SECTION 108 PROGRAM INCOME (FOR SI TYPE) 0.00
GARDEN GROVE , CA
Metrics
Grantee GARDEN GROVE , CA
Program Year 2,023.00
PART I: SUMMARY OF CDBG RESOURCES
01 UNEXPENDED CDBG FUNDS AT END OF PREVIOUS PROGRAM YEAR 0.00 Office of Community Planning and Development DATE: 08-20-24 U.S. Department of Housing and Urban Development TIME: 19:19 Integrated Disbursement and Information System PAGE: 1 PR26 - CDBG Financial Summary Report
Program Year 2023
248
45 TOTAL SUBJECT TO PA CAP (SUM, LINES 42-44) 2,036,405.64 46 PERCENT FUNDS OBLIGATED FOR PA ACTIVITIES (LINE 41/LINE 45) 18.18% LINE 17 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 17 No data returned for this view. This might be because the applied filter excludes all data.
LINE 18 DETAIL: ACTIVITIES TO CONSIDER IN DETERMINING THE AMOUNT TO ENTER ON LINE 18 40 ADJUSTMENT TO COMPUTE TOTAL PA OBLIGATIONS 0.00
41 TOTAL PA OBLIGATIONS (LINE 37 + LINE 38 - LINE 39 +LINE 40) 370,121.96 42 ENTITLEMENT GRANT 1,850,690.00
43 CURRENT YEAR PROGRAM INCOME 185,715.64
44 ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PA CAP 0.00
36 PERCENT FUNDS OBLIGATED FOR PS ACTIVITIES (LINE 31/LINE 35) 15.00% PART V: PLANNING AND ADMINISTRATION (PA) CAP
37 DISBURSED IN IDIS FOR PLANNING/ADMINISTRATION 370,121.96 38 PA UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 0.00 39 PA UNLIQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 0.00 31 TOTAL PS OBLIGATIONS (LINE 27 + LINE 28 - LINE 29 + LINE 30) 277,603.00 32 ENTITLEMENT GRANT 1,850,690.00
33 PRIOR YEAR PROGRAM INCOME 0.00
34 ADJUSTMENT TO COMPUTE TOTAL SUBJECT TO PS CAP 0.00
35 TOTAL SUBJECT TO PS CAP (SUM, LINES 32-34) 1,850,690.00 PART IV: PUBLIC SERVICE (PS) CAP CALCULATIONS
27 DISBURSED IN IDIS FOR PUBLIC SERVICES 277,603.00
28 PS UNLIQUIDATED OBLIGATIONS AT END OF CURRENT PROGRAM YEAR 0.00 29 PS UNLIQUIDATED OBLIGATIONS AT END OF PREVIOUS PROGRAM YEAR 0.00 30 ADJUSTMENT TO COMPUTE TOTAL PS OBLIGATIONS 0.00
23 PROGRAM YEARS(PY) COVERED IN CERTIFICATION PY: PY: PY:
24 CUMULATIVE NET EXPENDITURES SUBJECT TO LOW/MOD BENEFIT CALCULATION 0.00 25 CUMULATIVE EXPENDITURES BENEFITING LOW/MOD PERSONS 0.00 26 PERCENT BENEFIT TO LOW/MOD PERSONS (LINE 25/LINE 24) 0.00% 249
Plan
Year
IDIS
Project
IDIS
Activity
Voucher
Number
2022 1 747 6842216
2023 3 769 6842216
2023 2 771 6850606
2023 2 771 6872756
2023 2 771 6900894
2023 2 771 6932393
2023 2 772 6842216
2023 2 772 6900894
2023 2 772 6932393
2023 2 770 6850606
2023 2 770 6872756
2023 2 770 6900894
2023 2 770 6932393
2023 5 767 6842216
2023 5 767 6872756
2023 5 767 6900894
2023 5 767 6932393
2023 6 766 6842216
2023 6 766 6900894
2023 6 766 6932393
2023 6 768 6872756
2023 6 768 6900894
2023 6 768 6932393
CDBG - Boost Program 18C LMCMC $25,459.93
CDBG - Boost Program 18C LMCMC $56,510.30
CDBG - Jobs 1st Program 18A LMJ $100,000.00
18A Matrix Code 18A $350,000.00
CDBG - Boost Program 18C LMCMC $20,029.77
CDBG - Jobs 1st Program 18A LMJ $150,000.00
CDBG - Jobs 1st Program 18A LMJ $100,000.00
CDBG - Home Repair Program 14A LMH $15,798.25
CDBG - Home Repair Program 14A LMH $42,468.89
14A Matrix Code 14A $137,356.60
CDBG - Home Repair Program 14A LMH $48,264.51
CDBG - Home Repair Program 14A LMH $30,824.95
CDBG - Special Resource Team 05Z LMA $22,855.24
CDBG - Special Resource Team 05Z LMA $43,013.41
05Z Matrix Code 05Z $110,000.00
CDBG - Special Resource Team 05Z LMA $25,436.98
CDBG - Special Resource Team 05Z LMA $18,694.37
CDBG - Meals on Wheels 05A LMC $10,000.00
CDBG - Meals on Wheels 05A LMC $5,000.00
05A Matrix Code 05A $167,603.00
CDBG - Senior Center 05A LMC $29,774.87
CDBG - Senior Center 05A LMC $38,238.79
CDBG - Meals on Wheels 05A LMC $5,000.00
CDBG - Senior Center 05A LMC $48,940.14
CDBG - Senior Center 05A LMC $30,649.20
CDBG - Marchand Avenue Street Rehabilitation Project 03K LMA $800,000.00 03K Matrix Code 03K $941,706.50
Activity Name Matrix
Code National Objective Drawn Amount
CDBG - Josephine/Acacia Street Improvement 03K LMA $141,706.50 No data returned for this view. This might be because the applied filter excludes all data.
LINE 19 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 19 250
Total
Plan
Year
IDIS
Project
IDIS
Activity
Voucher
Number
Activity to
prevent,
prepare for,
and respond
to
Coronavirus
Activity Name Grant Number Fund
Type
2023 2 771 6850606 No CDBG - Senior Center B23MC060505 EN 2023 2 771 6872756 No CDBG - Senior Center B23MC060505 EN 2023 2 771 6900894 No CDBG - Senior Center B23MC060505 EN 2023 2 771 6932393 No CDBG - Senior Center B23MC060505 EN 2023 2 772 6842216 No CDBG - Meals on Wheels B23MC060505 EN 2023 2 772 6900894 No CDBG - Meals on Wheels B23MC060505 EN 2023 2 772 6932393 No CDBG - Meals on Wheels B23MC060505 EN
2023 2 770 6850606 No CDBG - Special Resource Team B23MC060505 EN 2023 2 770 6872756 No CDBG - Special Resource Team B23MC060505 EN 2023 2 770 6900894 No CDBG - Special Resource Team B23MC060505 EN 2023 2 770 6932393 No CDBG - Special Resource Team B23MC060505 EN
No Activity to prevent, prepare for, and respond to Coronavirus Total
Plan
Year
IDIS
Project
IDIS
Activity
Voucher
Number
2023 1 775 6850606
2023 1 775 6872756
2023 1 775 6900894
2023 1 775 6932393
2023 1 774 6850606
2023 1 774 6872756
CDBG - Indirect Costs 21B $7,933.32
CDBG - Indirect Costs 21B $5,949.99
CDBG - Administration 21A $83,232.15
21A Matrix Code 21A $316,322.00
CDBG - Administration 21A $96,464.73
CDBG - Administration 21A $68,531.12
CDBG - Administration 21A $68,094.00
$277,603.00
$277,603.00
LINE 37 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 37 Activity Name Matrix
Code National Objective Drawn Amount
05Z LMA $22,855.24
05Z LMA $43,013.41
05Z Matrix Code 05Z $110,000.00
05Z LMA $25,436.98
05Z LMA $18,694.37
05A LMC $10,000.00
05A LMC $5,000.00
05A Matrix Code 05A $167,603.00
05A LMC $29,774.87
05A LMC $38,238.79
05A LMC $5,000.00
05A LMC $48,940.14
05A LMC $30,649.20
$1,808,666.10
LINE 27 DETAIL: ACTIVITIES INCLUDED IN THE COMPUTATION OF LINE 27 Matrix
Code National Objective
Drawn Amount
18C Matrix Code 18C $102,000.00
251
2023 1 774 6900894
2023 1 774 6932393
2023 1 773 6842216
2023 1 773 6872756
2023 1 773 6900894
2023 1 773 6932393
Total
CDBG - Fair Housing Foundation 21D $7,348.93
21D Matrix Code 21D $30,000.00
$370,121.96
CDBG - Fair Housing Foundation 21D $10,551.78
CDBG - Fair Housing Foundation 21D $4,918.74
CDBG - Fair Housing Foundation 21D $7,180.55
CDBG - Indirect Costs 21B $3,966.66
21B Matrix Code 21B $23,799.96
CDBG - Indirect Costs 21B $5,949.99
252
CAPER 44
OMB Control No: 2506-0117 (exp. 09/30/2021)
Attachment #4
HOME Monitoring Protocols
253
(P:Neigh-Im\HUD Admin\HOME\HOME Monitoring Protocol Exhibit II)
ATTACHMENT 4: HOME Monitoring Protocols
This attachment to the City of Garden Grove’s (City) Monitoring Plan is prepared to establish protocols for monitoring HOME Investment Partnerships Act (HOME) assisted rental housing projects The City is responsible to the U.S. Department of Housing and Urban Development (HUD) for monitoring HOME-assisted rental projects throughout the period of affordability to ensure that HOME -assisted rental projects are monitored adequately for continued compliance wi th federal and state regulations.
Monitoring guidelines are intended to assist City monitoring staff in making informed judgments about asset management, HOME Investment Partnerships Act (HOME) Program compliance and management efficiency of HOME-assisted rental projects.
The primary document used to monitor projects is the Regulatory Agreement. An exhibit of the Affordable Housing Agreement (AHA) or the Disposition and Development Agreement (DDA), a Regulatory Agreement is executed by the owner and the City or the City’s Redevelopment Agency (Agency) and recorded as a lien on the project in the official records of Orange County.
The Monitoring Process
Monitoring of HOME -assisted housing developments will be scheduled following the annual publicatio n of HOME Investment Partnerships Act (HOME) rents and income limits by the U.S. Department of Housing and Urban Development (HUD), which typically occurs between March and May.
Monitoring will occur at two levels:
Annually, a desk audit will be performe d wherein the owner/property manager will submit information certifying household sizes, household incomes and rents for all HOME-restricted units; and
Periodically, an on -site visit will be conducted, which will include a property inspection and an in -depth review of all the HOME and federal cross -cutting requirements, e.g., affirmative marketing and tenant selection procedures,
254
(P:Neigh-Im\HUD Admin\HOME\HOME Monitoring Protocol Exhibit II)
On-site monitoring will occur whenever developments are inspected to ensure compliance with the City’s property standards. Wh ile the City has the prerogative to monitor on -site more frequently, especially if a project is at risk because of outstanding findings or insufficient capacity, inspections and site visits will typically occur in accordance with the HOME Final Rule at 24 CFR 92.504(d):
Total No. of Units Minimum Schedule
1 – 4 units every 3 years
5 – 25 units every 2 years
26+ units annually
The following steps are to be taken when conducting a desk audit:
1. A monitoring letter (Exhibit 1: Annual Monitoring Letter) will be sent to the Owner/Property Manager transmitting the project’s Annual Compliance Report and certification and recertification forms along with the new HOME rents, income limits, Garden Grove Housing Authority utility allowance schedule and a fo rm for calculating HOME rents.
2. The Owner/Property Manager is to submit the new rent schedule and the completed Annual Compliance Report ( Exhibit 2: Project Compliance Report ) accompanied by income certification or recertification forms (Exhibit 3: Ten ant Income
Certification/Recertification Form) for each household occupying a HOME-designated unit.
3. A Monitoring Summary letter will be provided to the Owner/Property Manager that serves as the formal notification of the results of the monitoring. All n egative conclusions will be considered a finding or concern with a specific required corrective action. A copy is retained in the Project monitoring file.
A “finding” is a deficiency in project performance evidencing an unmet statutory or regulatory requirement.
A “concern” relates to project performance requiring improvement before becoming a finding.
4. The Owner/Property Manager is to provide a written response within 30 days of the date of the Monitoring Summary letter.
255
(P:Neigh-Im\HUD Admin\HOME\HOME Monitoring Protocol Exhibit II)
5. Upon completion of all correct ive actions, a letter is sent to the Owner/Property Manager stating that the monitoring findings and concerns have been closed. A copy is retained in the Project monitoring file.
The following steps are to be taken when monitoring on-site:
1. A pre-monitoring letter ( Exhibit 1.1: Monitoring Letter -Site Visitation) will be sent to the Owner and property manager at least two weeks in advance of the monitoring visit. The letter will detail the salient terms of the Project’s Regulatory Agreement that will be the source of monitoring and provide the Owner/Property Manager with the new HOME rents, income limits, Garden Grove Housing Authority utility allowance schedule and a form for calculating HOME rents.
2. Upon arrival, an entrance interview will be conduc ted to make sure that the owner and/or manager thoroughly understand the purpose, scope and schedule for the monitoring.
3. A detailed record will be prepared of information reviewed and conversations held with the Owner/Property Manager during the monitoring visit, using a checklist (Exhibit 4: File Checklist) and questionnaire (Exhibit 4.1: Monitoring Questionnaire) of HOME Program requirements. The information gathered will serve as a basis for conclusions to be included in the Monitoring Summary letter a nd follow-up.
4. After the monitoring visit, a Monitoring Summary letter will be forwarded to the Owner/ Property Manager that serves as the formal notification of the results of the monitoring. All negative conclusions will be considered a finding or conc ern with a specific required corrective action. If relevant, the letter may stipulate steps initiated by the Owner/Property Manager to correct areas of noncompliance or nonperformance. A copy will be retained in the Project monitoring file.
A “finding” is a deficiency in project performance evidencing an unmet statutory or regulatory requirement.
A “concern” relates to project performance requiring improvement before becoming a finding.
256
(P:Neigh-Im\HUD Admin\HOME\HOME Monitoring Protocol Exhibit II)
5. The Owner/Property Manager is to provide a written response with in 30 days of the date of the Monitoring Summary letter.
6. Upon completion of all corrective actions, a letter is sent to the Owner/Property Manager stating that the monitoring findings and concerns have been closed. A copy is retained in the Project monitoring file.
Monitoring files
The City’s monitoring files will contain the following documents per project per year:
1. Copies of monitoring checklists and forms;
2. Copy of the Regulatory Agreement and Promissory Note;
3. Copy of monitoring letters to the Owner/ Property Manager (Summary letter and Clearance letter);
4. Copies of the project’s Management Plan;
5. Copy of rent roll information submitted by the Owner/Property Manager;
6. Copy of the project’s residential lease;
7. Utility Allowance schedules;
8. If applicable, rep orts to confirm the owner’s compliance with lead - based paint requirements;
9. Reports of property and unit inspections;
10. Project Compliance Reports submitted by the Owner/Property Manager;
11. Copy of tenant certification /recertification forms
12. Confirmation of ins urance coverage submitted by the property owner or management agent;
13. Confirmation of affirmative marketing compliance for projects with 5 or more HOME-assisted units;
14. Current claim for property tax exemption*;
15. Independent Copy of Residual Receipts Report; and
16. Audit*.
*Required for a Community Housing Development Organization (CHDO) only.
257
(P:Neigh-Im\HUD Admin\HOME\HOME Monitoring Protocol Exhibit II)
On-Site Monitoring
The City will conduct periodic on-site reviews of each HOME-assisted rental project to verify the following:
1. Continued income eligibility
The City will ascertain if the owner is correctly calculating income using the 24 CFR Part 5 definition, inclusive of asset calculations and use of appropriate verification forms, and if households are low-income or very low-income.
The City will also r eview tenant files to determine if the Owner/Property Manager annually re -certifies the income of each household occupying a HOME -assisted unit, and that the tenancy still meets the HOME income requirements. Though not a HOME requirement, the recertificati on should commence 120 days before the anniversary date and should be completed by the tenant’s recertification anniversary date.
2. Continued occupancy eligibility
For projects with five or more HOME -assisted units, a minimum of 20% of HOME -assisted units must continue to be occupied by very low-income households paying low HOME rents for the term of affordability, in accordance with the income limits published annually by HUD.
3. HOME Rents
Maximum monthly rents of HOME -assisted units may not ex ceed Low HOME and High HOME rent limits as published annually by HUD. HOME rents include a tenant utility allowance generally provided by the local housing authority.
When tenants receive additional subsidy through tenant-based rental assistance programs such as Section 8, additional requirements apply. Under the HOME Program, the total gross rent (for tenants receiving Section 8 assistance) includes the tenant’s share of rent, the subsidy payment, and the utility allowance . The total of these three amo unts can not exceed the allowable HOME rent. Any issues of non -compliance must be corrected by the Owner/ Property Manager by reducing the gross rent (tenant share, subsidy, and utility allowance) to the allowable HOME rent effective the next interim or annual recertification.
258
(P:Neigh-Im\HUD Admin\HOME\HOME Monitoring Protocol Exhibit II)
Very low-income residents receiving project-based rental subsidies are subject to rents allowable under the federal or State project - based rental subsidy program, not the HOME rent limits.
4 Rents for over-income tenants
Over-income tenants (those with incomes over 80% of the area median) in HOME -assisted fixed units must pay the lesser of the amount payable by the tenant under State or local law (rent control) or 30% of the household’s adjusted income for rent. There is no rent cap for “fixed” units.
Over-income tenants in HOME-assisted floating units must pay 30% of their adjusted income for rent. However, the rent may not exceed the market rent for comparable, unassisted units in the neighborhood.
5. Property Standards
The Final Rule allows for inspection, using Housing Quality Standards at 24 CFR 982.201, of a sufficient sample of HOME - assisted units in a multi-family development, rather than inspection of each and every HOME-assisted unit in the development. The City will inspect 15 to 20 percent of the HOME-assisted units in a project including a minimum of one unit in every building. If consistent compliance problems are found, more units should be inspected.
Housing Quality Standards at 24 CFR 982.201 will be the co de used to inspect rental units. A separate inspection checklist will be completed for each HOME -assisted unit ( Exhibit 5: HQS Inspection form).
6. Affirmative Marketing
Owners/Property Managers of Developments with five or more HOME-Assisted Units are required to maintain an Affirmative Marketing Plan (Exhibit 6: Affirmative Marketing/Fair Housing Marketing Report and Exhibit 6.1: Race and Ethnic Data Reporting Form) and to implement the following affirmative marketing procedures in marketing the development:
259
(P:Neigh-Im\HUD Admin\HOME\HOME Monitoring Protocol Exhibit II)
Advertisements placed in newspapers with the broadest possible circulation, including foreign language newspapers in areas with a high percentage of non-English speaking residents.
Place the Fair Housing logo on all advertisements and marketin g materials.
Prominently display Fair Housing posters at rental offices.
7. Tenant Protection Provisions
a. Project Lease
The HOME Final Rule 24 CFR 92.253 (a) states that the “Lease between a tenant and an owner of rental housing assisted with HOME funds must be for not less than one year, unless by mutual agreement between the tenant and owner.”
The City will verify that the sample lease does not include any of the following lease provisions (Exhibit 7: Illegal Lease Provisions) are prohibited under the HOME Final Rule at 24 CFR 92.253(b):
i. Agreement by tenant to be sued, to admit guilt, or to a judgment in favor of the owner in a lawsuit in connection with the lease.
ii. Agreement by tenant that owner may take, hold or sell personal property of household members without notice to the tenant and a court decision on the rights of the parties.
This prohibition, however, does not apply to an agreement by the tenant concerning disposition of personal property remaining in the housing unit after the tenant has moved out of the unit. The owner must dispose of this personal
property in accordance with State law.
iii. Agreement by tenant not to hold the owner or the owner’s agents legally responsible for any action or failure to act, whether intentional or negligent
iv. Agreement of the tenant that the owner may institute a lawsuit without notice to tenant.
v. Agreement by tenant that the owner may evict tenant or household members without instituting a civil court
proceeding in which the tenant has the opportunity to
present a defense, or before a court decision on the rights of the parties.
vi. Agreement by tenant to waive any right to a trial by jury. vii. Agreement by tenant to waive tenant’s right to appeal, or to otherwise challenge in court, a court decision in connection with the lease.
viii. Agreement by tenant to pay attorney’s fees or other legal costs even if the tenant wins in a court proceeding by the 260
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owner against the tenant. The tenant, however, may be
obligated to pay costs if the tenant loses.
b. Tenant Selection;
Under 24 CFR 92.253 (d), an owner of rental housing assisted with HOME funds must adopt written tenant selection policies and criteria that:
Are consistent with the purpose of providing housing for very low-income and low-income families;
Are reasonably related to program eligibility and the applicants’ ability to perform the obligations of the lease; Provide for the selection of tenants from a written waiting list in the chronological order of their application, insofar as is practicable;
Give prompt written notification to any rejected applicant of the grounds for any rejection.
The City will review the Owner’s tenant selection plan to ensure that tenants are selected for occupancy in accordance with HOME regulations and established management policies. The selection plan should include:
Citizenship/immigration status requirements. The owner should describe how citizenship/immigration requirements are implemented. Currently, there are no HOME restrictions on the use of assisted housing by non-citizens.
Social Securi ty number requirements. Requirements for providing SSNs, allowing extended time to provide proof of SSNs and procedures used when an individual has no SSN, must be described.
Procedures for taking applications and selecting from the waiting list, such as the following:
.
o Selection of tenants must be based on order of
application.
o The plan must include policies for notification to tenant applicants of eligibility for residency, and based on
turnover history for units in the development, the
approximate date when a unit may be available.
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o The plan description must include maintenance of a
waiting list of applicant households eligible to occupy assisted units and units designated for various income levels, and the methods of advertising used to announce opening and closing of the waiting list.
o The plan must define each preference adopted for use
in the property and any rating, ranking, or combining of the preferences the owner has established that will
affect the order in which applicants are selected from
the waiting list. The plan should also describe the
acceptable sources of information to verify the
qualification for preferences.
o The plan must describe the procedures used by the
owner to meet the income targeting requirements.
o Policy for opening, closing and maintaining the waiting list.
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APPENDIX
Exhibit 1: Sample Annual Monitoring Letter
Exhibit 1.1: Sample Annual Monitoring Letter – Site
Visitation
Exhibit 2: Project Compliance Certification
Exhibit 2.1: Project Compliance Report
Exhibit 3: Tenant Income Certification
Exhibit 3.1: Tenant Income Recertification
Exhibit 4: File Checklist
Exhibit 4.1: Monitoring Questionnaire
Exhibit 5: Housing Quality Standards (HQS) Form
Exhibit 6: Affirmative Marketing/Fair Housing
Marketing Report
Exhibit 6.1: Race and Ethnic Data Reporting Form
Exhibit 7: Illegal Lease Provisions
Exhibit 1: Sample Annual Monitoring Letter
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-----, 200-
[Developer Name
Address]
SUBJECT: MONITORING OF [Project name]
Dear ----:
As you may know, development of the [Project name] included the use of federal HOME Investment Partnerships Act (HOME) funds from the City of Garden Grove (City). As a consequence, the City is required to annually monitor the project. This letter serves to transmit the following information you are to submit to the City within 30 days of this letter:
Project Compliance Report;
Certificate of Continuing Project Compliance; and
Tenant Certification/Recertification Forms.
Within 30 days receipt of the aforementioned documents, the City will notify you in writing of the results of the monitoring and set forth any findings or concerns the a timeframe for a written response and corrective action.
This letter further serves to relay the following attachments for your use:
Copy of the Regulatory Agreement;
HOME Rent Limits
Utility Allowance
HOME Rent Calculation Form
Please direct your questions or comments to Michael Salazar at (714) 741-5144 or via e-mail at [email protected].
Sincerely,
Susan Emery, Director
Community Development Department
cc: [Property Manager]
Attachments:
Certificate of Continuing Project Compliance
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Compliance Report
Certification/Recertification Forms
HOME Rent Limits
Utility Allowance
HOME Rent Calculation Form
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Exhibit 1.1: Sample Monitoring Letter-Site Visitation
-----, 200-
[Developer Name
Address]
SUBJECT: MONITORING OF [Project name]
Dear ----:
As you may know, development of the [ Project name] included the use of federal HOME Investment Partnerships Act (HOME) funds from the City of Garden Grove.
As a consequence, the City is required to annually monitor the project and, as part of the City Monitoring Plan, to periodically conduct a site insp ection and review project documents. This letter serves to notify you that the City has scheduled a monitoring visit of the [ Project name] on --, --- 200- at --- a.m. at the office of the on -site property manager and to memorialize the information you are to provide to City representatives. Michael Salazar will hold an entrance interview on ---- with you and any representative(s) designated by the owner.
Mr. Salazar will then review project documents and tenant files to ascertain whether the project re mains in compliance with HOME requirements, e.g., rents, tenant income eligibility, occupancy eligibility, property standards, affirmative marketing and fair housing and lease terms. Accompanying Mr. Salazar will be Gil Jelkin, who will need access to ins pect the --- HOME-designated units to determine that the units comply with federal Housing Quality Standards (HQS), local and state codes.
The following information should be available at the time of monitoring:
Your key staff to assist during the monitoring and the unit inspections; Copy of the Regulatory Agreement;
Copy of monitoring letters (both initial summary letter and subsequent clearance letter);
Tenant files of tenants occupying HOME units with documentation evidencing income/asset certificati on compliance by the property owner or management agent;
Copies of the project’s Management Plan and Management Agreement, including tenant selection procedures and the project waiting list; Copy of rent roll information submitted by the owner or manageme nt agent;
Copy of the project’s residential lease;
Utility Allowance schedules;
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Reports of past property and unit inspections conducted by the City; Project Compliance Reports submitted by the property owner or management agent;
Confirmation of insurance c overage submitted by the property owner or management agent; and
Affirmative marketing plan and fair housing procedures.
Attached is the Project Compliance Report that Mr. Salazar will review with you, as well as a copy of the same Report that was submitted on -----.
Following this meeting, the City will then transmit the preliminary results of the monitoring visit, which provides you with an opportunity to correct any misunderstandings, provide additional information that may be needed and set forth the actions being undertaken to correct areas of noncompliance. Within 30 days of the --- monitoring visit, the City will notify you in writing of the results of the monitoring and set forth any findings or concerns and the timeframe for a written response and corrective action.
Please direct your questions or comments to Michael Salazar at (714) 741-5144 or via e-mail at [email protected].
Sincerely,
Susan Emery, Director
Community Development Department
cc: [Property Manager]
Attachments:
Certificate of Continuing Project Compliance
Compliance Report
Certification/Recertification Forms
Management Questionnaire
HOME Rent Limits
Utility Allowance
HOME Rent Calculation Form
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Exhibit 2: Project Compliance Certification
CERTIFICATE OF CONTINUING PROJECT COMPLIANCE
Reporting Period: July 1, ____ to June 30, ____
Project:_______________________________________________________ Total Number of Units in Project:
Total Number of Units/Percent Restricted to Income Eligible Tenants:
The undersigned, having executed an Agreement with the City of Garden Grove (City) and having received certain funds from the City for the purpose of financing a multifamily housing project referenced herein, does hereby certify the following during the preceding fiscal year.
The minimum number of restricted units in the Project were occupied or held available for families who were income eligible in accordance with the Agreement.
The minimum number of restricted units in the Project were occupied or held available for income eligible families. The contract rents (rent plus utility allowance) charged for restricted units occupied by the eligible tenants did not exceed the limits prescribed in the Agreement.
The income of tenants in all qualifying uni ts has been reviewed and verified, and falls within the applicable qualifying income limits. The representations set forth herein are true and correct to the best of the undersigned’s knowledge and belief.
No default exists under the Agreement; e.g., Proje ct complies with the occupancy standards and property standards set forth in the Agreement.
Attached is an occupancy report listing the number of each unit occupied by eligible tenants, names of eligible tenants, number of occupants in the unit, annual income, move-in date and monthly contract rent. Also attached is a copy of a tenant statement and certification for each tenant continuously residing in a restricted unit during the reporting period.
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All documents related to the Agreement funding t he above Project are located at the following address: __________________________________
See separate file for formatted Project compliance Certification
Address City State Zip Code
__________________________
Printed Name
__________________________
Signature
__________________________
Title
__________________________
Date
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Exhibit: 3: Income Certification
TENANT INCOME CERTIFICATION
__ Initial Certification __ Annual Recertification __Other
PROPERTY NAME: COUNTY:
PROPERTY ADDRESS: UNIT NUMBER:
1. HEAD-OF-HOUSE NAME 2. NUMBER OF BEDROOMS
ASSETS
FAMILY
MEMBER
ASSET DESCRIPTION
CURRENT CASH VALUE OF
ASSETS
ACTUAL INCOME FROM
ASSETS
3. NET CASH VALUE OF ASSETS…………………… 3.
4. TOTAL ACTUAL INCOME FROM
ASSETS........................................................
4. 5. IF LINE 3 IS GREATER THAN $5,000, MULTIPLY LINE BY _____ (PASSBOOK RATE) AND ENTER RESULTS HERE; OTHERWISE, LEAVE BLANK
5.
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TENANT INCOME CERTIFICATION
__ Initial Certification __ Annual Recertification __Other
ANTICIPATED ANNUAL INCOME
FAMILY
MEMBERS
A. WAGES/
SALARIES
B. BENEFITS/
PENSIONS
C. PUBLIC
ASSISTANCE
D. OTHER INCOME E. ASSET INCOME
ENTER THE
GREATER OF
LINES 4 OR 5
FROM ABOVE
IN FIELD “E”
6. TOTALS A. B. C. D. E.
7. ENTER TOTAL OF ITEMS FROM 6A. THROUGH 6E.
THIS IS ANNUAL INCOME.
7. ________________________________________ ___ ______________________
SIGNATURE OF OWNER/ REPRESENTATIVE DATE
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Exhibit: 3.1: Income Recertification
RECERTIFICATION OF ANNUAL INCOME BY TENANT FAMILY
Tenant Name: __________________________
Address & Unit #:__________________________
Telephone: __________________________
Household Information
Household Size (total number in household): ______
Household members (list): ____________________
____________________ ____________________ ____________________
____________________
____________________
____________________
____________________
____________________
____________________
Income Information
Salary: $____________
Social Security: $____________
Other (Please specify):
________________ $_____________
________________ $_____________
Annual (gross) income (total of all household members):
$_______________
I/we certify this information is complete and accurate. I/we agree to provide upon request, documentation on all income sources to (Name of PJ and/or Property Owner/Manager)
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___________________________ _________________________
Tenant Signature Date
--------------------------Property Owner’s Signature Only----------------------- I hereby certify that the above information agrees with the rental applications and documents presented by the above applicants, and that I have reviewed and attached documentation and the above information is true and correct to the best of my knowledge and belief.
/ /
Owner’s Signature Position/Title Date
WARNING: Title 18, Section 1001 of the U.S. Code states that a person is guilty of a felony for knowingly and willingly making false or fraudulent statements to any department of the United States Government.
For Property Management Personnel Only
Did staff use at least one of the following methods to verify information? ___Yes ___No, if no why?
Circle the method used:
1. Two (2) paycheck stubs form the tenant’s two (2) most recent pay periods
2. A copy of an income tax return from the tenant for the most recent tax year in which a return was filed.
3. An income verification certification from the employer of the tenant.
4. An income verification certification from the Social Security Administration and/or California Department of Social Services if the tenant receives assistance from such agencies.
5. A credit report from a commercial credit report agency.
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6. An alternate form of income certification reasonably requested by the Owner, if none of the abo ve forms of verification is available to the Owner.
Documentation
Did staff make a copy of the documentation and file in each tenant file?
A copy of proof of income in file ______Yes ______No If no, why?
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CAPER 45
OMB Control No: 2506-0117 (exp. 09/30/2021)
Attachment #5
FY 2023-24 ESG Sage Report
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/44/6/1/8/6/3/41/i255/23/21/39/1/41/7/i255/23/14/i255/2/25/7/i255/23/21/39/1/41/7/i255/6/7/39/7/23/51/7/22/i255/24/53/i255/2/25/7/i255/6/7/39/23/13/23/7/21/2/i255/1/6/i255/14/9/24/6/7/39/23/13/23/7/21/2/i255/22/23/6/7/39/2/4/53/i255/8/7/21/7/6/3/2/7/22/i255/24/53/i255/3/i255/8/6/3/21/2/i255/14/9/13/13/1/6/2/7/22/i255/3/39/2/23/51/23/2/53/34/i255/44/6/1/8/6/3/41/i255/23/21/39/1/41/7/i255/23/14/i255/22/7/43/21/7/22/i255/23/21/i255/30/i255/15/50/54/i255/55/30/38/38/34/37/38/35/34 /42/1/6/7/i255/23/21/26/1/6/41/3/2/23/1/21/i255/23/14/i255/3/4/14/1/i255/3/51/3/23/4/3/24/4/7/i255/23/21/i255/2/25/7/i255/10/11/12/i255/15/56/44/10/54/i255/12/9/23/22/7/24/1/1/57/i255/23/21/i255/2/25/7/i255/6/7/14/1/9/6/39/7/14/i255/2/3/24/i255/3/24/1/51/7/34 /19/23/22/i255/2/25/7/i255/6/7/39/23/13/23/7/21/2/i255/7/3/6/21/i255/13/6/1/8/6/3/41/i255/23/21/39/1/41/7/i255/26/6/1/41/i255/3/21/53/i255/10/11/12/i255/13/6/1/58/7/39/2/i255/22/9/6/23/21/8/i255/2/25/7/i255/13/6/1/8/6/3/41/i255/53/7/3/6/59 /60/61/62/63/61/62/64/65/i255/67/68/64/69/i255/70/71/72 /73/74/75/68/i255/76/75/77/78/79/80/81/68/i255/72/82/83/84/85/81/81/85/78/86/i255/87/88/75/79/88/85/75/89/68/i255/90/72/91/68/i255/92/70/93/90/76 /94/80/80/77/81/68/61/61/89/89/89/95/81/73/74/75/94/84/85/81/95/85/86/96/78/61/81/75/97/82/79/75/61/79/75/77/78/79/80/81/61/96/85/98/80/75/79/77/73/74/75/81/61/74/73/98/73/97/80/85/97/95/73/81/77/99/100/79/75/77/78/79/80/101/102/103/104/63/105/106/97/98/85/75/86/80/107/101/102/103/67/60/60/108/69/106/63/69/67/95/64/104/64/105/103/63/64/64/67/105/67/106/85/85/109/103/63/64/64/67/105/67/106/73/82/80/78/75/99/75/97/82/80/75/103/80/79/82/75/110/69/61/69280 CAPER Aggregator 2.0
Aggregates data from CAPERs
submitted to HUD by selected criteria
(project type and/or specific
question)
Filters for this report
Aggregate or detailed mode Aggregate
Year 2023
CAPER Project Type TIP: Hold down
the CTRL key on the keyboard and
click with the mouse in order to
select more than one choice. (all)
Programs
ESG: Garden Grove -
CA
Report executed on
8/20/2024 5:56:27
PM
Grant List
Jurisdiction Type Start Date End Date Current Status
ESG: Garden Grove - CA CAPER 7/1/2023 6/30/2024 Submitted Q04a: Project Identifiers in HMIS
Please select details mode in the
filters above to see Q4 information.
CSV uploads containing multiple
project rows in Q4 will display as
separate rows here using the same
value in Project Info Row ID.
Q05a: Report Validations Table
Category
Count of Clients for
DQ Count of Clients
Total Number of Persons Served 214 214
Number of Adults (Age 18 or Over) 142 142
Number of Children (Under Age 18) 72 72
Number of Persons with Unknown
Age 0 0
Number of Leavers 196 196
Number of Adult Leavers 134 134
Number of Adult and Head of
Household Leavers 134 134
Number of Stayers 18 18
Number of Adult Stayers 8 8
Number of Veterans 3 3
Number of Chronically Homeless
Persons 63 63
Number of Youth Under Age 25 3 3
281
Number of Parenting Youth Under
Age 25 with Children 2 2
Number of Adult Heads of Household 127 127
Number of Child and Unknown-Age
Heads of Household 0 0
Heads of Households and Adult
Stayers in the Project 365 Days or
More 0 0
Q06a: Data Quality: Personally
Identifying Information
Client Doesn't
Know/Prefers Not
to Answer
Information
Missing Data Issues Total % of Issue Rate
Name 0 0 0 0 0%
Social Security Number 28 1 1 30 14.02%
Date of Birth 0 0 0 0 0%
Race/Ethnicity 0 0 0 0 0%
Gender 0 0 0 0 0%
Overall Score 0 0 0 30 14.02%
Q06b: Data Quality: Universal Data
Elements
Data Element
Client Doesn't
Know/Prefers Not
to Answer
Information
Missing Data Issues Total % ofIssue Rate
Veteran Status 0 0 0 0 0%
Project Start Date 0 0 0 0 0%
Relationship to Head of Household 0 0 0 0 0%
Enrollment CoC 0 0 0 0 0%
Disabling Condition 2 0 5 7 3.27%
Q06c: Data Quality: Income and
Housing Data Quality
Data Element
Client Doesn't
Know/Prefers Not
to Answer
Information
Missing Data Issues Total % ofError Rate
Destination 0 98 0 98 50.00%
Income and Sources at Start 4 0 1 5 3.52%
Income and Sources at Annual
Assessment 0 0 0 0 0
Income and Sources at Exit 4 0 2 6 4.48%
282
Q06d: Data Quality: Chronic
Homelessness
Entering into project type
Count of Total
Records
Missing Timein
Institution
Missing Timein
Housing
ApproximateDate
Started
DK/R/missing
Number of Times
DK/R/missing
Number of
Months
DK/R/missi
ng
% of
RecordsUna
ble to
Calculate
ES-EE, ES-NbN, SH, Street Outreach 129 0 0 0 8 6 6.97%
TH 0 0 0 0 0 0 0
PH (All) 5 0 0 0 0 0 0
CE 0 0 0 0 0 0 0
SSO, Day Shelter, HP 8 0 1 0 0 0 0.13
Total 142 0 0 0 0 0 7.04%
Q06e: Data Quality: Timeliness
Time forRecordEntry
Number of
ProjectStart
Records
Number of
ProjectExit
Records
0 0
0 days 52 2
1-3 Days 78 66
4-6 Days 6 8
7-10 Days 9 4
11+ Days 20 116
Q06f: Data Quality: Inactive Records:
Street Outreach & Emergency
Shelter
Data Element # of Records
# ofInactive
Records
% ofInactive
Records
Contact (Adults and Heads of
Household in Street Outreach or ES -
NbN) 0 0 0
Bed Night (All Clients in ES - NbN) 0 0 0
Q07a: Number of Persons Served
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Adults 142 98 44 0 0
Children 72 0 72 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0
Data Not Collected 0 0 0 0 0
Total 214 98 116 0 0
For PSH & RRH – the total persons
served who moved into housing 2 0 2 0 0
Q07b: Point-in-Time Count of
Persons on the Last Wednesday
283
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
January 107 90 17 0 0
April 114 90 24 0 0
July 52 33 19 0 0
October 87 64 23 0 0
Q08a: Households Served
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Total Households 127 93 34 0 0
For PSH & RRH – the total households
served who moved into housing 1 0 1 0 0
Q08b: Point-in-Time Count of
Households on the Last Wednesday
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
January 91 85 6 0 0
April 94 87 7 0 0
July 38 32 6 0 0
October 69 62 7 0 0
Q09a: Number of Persons Contacted
Number of Persons Contacted
All Persons
Contacted
First contact –
NOT staying on
the Streets, ES-
EE, ES-NbN, or
SH
First contact –
WAS staying on
Streets, ES-EE, ES-
NbN, or SH
First contact –
Worker unable to
determine
Once 36 0 0 36
2-5 Times 0 0 0 0
6-9 Times 0 0 0 0
10+ Times 0 0 0 0
Total Persons Contacted 36 0 0 36
Q09b: Number of Persons Newly
Engaged
Number of Persons Engaged
All Persons
Contacted
First contact –
NOT staying on
the Streets, ES-
EE, ES-NbN, or
SH
First contact –
WAS staying on
Streets, ES-EE, ES-
NbN, or SH
First contact –
Worker unable to
determine
Once 36 0 0 36
2-5 Contacts 0 0 0 0
6-9 Contacts 0 0 0 0
10+ Contacts 0 0 0 0
Total Persons Engaged 36 0 0 36
Rate of Engagement 100.00% 0 0 100.00%
284
Q10a: Gender
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Woman 114 42 72 0 0
Man 100 56 44 0 0
Culturally Specific Identity 0 0 0 0 0
Transgender 0 0 0 0 0
Non-Binary 0 0 0 0 0
Questioning 0 0 0 0 0
Different Identity 0 0 0 0 0
Woman/Man 0 0 0 0 0
Woman/Culturally Specific Identity 0 0 0 0 0
Woman/Transgender 0 0 0 0 0
Woman/Non-Binary 0 0 0 0 0
Woman/Questioning 0 0 0 0 0
Woman/Different Identity 0 0 0 0 0
Man/Culturally Specific Identity 0 0 0 0 0
Man/Transgender 0 0 0 0 0
Man/Non-Binary 0 0 0 0 0
Man/Questioning 0 0 0 0 0
Man/Different Identity 0 0 0 0 0
Culturally Specific
Identity/Transgender 0 0 0 0 0
Culturally Specific Identity/Non-
Binary 0 0 0 0 0
Culturally Specific
Identity/Questioning 0 0 0 0 0
Culturally Specific Identity/Different
Identity 0 0 0 0 0
Transgender/Non-Binary 0 0 0 0 0
Transgender/Questioning 0 0 0 0 0
Transgender/Different Identity 0 0 0 0 0
Non-Binary/Questioning 0 0 0 0 0
Non-Binary/Different Identity 0 0 0 0 0
Questioning/Different Identity 0 0 0 0 0
More than 2 Gender Identities
Selected 0 0 0 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0
Data Not Collected 0 0 0 0 0
Total 214 98 116 0 0
Q10d: Gender by Age Ranges
Total Under Age 18 Age 18-24 Age 25-64 Age 65+
Client
Doesn't
Know/Pref
ers Not to
Answer
Data Not
Collected
Woman 114 42 3 60 9 0 0
Man 100 30 1 62 7 0 0
Culturally Specific Identity 0 0 0 0 0 0 0
285
Transgender 0 0 0 0 0 0 0
Non-Binary 0 0 0 0 0 0 0
Questioning 0 0 0 0 0 0 0
Different Identity 0 0 0 0 0 0 0
Woman/Man 0 0 0 0 0 0 0
Woman/Culturally Specific Identity 0 0 0 0 0 0 0
Woman/Transgender 0 0 0 0 0 0 0
Woman/Non-Binary 0 0 0 0 0 0 0
Woman/Questioning 0 0 0 0 0 0 0
Woman/Different Identity 0 0 0 0 0 0 0
Man/Culturally Specific Identity 0 0 0 0 0 0 0
Man/Transgender 0 0 0 0 0 0 0
Man/Non-Binary 0 0 0 0 0 0 0
Man/Questioning 0 0 0 0 0 0 0
Man/Different Identity 0 0 0 0 0 0 0
Culturally Specific
Identity/Transgender 0 0 0 0 0 0 0
Culturally Specific Identity/Non-
Binary 0 0 0 0 0 0 0
Culturally Specific
Identity/Questioning 0 0 0 0 0 0 0
Culturally Specific Identity/Different
Identity 0 0 0 0 0 0 0
Transgender/Non-Binary 0 0 0 0 0 0 0
Transgender/Questioning 0 0 0 0 0 0 0
Transgender/Different Identity 0 0 0 0 0 0 0
Non-Binary/Questioning 0 0 0 0 0 0 0
Non-Binary/Different Identity 0 0 0 0 0 0 0
Questioning/Different Identity 0 0 0 0 0 0 0
More than 2 Gender Identities
Selected 0 0 0 0 0 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0 0 0
Data Not Collected 0 0 0 0 0 0 0
Total 214 72 4 122 16 0 0
Q11: Age
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Under 5 11 0 11 0 0
5-12 44 0 44 0 0
13-17 17 0 17 0 0
18-24 4 3 1 0 0
25-34 28 14 14 0 0
35-44 36 22 14 0 0
45-54 29 20 9 0 0
55-64 29 26 3 0 0
65+ 16 13 3 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0
Data Not Collected 0 0 0 0 0
Total 214 98 116 0 0
286
Q12: Race and Ethnicity
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
American Indian, Alaska Native, or
Indigenous 0 0 0 0 0
Asian or Asian American 22 14 8 0 0
Black, African American, or African 17 9 8 0 0
Hispanic/Latina/e/o 48 2 46 0 0
Middle Eastern or North African 1 1 0 0 0
Native Hawaiian or Pacific Islander 0 0 0 0 0
White 53 38 15 0 0
Asian or Asian American & American
Indian, Alaska Native, or Indigenous 0 0 0 0 0
Black, African American, or African &
American Indian, Alaska Native, or
Indigenous 0 0 0 0 0
Hispanic/Latina/e/o & American
Indian, Alaska Native, or Indigenous 3 3 0 0 0
Middle Eastern or North African &
American Indian, Alaska Native, or
Indigenous 0 0 0 0 0
Native Hawaiian or Pacific Islander &
American Indian, Alaska Native, or
Indigenous 0 0 0 0 0
White & American Indian, Alaska
Native, or Indigenous 3 3 0 0 0
Black, African American, or African &
Asian or Asian American 0 0 0 0 0
Hispanic/Latina/e/o & Asian or Asian
American 0 0 0 0 0
Middle Eastern or North African &
Asian or Asian American 0 0 0 0 0
Native Hawaiian or Pacific Islander &
Asian or Asian American 1 1 0 0 0
White & Asian or Asian American 1 1 0 0 0
Hispanic/Latina/e/o & Black, African
American, or African 1 0 1 0 0
Middle Eastern or North African &
Black, African American, or African 0 0 0 0 0
Native Hawaiian or Pacific Islander &
Black, African American, or African 0 0 0 0 0
White & Black, African American, or
African 1 1 0 0 0
287
Middle Eastern or North African &
Hispanic/Latina/e/o 0 0 0 0 0
Native Hawaiian or Pacific Islander &
Hispanic/Latina/e/o 0 0 0 0 0
White & Hispanic/Latina/e/o 63 25 38 0 0
Native Hawaiian or Pacific Islander &
Middle Eastern or North African 0 0 0 0 0
White & Middle Eastern or North
African 0 0 0 0 0
White & Native Hawaiian or Pacific
Islander 0 0 0 0 0
Multiracial – more than 2
races/ethnicity, with one being
Hispanic/Latina/e/o 0 0 0 0 0
Multiracial – more than 2 races,
where no option is
Hispanic/Latina/e/o 0 0 0 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0
Data Not Collected 0 0 0 0 0
Total 214 98 116 0 0
Q13a1: Physical and Mental Health
Conditions at Start
Total Persons
Without
Children
Adults in HH with
Children & Adults
Children in HH with
Children & Adults
With Children and
Adults
With Only
Children
Unknown
Household
Type
Mental Health Disorder 55 47 7 1 0 0 0
Alcohol Use Disorder 9 9 0 0 0 0 0
Drug Use Disorder 11 11 0 0 0 0 0
Both Alcohol Use and Drug Use
Disorders 13 13 0 0 0 0 0
Chronic Health Condition 46 37 7 2 0 0 0
HIV/AIDS 3 3 0 0 0 0 0
Developmental Disability 27 20 0 7 0 0 0
Physical Disability 55 46 9 0 0 0 0
Q13b1: Physical and Mental Health
Conditions at Exit
Total Persons
Without
Children
Adults in HH with
Children & Adults
Children in HH with
Children & Adults
With Children and
Adults
With Only
Children
Unknown
Household
Type
Mental Health Disorder 52 47 4 1 0 0 0
Alcohol Use Disorder 9 9 0 0 0 0 0
Drug Use Disorder 11 11 0 0 0 0 0
Both Alcohol Use and Drug Use
Disorders 13 13 0 0 0 0 0
Chronic Health Condition 43 38 3 2 0 0 0
288
HIV/AIDS 3 3 0 0 0 0 0
Developmental Disability 25 20 0 5 0 0 0
Physical Disability 52 46 6 0 0 0 0
Q13c1: Physical and Mental Health
Conditions for Stayers
Total Persons
Without
Children
Adults in HH with
Children & Adults
Children in HH with
Children & Adults
With Children and
Adults
With Only
Children
Unknown
Household
Type
Mental Health Disorder 1 0 1 0 0 0 0
Alcohol Use Disorder 0 0 0 0 0 0 0
Drug Use Disorder 0 0 0 0 0 0 0
Both Alcohol Use and Drug Use
Disorders 0 0 0 0 0 0 0
Chronic Health Condition 3 0 3 0 0 0 0
HIV/AIDS 0 0 0 0 0 0 0
Developmental Disability 1 0 0 1 0 0 0
Physical Disability 3 0 3 0 0 0 0
Q14a: History of Domestic Violence,
Sexual Assault, Dating Violence,
Stalking, or Human Trafficking
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Yes 40 25 15 0 0
No 98 69 29 0 0
Client Doesn't Know/Prefers Not to
Answer 4 4 0 0 0
Data Not Collected 0 0 0 0 0
Total 142 98 44 0 0
Q14b: Most recent experience of
domestic violence, sexual assault,
dating violence, stalking, or human
trafficking
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Within the past three months 17 7 10 0 0
Three to six months ago 0 0 0 0 0
Six months to one year 3 3 0 0 0
One year ago, or more 17 12 5 0 0
Client Doesn't Know/Prefers Not to
Answer 3 3 0 0 0
Data Not Collected 0 0 0 0 0
Total 40 25 15 0 0
Q15: Living Situation
289
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Homeless Situations
Place not meant for habitation 104 77 27 0 0
Emergency shelter, including hotel or
motel paid for with emergency
shelter voucher, Host Home shelter 14 1 13 0 0
Safe Haven 1 0 1 0 0
Subtotal - Homeless Situations 119 78 41 0 0
Institutional Situations
Foster care home or foster care group
home 0 0 0 0 0
Hospital or other residential non-
psychiatric medical facility 0 0 0 0 0
Jail, prison, or juvenile detention
facility 0 0 0 0 0
Long-term care facility or nursing
home 0 0 0 0 0
Psychiatric hospital or other
psychiatric facility 1 1 0 0 0
Substance abuse treatment facility or
detox center 1 1 0 0 0
Subtotal - Institutional Situations 2 2 0 0 0
Temporary Situations
Transitional housing for homeless
persons (including homeless youth) 1 0 1 0 0
Residential project or halfway house
with no homeless criteria 0 0 0 0 0
Hotel or motel paid for without
emergency shelter voucher 2 2 0 0 0
Host Home (non-crisis) 0 0 0 0 0
Staying or living in a friend’s room,
apartment, or house 1 1 0 0 0
Staying or living in a family member’s
room, apartment, or house 5 5 0 0 0
Subtotal - Temporary Situations 9 8 1 0 0
Permanent Situations
Rental by client, no ongoing housing
subsidy 11 9 2 0 0
Rental by client, with ongoing housing
subsidy 0 0 0 0 0
Owned by client, with ongoing
housing subsidy 0 0 0 0 0
Owned by client, no ongoing housing
subsidy 1 1 0 0 0
Subtotal - Permanent Situations 12 10 2 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0
Data Not Collected 0 0 0 0 0
Subtotal - Other Situations 0 0 0 0 0
290
TOTAL 142 98 44 0 0
Q16: Cash Income - Ranges
Income at Start
Income at
Latest
AnnualAssessm
ent for Stayers
Income at Exit for
Leavers
No income 66 0 49
$1 - $150 0 0 0
$151 - $250 1 0 1
$251 - $500 10 0 10
$501 - $1000 20 0 16
$1,001 - $1,500 20 0 21
$1,501 - $2,000 14 0 12
$2,001+ 7 0 21
Client Doesn't Know/Prefers Not to
Answer 4 0 4
Data Not Collected 0 0 0
Number of Adult Stayers Not Yet
Required to Have an Annual
Assessment 0 8 0
Number of Adult Stayers Without
Required Annual Assessment 0 0 0
Total Adults 142 8 134
Q17: Cash Income - Sources
Income at Start
Income at
Latest
AnnualAssessm
ent for Stayers
Income at Exit for
Leavers
Earned Income 17 0 29
Unemployment Insurance 1 0 0
Supplemental Security Income (SSI) 26 0 27
Social Security Disability Insurance
(SSDI) 9 0 9
VA Service-Connected Disability
Compensation 0 0 0
VA Non-Service Connected Disability
Pension 0 0 0
Private Disability Insurance 0 0 0
Worker's Compensation 0 0 0
Temporary Assistance for Needy
Families (TANF) 12 0 12
General Assistance (GA) 11 0 11
Retirement Income from Social
Security 2 0 1
291
Pension or retirement income from a
former job 0 0 0
Child Support 4 0 7
Alimony and other spousal support 0 0 0
Other Source 1 0 2
Adults with Income Information at
Start and Annual Assessment/Exit 0 0 130
Q19b: Disabling Conditions and
Income for Adults at Exit
AO: Adult with
Disabling Condition
AO: Adult
without
Disabling
Condition AO: Total Adults
AO: % with Disabling
Condition by Source
AC: Adult with
Disabling
Condition
AC: Adult
without
Disabling
Condition
AC: Total
Adults
AC: % with
Disabling
Condition by
Source
UK: Adult
with
Disabling
Condition
UK: Adult
without
Disabling
Condition
UK: Total
Adults
UK: % with
Disabling
Condition by
Source
Earned Income 5 4 9 55.56% 2 18 20 10.00% 0 0 0 0
Unemployment Insurance 0 0 0 0 0 0 0 0 0 0 0 0
Supplemental Security Income (SSI) 21 1 22 95.45% 4 1 5 80.00% 0 0 0 0 Social Security Disability Insurance
(SSDI) 9 0 9 100.00% 0 0 0 0 0 0 0 0
VA Service-Connected Disability
Compensation 0 0 0 0 0 0 0 0 0 0 0 0
VA Non-Service-Connected Disability
Pension 0 0 0 0 0 0 0 0 0 0 0 0
Private Disability Insurance 0 0 0 0 0 0 0 0 0 0 0 0
Worker's Compensation 0 0 0 0 0 0 0 0 0 0 0 0
Temporary Assistance for Needy
Families (TANF) 0 0 0 0 6 6 12 50.00% 0 0 0 0
General Assistance (GA) 7 2 9 77.78% 2 0 2 100.00% 0 0 0 0 Retirement Income from Social
Security 1 0 1 100.00% 0 0 0 0 0 0 0 0
Pension or retirement income from a
former job 0 0 0 0 0 0 0 0 0 0 0 0
Child Support 0 0 0 0 2 5 7 28.57% 0 0 0 0
Alimony and other spousal support 0 0 0 0 0 0 0 0 0 0 0 0 Other source 0 0 0 0 1 1 2 50.00% 0 0 0 0
No Sources 35 11 46 76.09% 1 1 2 50.00% 0 0 0 0
Unduplicated Total Adults 76 18 94 11 25 36 0 0 0
Q20a: Type of Non-Cash Benefit
Sources
Benefit at Start
Benefit at
Latest
AnnualAssessm
ent for Stayers
Benefit at Exit for
Leavers
292
Supplemental Nutrition Assistance
Program (SNAP) (Previously known as
Food Stamps) 91 0 91
Special Supplemental Nutrition
Program for Women, Infants, and
Children (WIC) 4 0 4
TANF Child Care Services 0 0 0
TANF Transportation Services 0 0 0
Other TANF-Funded Services 0 0 1
Other Source 0 0 0
Q21: Health Insurance
At Start
At Annual
Assessmentfor
Stayers At Exit for Leavers
MEDICAID 170 0 153
MEDICARE 15 0 14
State Children’s Health Insurance
Program 5 0 5
Veteran's Health Administration
(VHA) 1 0 1
Employer-Provided Health Insurance 0 0 0
Health Insurance obtained through
COBRA 0 0 0
Private Pay Health Insurance 1 0 1
State Health Insurance for Adults 12 0 11
Indian Health Services Program 0 0 0
Other 1 0 1
No Health Insurance 8 0 8
Client Doesn't Know/Prefers Not to
Answer 7 0 7
Data Not Collected 0 0 0
Number of Stayers Not Yet Required
to Have an Annual Assessment 0 18 0
1 Source of Health Insurance 193 0 176
More than 1 Source of Health
Insurance 6 0 5
Q22a2: Length of Participation – ESG
Projects
Total Leavers Stayers
0 to 7 days 0 0 0
8 to 14 days 2 2 0
15 to 21 days 6 2 4
22 to 30 days 19 19 0
31 to 60 days 37 37 0
61 to 90 days 3 3 0
91 to 180 days 57 43 14
181 to 365 days 59 59 0
366 to 730 days (1-2 Yrs) 31 31 0
293
731 to 1,095 days (2-3 Yrs) 0 0 0
1,096 to 1,460 days (3-4 Yrs) 0 0 0
1,461 to 1,825 days (4-5 Yrs) 0 0 0
More than 1,825 days (> 5 Yrs) 0 0 0
Total 214 196 18
Q22c: Length of Time between
Project Start Date and Housing Move-
in Date
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
7 days or less 0 0 0 0 0
8 to 14 days 0 0 0 0 0
15 to 21 days 0 0 0 0 0
22 to 30 days 0 0 0 0 0
31 to 60 days 0 0 0 0 0
61 to 90 days 2 0 2 0 0
91 to 180 days 0 0 0 0 0
181 to 365 days 0 0 0 0 0
366 to 730 days (1-2 Yrs) 0 0 0 0 0
Total (persons moved into housing) 2 0 2 0 0
Average length of time to housing 87 0 87 0 0
Persons who were exited without
move-in 10 0 10 0 0
Total persons 12 0 12 0 0
Q22d: Length of Participation by
Household Type
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
7 days or less 0 0 0 0 0
8 to 14 days 2 0 2 0 0
15 to 21 days 6 0 6 0 0
22 to 30 days 19 1 18 0 0
31 to 60 days 37 7 30 0 0
61 to 90 days 3 1 2 0 0
91 to 180 days 57 12 45 0 0
181 to 365 days 59 48 11 0 0
366 to 730 days (1-2 Yrs) 31 29 2 0 0
731 days or more 0 0 0 0 0
Total 214 98 116 0 0
Q22e: Length of Time Prior to
Housing - based on 3.917 Date
Homelessness Started
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
7 days or less 44 1 43 0 0
8 to 14 days 3 0 3 0 0
15 to 21 days 0 0 0 0 0
294
22 to 30 days 0 0 0 0 0
31 to 60 days 0 0 0 0 0
61 to 90 days 7 0 7 0 0
91 to 180 days 19 0 19 0 0
181 to 365 days 11 0 11 0 0
366 to 730 days (1-2 Yrs) 8 0 8 0 0
731 days or more 43 1 42 0 0
Total 57 0 57 0 0
Not yet moved into housing 10 0 10 0 0
Data not collected 3 0 3 0 0
Total persons 109 1 108 0 0
Q22f: Length of Time between
Project Start Date and Housing Move-
in Date by Race and Ethnicity
American Indian,
Alaska Native, or
Indigenous
Asian or Asian
American
Black, African
American, or
African Hispanic/ Latina/e/o
Middle Eastern or
North African
Native
Hawaiian
or Pacific
Islander White
At Least 1
Race and
Hispanic/Latin
a/e/o
Multi-racial
(does not
include
Hispanic/La
tina/e/o)
Unknown
(Don’t
Know,
Preferred
not to
Answer,
Data not
Collected)
Persons Moved Into Housing 0 0 0 0 0 0 2 0 0 0
Persons Exited Without Move-In 0 0 0 0 0 0 0 0 0 0
Average time to Move-In 0 0 0 0 0 0 87 0 0 0
Median time to Move-In Cannot calculate
Cannot
calculate Cannot calculate Cannot calculate Cannot calculate Cannot
calculate
Cannot
calculate
Cannot
calculate
Cannot
calculate
Cannot
calculate
Q22g: Length of Time Prior to
Housing by Race and Ethnicity -
based on 3.917 Date Homelessness
Started
American Indian,
Alaska Native, or
Indigenous
Asian or Asian
American
Black, African
American, or
African Hispanic/ Latina/e/o
Middle Eastern or
North African
Native
Hawaiian
or Pacific
Islander White
At Least 1
Race and
Hispanic/Latin
a/e/o
Multi-racial
(does not
include
Hispanic/La
tina/e/o)
Unknown
(Don’t
Know,
Preferred
not to
Answer,
Data not
Collected)
Persons Moved Into Housing 0 8 7 45 0 0 12 24 0 0
Persons Not Yet Moved Into Housing 0 0 0 0 0 0 0 10 0 0 Average time to Move-In 0 1 485 32.91 0 0 280 198 0 0
Median time to Move-In Cannot calculate
Cannot
calculate Cannot calculate Cannot calculate Cannot calculate Cannot
calculate
Cannot
calculate
Cannot
calculate
Cannot
calculate
Cannot
calculate
Q23c: Exit Destination
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
295
Homeless Situations
Place not meant for habitation (e.g., a
vehicle, an abandoned building,
bus/train/subway station/airport or
anywhere outside) 1 1 0 0 0
Emergency shelter, including hotel or
motel paid for with emergency
shelter voucher, Host Home shelter 5 0 5 0 0
Safe Haven 0 0 0 0 0
Subtotal - Homeless Situations 6 1 5 0 0
Institutional Situations
Foster care home or foster care group
home 0 0 0 0 0
Hospital or other residential non-
psychiatric medical facility 0 0 0 0 0
Jail, prison, or juvenile detention
facility 0 0 0 0 0
Long-term care facility or nursing
home 0 0 0 0 0
Psychiatric hospital or other
psychiatric facility 0 0 0 0 0
Substance abuse treatment facility or
detox center 0 0 0 0 0
Subtotal - Institutional Situations 0 0 0 0 0
Temporary Situations
Transitional housing for homeless
persons (including homeless youth) 1 1 0 0 0
Residential project or halfway house
with no homeless criteria 0 0 0 0 0
Hotel or motel paid for without
emergency shelter voucher 6 0 6 0 0
Host Home (non-crisis) 0 0 0 0 0
Staying or living with family,
temporary tenure (e.g., room,
apartment, or house) 4 0 4 0 0
Staying or living with friends,
temporary tenure (e.g., room,
apartment, or house) 2 2 0 0 0
Moved from one HOPWA funded
project to HOPWA TH 0 0 0 0 0
Subtotal - Temporary Situations 13 3 10 0 0
Permanent Situations
Staying or living with family,
permanent tenure 0 0 0 0 0
Staying or living with friends,
permanent tenure 0 0 0 0 0
Moved from one HOPWA funded
project to HOPWA PH 0 0 0 0 0
Rental by client, no ongoing housing
subsidy 57 7 50 0 0
296
Rental by client, with ongoing housing
subsidy 22 0 22 0 0
Owned by client, with ongoing
housing subsidy 0 0 0 0 0
Owned by client, no ongoing housing
subsidy 0 0 0 0 0
Subtotal - Permanent Situations 79 7 72 0 0
Other Situations
No Exit Interview Completed 98 87 11 0 0
Other 0 0 0 0 0
Deceased 0 0 0 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0
Data Not Collected 0 0 0 0 0
Subtotal - Other Situations 98 87 11 0 0
Total 196 98 98 0 0
Total persons exiting to positive
housing destinations 82 10 72 0 0
Total persons whose destinations
excluded them from the calculation 0 0 0 0 0
Percentage 41.84% 10.20% 73.47% 0 0
Q23d: Exit Destination – Subsidy
Type of Persons Exiting to Rental by
Client With An Ongoing Subsidy
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
GPD TIP housing subsidy 0 0 0 0 0
VASH housing subsidy 0 0 0 0 0
RRH or equivalent subsidy 16 0 16 0 0
HCV voucher (tenant or project
based) (not dedicated) 2 0 2 0 0
Public housing unit 0 0 0 0 0
Rental by client, with other ongoing
housing subsidy 4 0 4 0 0
Housing Stability Voucher 0 0 0 0 0
Family Unification Program Voucher
(FUP) 0 0 0 0 0
Foster Youth to Independence
Initiative (FYI) 0 0 0 0 0
Permanent Supportive Housing 0 0 0 0 0
Other permanent housing dedicated
for formerly homeless persons 0 0 0 0 0
TOTAL 22 0 22 0 0
Q23e: Exit Destination Type by Race
and Ethnicity
297
Total
American
Indian, Alaska
Native, or
Indigenous
Asian or Asian
American
Black, African
American, or African
Hispanic/
Latina/e/o
Middle
Eastern or
North
African
Native
Hawaiian or
Pacific
Islander White
At Least 1
Race and
Hispanic/La
tina/e/o
Multi-racial
(does not
include
Hispanic/Lat
ina/e/o)
Unknown
(Don’t
Know,
Preferred
not to
Answer,
Data not
Collected)
Homeless Situations 6 0 0 0 0 0 0 1 5 0 0
Institutional Situations 0 0 0 0 0 0 0 0 0 0 0
Temporary Housing Situations 13 0 0 3 0 0 0 5 5 0 0
Permanent Housing Situations 79 0 4 2 37 0 0 11 25 0 0
Other 98 0 14 12 0 1 0 35 30 6 0
Total 196 0 18 17 37 1 0 52 65 6 0
Q24a: Homelessness Prevention
Housing Assessment at Exit
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Able to maintain the housing they
had at project start--Without a
subsidy 12 6 6 0 0
Able to maintain the housing they
had at project start--With the subsidy
they had at project start 0 0 0 0 0
Able to maintain the housing they
had at project start--With an on-going
subsidy acquired since project start 0 0 0 0 0
Able to maintain the housing they
had at project start--Only with
financial assistance other than a
subsidy 0 0 0 0 0
Moved to new housing unit--With on-
going subsidy 0 0 0 0 0
Moved to new housing unit--Without
an on-going subsidy 0 0 0 0 0
Moved in with family/friends on a
temporary basis 0 0 0 0 0
Moved in with family/friends on a
permanent basis 0 0 0 0 0
Moved to a transitional or temporary
housing facility or program 0 0 0 0 0
Client became homeless – moving to
a shelter or other place unfit for
human habitation 0 0 0 0 0
Jail/prison 0 0 0 0 0
Deceased 0 0 0 0 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0 0
298
Data not collected (no exit interview
completed) 0 0 0 0 0
Total 12 6 6 0 0
Q24d: Language of Persons Requiring
Translation Assistance
Language Response (Top 20
Languages Selected)
Total Persons
Requiring
Translation
Assistance
Language
Name1
367 6 Spanish
259 1 Korean
407 1 Vietnamese
Different Preferred Language 1
Total 9
Q25a: Number of Veterans
Total
Without
Children
With Children and
Adults
Unknown Household
Type
Chronically Homeless Veteran 1 1 0 0
Non-Chronically Homeless Veteran 2 2 0 0
Not a Veteran 139 95 44 0
Client Doesn't Know/Prefers Not to
Answer 0 0 0 0
Data Not Collected 0 0 0 0
Total 142 98 44 0
Q26b: Number of Chronically
Homeless Persons by Household
Total
Without
Children
With Children and
Adults With Only Children
Unknown
Household Type
Chronically Homeless 63 48 15 0 0
Not Chronically Homeless 144 43 101 0 0
Client Doesn't Know/Prefers Not to
Answer 7 7 0 0 0
Data Not Collected 0 0 0 0 0
Total 214 98 116 0 0
299
Item 383/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Samuel Kim
Dept:
City Manager Dept: Public Works
Date: 9/24/2024
Subject: Authorization of the issuance of a purchase order to Olathe Ford, Inc. for the purchase of nine (9) Police patrol vehicles and four (4) Police administrative vehicles. (Cost: $721,942.48) (Action Item)
OBJECTIVE
To secure City Council authorization to purchase nine (9) new police patrol vehicles and four (4) police admin vehicles from Olathe Ford Inc. through the Institute for Public Procurement (NIGP), Cooperative Bid Contract # Mid-America 62-63.
BACKGROUND
Fleet Services maintains a pool of nine Police Patrol vehicles in its reserves pool. This practice minimizes interruption to services due to unexpected vehicle loss. Vehicles are rotated in and out of the reserves pools throughout the year for repairs, replacement, update or other maintenance requirements. The nine patrol vehicles currently in the reserves pool are eligible for replacement based on the City’s Fleet Management Policy. Additionally, there are four (4) Police administrative vehicles that have met the guidelines for replacement during the current fiscal year. All of the 13 vehicle replacements were approved through the FY 2024-25 budget process.
DISCUSSION
Experience has shown that the City’s buying power is enhanced through joining with other public agencies to purchase police fleet vehicles. Efforts to obtain a quote from a local Ford dealer were unsuccessful, as there are no Ford dealers within the city l imits. City staff recommends “piggybacking” on an NIGP Cooperative Bid, conducted by Clay County, Missouri, which awarded the contract to Olathe Ford, Inc. in Kansas, Contract # Mid-America 62-63, dated September 26, 2023. The Clay County contract had pricing for the Ford Explorer’s as “TBD” as the pricing was not released at the time. Staff obtained a quote from Olathe Ford recently, the pricing received was consistent with pricing obtained from another cooperative purchasing venues, Sourcewell, and a past vendor, National Auto Fleet Group.
300
Item 383/2024
Olathe Ford Inc. $56,074.44 each*
(Police patrol vehicles)
Olathe Ford Inc. $54,318.13 each* (Police admin vehicles)
* This price includes all applicable tax and destination charges.
FINANCIAL IMPACT
The total cost of procuring the 13 Police replacement vehicles is $721,942.48. This amount is budgeted in and will be paid from the Fleet Management internal service fund. The surplus vehicles will be sold at public auction, and proceeds will be deposited in the Fleet fund.
RECOMMENDATION
It is recommended that the City Council:
Authorize the Finance Director to issue a purchase order in the amount of $721,942.48 to Olathe Ford INC. for the purchase of nine (9) new police patrol vehicles and four (4) police admin vehicles.
By: Steve Sudduth, Public Works Supervisor
ATTACHMENTS
1. Patrol Vehicle Quote - Olathe Fleet
2. Patrol Vehicle Quote - National Auto Fleet
3. Admin Vehicle Quote - Olathe Fleet
4. Admin Vehicle Quote - National Auto Fleet
5. Contract IFB
6. Contract Renewal
301
COOPERATIVE CONTRACT # MID-AMERICA 62-23
QUOTE DATE: 8/27/2024
SANDRA GONZALEZ CUSTOMER: GARDEN GROVE
1845 E Santa Fe CONTACT: STEVE SUDDUTH
Olathe, KS 66062
Cell: 505-850-5504 REFERENCE: PATROL UNITS
Email: [email protected]
LEAD TIME: INCOMING
LINE ITEM ORDER CODE DESCRIPTION PRICE
1 K8A 2025 FORD POLICE INTERCEPTOR 49,515.00$
2 UM AGATE BLACK INC
3 99B 3.3L V6 ENGINE INC
4 44U AUTOMATIC TRANSMISSION INC
5 9W FRONT CLOTH/REAR VINYL INC
6 51S DUAL SPOTLIGHTS - LED INC
7 76D DEFLECTOR PLATE INC
8 59B KEYED ALIKE - 1284X INC
9 52P HIDDEN DOOR LOCK PLUNGER INC
10 87M 8" REAR CAMERA MINI PICTURE IN PICTURE INC
11 85R REAR CONSOLE PLATE INC
12 500A POLICE TRIM INC
13 60R NOISE SUPRESSION GROUND STRAPS INC
14 DIO BLACK AND WHITE PAINT 1,350.00$
15 TAXABLE TOTAL 50,865.00$
SALES TAX 4,450.69$
REGISTRATION
TIRE TAX 8.75$
DROPSHIP 750.00$
TOTAL PER UNIT 56,074.44$
QUANTITY OF UNITS 9
PO TOTAL 504,669.94$
OLATHE FORD, INC.
302
303
304
305
306
307
308
309
310
311
312
COOPERATIVE CONTRACT # MID-AMERICA 62-23
QUOTE DATE: 8/27/2024
SANDRA GONZALEZ CUSTOMER: GARDEN GROVE
1845 E Santa Fe CONTACT: STEVE SUDDUTH
Olathe, KS 66062
Cell: 505-850-5504 REFERENCE: U/C UNITS
Email: [email protected]
LEAD TIME: INCOMING
LINE ITEM ORDER CODE DESCRIPTION PRICE
1 K8A 2025 FORD POLICE INTERCEPTOR 49,250.00$
2 JM CARBONIZED GRAY (1) /AGATE BLACK (3) INC
3 99B 3.3L V6 ENGINE INC
4 44U AUTOMATIC TRANSMISSION INC
5 FW CLOTH FRONT AND REAR INC
6 65U INTERIOR UPGRADE PACKAGE INC
7 76D DEFLECTOR PLATE INC
8 16D BADGE DELETE INC
9 66A FRONT HEADLAMP LIGHTING SOLUTION INC
10 18D GLOBAL LOCK/UNLOCK INC
11 16C INTERIOR FLOOR CARPETING INC
12 63V STORAGE VAULT INC
13 60R NOISE SUPRESSION GROUND STRAPS INC
14 85D FRONT CONSOLE PLATE DELETE INC
15 64E 18" ALUMINUM WHEELS INC
TAXABLE TOTAL 49,250.00$
SALES TAX 4,309.38$
REGISTRATION
TIRE TAX 8.75$
DROPSHIP 750.00$
TOTAL PER UNIT 54,318.13$
QUANTITY OF UNITS 4
PO TOTAL 217,272.50$
OLATHE FORD, INC.
313
314
315
316
317
318
319
320
321
322
323
CLAY COUNTY
PURCHASING DEPARTMENT
INVITATION FOR BID (IFB)
IFB No.: 49-19 PURCHASING STAFF: Patrick West, Purchasing Specialist TITLE: MACPP 2020 MODEL YEAR METRO VEHICLE BID PHONE No.: (816) 407-3630 ISSUE DATE: 9/16/2019 E- MAIL: [email protected]
BID RESPONSES MUST BE RECEIVED BY NO LATER THAN (“CLOSE/RETURN DATE and TIME”):
TUESDAY OCTOBER 22, 2019 AT 2:00 PM CENTRAL TIME
SUBMITTAL INSTRUCTIONS: In effort to support the County’s initiative for conservation, it is preferred that bids be submitted via www.PublicPurchase.com. Sealed bids may be delivered to the Clay County Purchasing Office prior to the return date and time. Print the Sealed Bid Label found in Attachment 1 or type IFB Number, IFB Title and Return Due Date on the lower left hand corner of the envelope or package. In order for a bid to be considered complete, the Clay County document must be completed in its entirety. The cover page MUST be completed, all pages MUST be initialed and the Terms and Conditions Acknowledgement Form MUST be signed.
RETURN PROPOSAL TO:
US MAIL /DELIVER TO: CLAY COUNTY PURCHASING DEPARTMENT
1 COURTHOUSE SQUARE
3rd Floor COMMISSION DESK
LIBERTY, MO 64068
COURIER/DELIVER
TO:
CLAY COUNTY ~ PURCHASING DEPARTMENT
16 W. FRANKLIN, SUITE 16-B
LIBERTY, MO 64068
AGREEMENT PERIOD: DATE OF AWARD THROUGH ONE YEAR; WITH FOUR ONE-YEAR RENEWALS DELIVER SUPPLIES/SERVICES/INVOICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:
Countywide
Clay County Administration Building
1 Courthouse Square
Liberty, MO 64068
By signing this IFB c over page, the Vendor shall hereby declare understanding, Agreement and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein and the Agreement Terms and Conditions. The Vendor shall further agree that the language of this IFB shall govern in the event of a conflict with their bid. In addition, the Vendor shall further agree that upon receipt of an authorized purchase order from Clay County or when an Official Action is signed and issued by an authorized official of Clay County, a binding Agreement shall exist betw een the Ve
ndor and Clay County. SIGNATURE REQUIRED
Company Name Authorized Representative (Print) Title
Street Address Authorized Signature
City/State/Zip County Date Company Tax ID No.
Telephone No. Facsimile No. E-Mail
☐Corporation ☐Individual ☐State/Local Government ☐Partnership ☐Sole Proprietor ☐IRS Tax-Exempt Vendor Tax Filing Type with IRS (Check One)
Debi Jones
Johnson
[email protected]
Olathe Ford
Debi Jones
Sales
1845 E Santa Fe
10/22/2019
48-0720233
Olathe KS 66062
913-782-0881
324
IFB No: 49-19 Page 2 of 28
Vendor’s Initials: ________
1. INTRODUCTION AND GENERAL INFORMATION
Thi
s section of the IFB includes a brief introduction and background information about the intended acquisition for which the requirements herein are written. The contents of this section are intended for informational purposes and do not require a response.
Su
bmittal instructions and Determination of Award information can be found on our website by clicking the following link https://www.claycountymo.gov/departments/purchasing#Current Solicitations
1.1 P
urpose:
1.1. 1 This document constitutes a request for competitive, sealed proposals from prospective Vendors for MACPP 2020 Model Year Metro Vehicle Bid in accordance with the requirements and provisions stated herein.
1.1. 2 Document Contents: This document is divided into the following parts:
Sect
ion 1: Introduction and General Information
Section 2: Scope of Work
Section 3: Agreement Terms and Conditions Acknowledgement Form Exhibit A: Pricing
Exhibit B: Experience and Expertise
Exhibit C: Lease Terms Information
Exhibit D: Miscellaneous Information
Atta
chment 1: Sealed Bid Label
Attachment 2: List of Participating Agencies
Attachment 3: Jackson County Review Compliance Form
Attachment 4: Jackson County Affidavit Form
1.2 Pre-Bid Meeting (Non-Mandatory):
1.2.1 A Non-Mandatory Pre-Bid Meeting regarding this Invitation for Bid will be held on Wednesday, October 2, 2019 beginning at 2:00 pm Central Time at Clay County Administration Building, 1 Courthouse Square; 3rd Floor Commission Hearing Room Liberty, MO 64068.
1.2. 2 The IFB will be used as the agenda for the Pre-Bid Meeting.
1.2. 3 Pre-Bid Meeting IFB Questions: All potential Vendors are encouraged to participate in the Pre -Bid Meeting as it will be used as a forum for questions, communications, and discussions regarding the IFB. The Vendor should become familiar with the IFB and develop all questions prior to the Meeting in order to ask questions and otherwise participate in the public communications regarding the IFB. a. Pr
ior Communication – Prior to the Pre -Bid Meeting, the Vendor may submit written communications and/or questions regarding the IFB to [email protected]. S uch prior communication will provide Clay County with insight into areas of the IFB which may be brought up for discussion during the Meeting and which may require clarificati on. b. During the Pre -Bid Meeting, the County will attempt to respond to all previously received questions/concerns regarding the IFB but it shall be the sole responsibility of the Vendor to orally address any issues previously presented to the County by the Vendor that the County may have failed to address.
c. Addendum to the IFB – Any changes needed to the IFB as a result of discussions from the Pre -Bid Meeting will be accomplished as an addendum to the IFB. Formal minutes of the Meeting shall not be maintained. Any questions that require a revision to the IFB shall be accomplished as an amendment to the IFB.
dj
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IFB No: 49-19 Page 3 of 28
Vendor’s Initials: ________
1.3 Questions:
1.3.1 Questions relating to the IFB must be submitted via the www.PublicPurchase.com website or emailed to [email protected]
1.3.2 All questions and issues should be submitted no later than Friday October 11, 2019. If not received prior to the aforementioned date, the County may not be able to fully research and consider the respective questions or issues.
1.4 Background Information:
1.4.1 The Mid-America Council of Public Procurement (MACPP) was founded in October 1982 to meet and serve the needs of area public purchasing professionals.
a. The chapter was chartered as the 31st chapter of NIGP on January 3, 1983. b. The 35 original charter members of MACPP were a diverse group of men and women representing many public sector agencies from both sides of the Missouri/Kansas border - 21 were from Missouri and 14 from Kansas.
1.4.2 Over the past 30 years, this Vehicle Metro Bid has been utilized as a resource for the various members of the MACPP to obtain cooperative purchasing power of vehicles and take advantage of cost savings that a cooperative bid is able to provide.
a. For the previous 3 years, the MACPP Vehicle Metro Bid has been handled by Johnson County, Kansas and its Treasury and Financial Management Department, through Dale Bauer, Senior Purchasing Administrator.
1.4.3 Energy Conservation and Fuel Alternative information has been provided through cooperation with the Kansas City Regional Clean Cities Coalition; (www.cleancities.energy.gov/coalitions/kansas -city ) housed at the
Metropolitan Energy Center ; (www.metroenergy.org) and their efforts to provide information on a variety of sustainable resources and cleaner burning fuel options. a. For additional resources and motivation for sustai nable and alterative purchasing check with Metro Kansas City Climate Action Coalition; www.mkccac.org.
1. MKCCAC’s mission is to enact and foster proactive strategies, systems and structures within the Metro KC region that will drawdown greenhouse gases, improve climate resiliency and generate corresponding economic, social, health and quality of life benefits.
1.4.4 While this current Invitation for Bid is very comprehensive, it is not practical nor the intent to price every conceivable option/vehicle configuration.
a. Buyers are encouraged to contact dealers for additional information and to confirm pricing prior t o placing an order.
b. Agencies and/or other Jurisdictions are encouraged to review the “low overall price” before buying a vehicle.
c. Options added to the base bid amount may change the “low overall price” and therefore, the lowest priced dealer.
1.4.5 Although an attempt has been made to provide accurate and up- to-date information, Clay County does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this Invitation for Bid.
1.5 Estimated Quantities:
1.5.1 The County shall not guarantee any minimum or maximum amount of the Vendor’s products/services that may be required under the Agreement.
a. The Vendor shall provide products/services on an as needed, if needed basis. b. The County shall not guarantee any usage of the Agreement whatsoever. dj
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IFB No: 49-19 Page 4 of 28
Vendor’s Initials: ________
2. SCOPE OF WORK
The general terms and conditions described herein apply to all transactions on material, equipment, or supplies. By submitting a bid, the Vendor agrees to be bound by these terms and conditions for the term of the Agreement. These terms and conditions shall prevail unless otherwise modified by the County within this bid document.
The intent of this invitation to
bid to solicit bids and award price agreements for the 2020 model year cars, trucks, vans, and cab and chassis required by the participating entities named in this document. The price agreement period will be binding for the initial model year period, with the possibility of four, one-year extensions.
2.1 Specific Requirements:
2.1.1 The Vendor shall provide a MACPP 2020 Model Year Metro Vehicle Bid , which meets or exceeds the specifications contained in this document.
2.1.2 Vehicle Minimum Specification sheets for each item are attached. a. See Exhibit A; Pricing Table 1: Required Pricing
b. Incomplete bids may be rejected.
c. Vendor responses must be legible or the bid may be rejected.
2.1.3 Vendors must comply with all special requirements of the participating E ntities, Agencies and/or Jurisdictions including any Occupational or Business License requirements.
2.1.4 Vehicles shall be the latest models in standard production, as ordinarily furnished to the general public, except as otherwise specified herein.
a. Dealer shall submit production schedules with the bid package.
b. The County may permit the substitution of a new replacement model or a new replacement product line if the model, series or the product line originally awarded becomes unavailable, is discontinued, replaced, etc., by the OEM.
c. The awarded price, as well as, any discounts will continue to be applied to the MSRP for the replacement. d. This Invitation for Bid and the resultant award covers the outright purchase of new, current model year vehicles.
1. Under no circumstances may "Demos" or "Used" or “Pre-Owned” or prior model year vehicles be sold under this Agreement.
2.1.5 All safety items and air pollution controls as required by Federal and State Statute and regulations shall be included on the vehicle when delivered.
a. Options requested shall not be in conflict with or construed as modifying these statutes or regulations.
2.1.6 All vehicles shall be corrosion protected, and a copy of the manufacturer’s corrosion warranty and any applicable sticker shall be provided to the purchasing agency with delivery of vehicle.
2.1.7 The Manufacturer’s Standard Factory Warranty shall apply to all vehicles. a. The Vendor shall warrant the vehicle and furnish equipment against part failure or malfunction due to design, construction or installation error, defective workmanship, and missing or incorrect parts for a minimum of twelve (12) months.
b. However, if the Vendor receives from any supplier additional warranty on the whole or any components of the vehicle in the form of time or mileage, including any pro -rate arrangements, or the Vendor dj
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IFB No: 49-19 Page 5 of 28
Vendor’s Initials: ________
generally extends to their commercial customers a greater or extended coverage, the Lead Agency shall receive corresponding warranty benefits.
c. The manufacturer's standard warranty shall be honored by all manufacturers’ dealers in Missouri and Kansas.
d. A properly executed Warranty must be delivered with the vehicle. e. The Warranty shall not become effective until the unit is placed in service.
2.1.8 Corporate Average Fuel Economy (CAFE) Standard Requirement:
a. The Vendor shall only provide vehicles under Agreement from manufacturers that meet the federal government’s Corporate Average Fuel Economy (CAFE) standard as established by the National Highway Traffic Safety Administration (NHTSA) for the respective class of vehicle stated in the IFB. b. The Vendor shall provide the Miles Per Gallon (MPG) or electric vehicle MPG equivalent (MPGe) ratings for each vehicle bid.
2.1.9 Alternative Fuel Options
a. Vendors should respond with an alternative fuel option where possible, as there is an expanded emphasis on alternative fuel options this year.
1. See Exhibit A; Pricing Table 3: Optional Pricing: Alternative Fuel Options. b. Gaseous Fuels (CNG and LPG)
1. Propane and CNG are less energetic fuels than petroleum diesel and require more gallon -equivalents to do the same work.
i. However, developments with engine efficiencies are closing that gap. ii. Both are far cleaner than diesel vehicles, and do not require emissions fluid, particulate filters or other specialized emissions equipment.
2. In most cases, both CNG and LPG are less expensive that diesel or gasoline. i. As a rule, engines using them last longer than equivalent diesel models. ii. However, using either fuel means employee training and certification, along with possible facility modifications.
3. Compressed hydrogen is a zero emission fuel option that is not readily available in the KC metro a nd is prohibitively expensive to pilot.
c. Compressed Natural Gas (CNG)
1. CNG can be used in all weight classes in vehicles built or converted to run on CNG . i. These can be dedicated (CNG only) or bi-fuel (powered by both CNG and gasoline).
2. CNG requires dedicated fueling sites.
i. These can be fast-fill, which fills the tanks in similar time as diesel, or time-fill, using a low pressure connection to fuel many fleet vehicles at once, typically overnight. ii. Existing public and shared private CNG fueling stations in the KC metro may help meet a new fleet need for CNG fueling.
d. Propane Autogas (LPG or autogas)
1. Propane is available for light and medium vehicle classes. i. Vehicles may be built or converted to run on propane in either dedicated or bi-fuel configuration.
2. Propane is stored in liquid form and dispensed from fueling stations or trucks . i. Public LPG fueling stations are rare, due to State dispensing codes, and may be limited by hours of operation.
ii. Dedicated fleet stations are relatively inexpensive iii. Not all propane distributors are equipped to assist a fleet with Autogas, so ask around.
3. Propane is a fossil fuel; renewable propane is a new development i. Like CNG, it is odorless but scented by distributors for safety. dj
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ii. Propane is heavier than air and non-toxic, and in most cases does not require garage modifications.
e. Plug-In Electric Vehicles
1. Plug-In Hybrid Electric Vehicles (PHEVs) combine an electric motor and gasoline engine . i. Unlike conventional hybrids, PHEVs can travel anywhere from 15 to 50 miles on electric power alone.
2. Battery Electric Vehicles (BEVs) are fully electric and use no petroleum fuels. i. BEVs can travel between roughly 100 and 300 miles per OEM specs, though weather and HV AC use will limit estimated ranges.
3. Charging times range from 1-2 hours for PHEV or 4-8 for light duty BEVs using Level 2 systems. i. PHEV may not use high-speed DC chargers.
ii. BEV equipped with J1772/SAE combo or CHADEMO DCFC options can charge in 20 -50 minutes using high-speed chargers.
4. Most PHEVs and BEVs now on the market are passenger cars, SUVs and light trucks, though the variety of electrified medium-duty trucks, buses and shuttles offered by OEMs is increasing rapidly. f. Mid-Level and High-Level Ethanol Blends
1. E85 refers to blends of ethanol and gasoline ranging from 51% to 83% ethanol content by volume. i. Ethanol content varies, depending on the season, but E85 is always marketed as E85, and generally costs 25-40% less than regular gasoline. B20 is a common biodiesel blend in the United States.
2. E10 (10% ethanol) is a standard gasoline blend in the U.S. i. Ethanol is used as an octane booster and replaces toxic aromatics (such as toluene and benzene) that are used when ethanol is not.
3. E15 is increasingly common and is certified for any vehicle built in 2001 or later, but only designated FlexFuel vehicles are certified for blends with more that 15% ethanol. i. Mid-Level Blends (between 15% and 30%) are available
4. Gasoline engines built since 2007 (or earlier) can efficiently use ethanol, and there is no MPG loss for low fuel blends.
i. Custom blends can be blended and delivered to your gasoline fueling site. g. Biodiesel and Renewable Diesel
1. Biodiesel is a renewable fuel produced from fats, oils and grease (FOG) for use in diesel engines. i. B100 (100% biodiesel) can be used, but lower blends are more common. ii. These range from B2 to B20, with Petroleum ULSD making up the rest of the blend. iii. Fleets using biodiesel often purchase set blends from distributors rather than at public stations .
2. Biodiesel has a higher cloud point than petroleum diesel, which can lead to cold-weather performance issues.
i. It is an extremely effective solvent, and using biodiesel in older diesel engines can cause problems (as deposits loosened from these engines clogged filters and injectors) if frequent filter changes are not scheduled when biodiesel is first introduced.
3. Renewable diesel is produced from FOG using a process that is less efficient and clean than biodiesel; however, renewable diesel is chemically and operationally indistinguishable from USLD . i. It is not yet readily available in the KC metro area. h. Check the Metro Energy Center website for additional information concerning Alternative Fuel options .
1. www.metroenergy.org
2.1.10 Vendors MUST meet the M inimum Standard Specification of every item listed in the Standard Vehicle portion of the Detailed Specifications of Exhibit A for all vehicles bid or the bid may be rejected. a. If Minimum Standard Specifications cannot be met, Vendor shall not e such exceptions in Exhibit A. dj
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b. If Make/Model has additional Standard Equipment not listed in Minimum Standard Specifications, Vendor must list Equipment and Manufacturer’s Codes for all additional Standard Equipment not listed using a separate sheet noting Item Number, Group Number, Equipment Description, and Manufacturer Code( s).
1. Vendor shall supply an available options sheet for every vehicle bid, including any Manufacturer Codes and pricing that reflects requested MSRP discount from Exhibit A; Table 5. c. After Award, participating Entities, Agencies and/or Jurisdictions may purchase the specified vehicle and choose to have options, accessories, equipment, features, products, etc., (hereafter referred to as “options”) added or deleted.
1. Such options will generally be considered “OEM” (original equipment manufacturer), but may be from other suppliers that the OEM may utilize and/or may be considered part of the OEM’s standard line of products for the vehicle involved.
2. The options would normally be readily available from the “factory” when the OEM is building the vehicle and would normally be expected to be listed in the OEM’s offering of options.
2.1.11 MSRP and Options
a. The pricing for every possible available option is not shown within the bid documents. b. All options, when available, shall be factory OEM (original equipment manuf acturer) installed.
1. When dealer installed options are bid, please note on the bid document that these options are not factory installed.
c. During the course of the Agreement year, other Departments, eligible Entities, Agencies and/or Jurisdictions may need to order vehicle options or specific customizations items not specifically listed in this Agreement.
d. Vendor shall state any discount off MSRP list price for all equipment and/ or options in Exhibit A: Pricing Table 5.
e. For pricing on options not shown within the bid documents, use the following websites for your initial search.
1. Dodge Vehicles - www.dodge.com
2. General Motors Vehicles - www.gmfleet.com (will need a fleet number from dealer)
3. Ford Vehicles - www.fleet.ford.com
4. Jeep Vehicles - www.jeep.com
5. Ram Vehicles - www.ramtrucks.com
f. Buyers are encouraged to contact the respective dealers to provide current pricing and confirm what option packages are required to meet individual needs.
2.1.12 Clay County or other Entity, Agency and/or Jurisdiction reserves the right to negotiate lower pricing, in the event of a significant decrease in market price of any product/service listed. a. If the Vendor’s normal pricing to the public or to the trade in gene ral is less than the net Agreement pricing with the application of an Agreement discount, etc., then the normal pricing to the public or to the trade in general shall also be granted by Vendors to Agreement participants.
2.1.13 Government Mandated Program Price Adjustment
a. An adjustment in price may be permitted if a government mandated program such as a new standard for emissions takes effect and suitable documentation is furnished to the State and the State determines the requested price change is verifiable and is reasonable. b. Such a price adjustment may be permitted for only a limited time since such an adjustment would eventually be reflected in the MSRP.
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2.1.14 Trade-In Valuation
a. Vendor shall state any Minimum Guaranteed Trade-In values on all types of Vehicles so that participating agencies can utilize this option for disposition of vehicles in their current fleet.
1. See Pricing Table 4: Optional Pricing.
2.1.15 Exceptions
a. Attach additional pages in the appropriate sections of this bid for any exceptions that cannot be e xplained in the fields provided, noting Item Number, Group Number, Vehicle Make and Model where appropriate.
2.1.16 Truck Cab Descriptions
a. Various vehicle manufacturers describe the variety of truck cab descriptions available in different ways. b. The following descriptions will be used throughout this IFB to describe the cabs, number of doors, etc.
Cab "A" Cab "B" Cab "C" 2-doors 2 front-hinged doors 4 full size doors, front hinged no back seat front & back seats front & back seats (Crew Cab)
2.2 Vehicle Delivery Requirements
2.2.1 Delivery must be made between the hours of 8:00 a.m. and 12:00 Noon or 1:00 p.m. and 4:00 p.m., Monday through Friday, Central Time.
a. Deliveries shall not be made on State or County holidays, or holidays otherwise observed by the a ccepting Entity, Agency and/or Jurisdiction.
b. The Vendor shall notify the County a minimum of twenty- four (24) hours prior to delivery of the vehicle to the County location.
c. The Vendor must understand and plan accordingly that upon delivery the County repre sentative must verify the vehicle delivered has all required equipment and options and that nothing was damaged during the delivery of the vehicle.
1. If something is damaged during delivery of the vehicle, the Vendor shall address in accordance with the paragraphs below relating to repair or replacement of damaged product. d. Each vehicle shall be delivered with the proper form s to apply for State Title and License including the Manufacturer’s Statement of Origin and Invoice.
1. The invoice/T itle for all alternati ve fuel vehicles must clearly indicate the vehicle is alternative fuel (e.g. flex fuel (FFV) or E-85, etc.).
e. Each vehicle shall be delivered with the owner’s manual. f. The Vendor shall comply with the manufacturer’s recommended pre -delivery service. g. In the event the Vendor fails to deliver the vehicle by the stated ARO time, Clay County reserves the right to find the same or similar vehicle from another source, and to charge the Vendor the difference for the substitution.
1. In assessing the applicability of th is provision, Clay County will consider the degree of Vendor responsibility in the delay.
h. The Vendor shall understand and agree that the delivery charges shall not be applied nor invoiced to vehicles purchased by and delivered to Missouri state or county a gencies. dj
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1. Any delivery charges shall only apply to public entities making purchases through the Missouri Cooperative Procurement Program.
2. The Vendor shall be entitled to receive the per mile delivery price or the guaranteed, not -to-exceed total delivery price per vehicle which can only be assessed for delivery of a vehicle to any cooperative entity throughout the State of Missouri or State of Kansas.
3. The Vendor, at their choosing, may charge a delivery fee when delivering vehicles outside of a 25 - mile radius from their dealership.
i. This fee may be taken into consideration by agencies when determining a lowest total cost for a vehicle.
4. If the Vendor proposes both the per mile delivery price and the guaranteed, not -to-exceed total delivery price, the Vendor shall understand that the total delivery price assessed by way of the per mile price shall not exceed the guaranteed-not-to-exceed total delivery price per vehicle. i. The lesser of the two prices shall be charged to the public entity. ii. See Exhibit A; Pricing Table 2: Other Required Pricing
2.2.2 Repair or Replacement of Damaged Product:
a. The Vendor shall be responsible for repairing any item or components received in damaged condition at no cost to Clay County.
b. Bids will be accepted only on vehicles that can be serviced by a dealer located in Missouri or Kansas. c. Successful Bidders must maintain service under the terms of the wa rranty and where replacement parts may be obtained.
d. If the Vendor is not located Missouri or Kansas, they must indicate the name and address of an authorized dealer in the area mentioned to serve as a pick-up point. e. The V endor will be responsible for towing or transportation arising out of any condition due to the manufacturer's fault.
1. In the event the item cannot be repaired or if the repair would otherwise compromise the integrity of the vehicle and the manufacturer warranty, then the Vendor must replac e the item or component in its entirety at no additional cost to the County.
2. This includes all delivery/transportation costs for returning non-functional items to the Vendor for replacement.
2.3 Lease/Purchase Agreements
2.3.1 Some participating entities may wish to use a lease/purchase method of acquisition. a. If this method is utilized, that eligible Entity, Agency and/or Jurisdiction using it will be responsible for the method of payment to the dealership and will assume all responsibility for any accompanying paperwork. b. Clay County, Missouri will assume no responsibility for lease/purchase agreements by other participating entities.
c. Dealerships that wish to be considered for financing arrangements should submit a statement of such intentions with their bid.
d. Each Entity, A gency and/or Jurisdiction reserves the right to arrange financing with any company it so chooses.
e. Alternate lease/purchase pricing may be submitted, by writing the leasing information through Exhibit C and indicating Item Number and Group Number for all vehicles on which V endors intend to make such an offer.
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2.4 Participating Entities, Agencies and/or Jurisdictions Individual Agreement Requirements
2.4.1 Clay County will participate in the Agreement from the onset. a. The County reserves the right to add additional Counties, eligible Entities, Agencies and/or Jurisdictions to this Agreement during the Agreement period.
1. For a list of the initial participating Agencies see Attachment 2 of this document. b. Clay County Missouri Municipal Code of Ordinance
1. Section 37.09. – Sales Tax
i. The County is exempt from the paying all local and state taxes or federal excise taxes. ii. A copy of the state sales tax exemption certificate can be obtained from the Purchasing Office and must be sent with the purchase order to any new Vendor not already approved by the County.
2.4.2 Jackson County, Missouri:
a. The Vendor's attention is directed to all federal, state and city laws of the County of Jackson to equal employment opportunity which, among other things, requires that the V endor agree not to discriminate against any employee or applicant for employment because of race, creed, color, national origin, or sex. b. All Vendors shall complete the Jackson County, Missouri Compliance Report Form and Affidavit Form (See Attachments 3 and 4).
2.4.3 For Kansas Entities or Agencies; Kansas law prohibits anyone selling motor vehicles from “engaging in business in this state” without being properly licensed, K.S.A. 8-2403. a. New motor vehicles may not be delivered to a purchaser in Kansas except through a licensed dealer in Kansas, K.S.A. 8-2439.
b. Dealer licensing information for the non -resident Vendors shall be included with the bid package or bid may be rejected.
c. T o comply with this law, dealers not licensed in Kansas may sell vehicles to Kansas entities, but the dealer cannot deliver into Kansas or complete any documentation in the state of Kansas.
2.5 Miscellaneous Information
2.5.1 The Vendor should respond to the information requested in all Sections, Exhibits and Attachments.
2.5.2 Due to complex nature of the Bid and Exhibit tables, results will not be read aloud or otherwise indicated at the Bid Opening date and time.
a. Results will be made available by request once Bid Tabulation has been completed and Award(s) of Bid have been made.
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3. AGREEMENT TERMS AND CONDITIONS ACKNOWLEDGEMENT FORM
The undersigned Vendor has read, understood, and accepted the Terms and Conditions as published on the Clay County Official Website located at:
HTTPS://WWW.CLAYCOUNTYMO.GOV/TERMSANDCONDITIONS
All terms and conditions as stated shall be adhered to by Vendor upon acceptance of Agreement. Vendors enter into this agreement voluntarily, with full knowledge of its effect.
Vendor Signature Date
Vendor
Debi Jones
10-22-2019
Olathe Ford
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EXHIBIT A
Pricing Pag
es
PRICING TABLE 1: REQUIRED PRICING
The Vendor shall complete the following pricing table(s) (or in a form similar to the pricing tables) and provide firm, fixed pricing necessary to meet the mandatory requirements of the IFB.
ITEM
NO.
GROUP
NO. VEHICLE MAKE VEHICLE MODEL UNIT COST
(Base Price) QTY. BASE PRICE INCLUDING
STANDARD OPTIONS
1 Group No. 1 Minimum Specifications for All Heavy Duty Trucks are as Follows: Driver Air Bag, Arm Rests – All Doors, Factory Air Conditioning, Factory Auxiliary 12 Volt Outlet, Factory Power Steering, Factory Cruise Control and Tilt Wheel , Heavy Duty Increased Cooling System, 12 Volt Electrical System, Rubber Floor Covering, Gauges – Oil, Amp, Temperature, Fuel Minimum, Tinted Windows – All, Full Length Factory Headliner, Electric Horns, Day/Night Inside Mirror, AM/FM Factory Radio, Spare Tire and Wheel, Same Size as Vehicle Tires, Dual Sun Visors, Intermittent Wipers. 1 1 Full Size Van Cutaway Cab &
Chassis
E-Series, G-Series, Freightliner,
Mercedes, Ram, ProMaster or
Equal
$ ea. $
2 1 1-Ton Cab & Chassis C3500, F350, Ram 3500 or Equal $ ea. $ 3 1 15,000 GVWR Cab & Chassis State Make & Model: $ ea. $ 4 1 17,500 GVWR Cab & Chassis State Make & Model: $ ea. $ 5 1 21,000 GVRW Cab & Chassis State Make & Model: $ ea. $ 6 1 29,000 GVWR Cab & Chassis State Make and Model: $ ea. $ 7 1 34,000 GVWR Cab & Chassis State Make and Model: $ ea. $ 8 1 56,000 GVWR Cab & Chassis State Make and Model: $ ea. $ 9 1 66,000 GVWR Cab & Chassis Cab & Chassis Conventional 6x4 $ ea. $ 2 Group No. 2 Minimum Specifications for ALL Sedans are as Follows: Body Style - 4 Door Sedan: Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, 4 Door Sedan Body, Factory Power Anti -Lock Brakes, Factory Power Steering, Factory Power Windows, Factory Power Door Locks, Factory Cruise Control and Tilt Wheel, Dual Sun Visors, Factory Intermittent Wipers, Standard Spare Tire for Model, 4 Radial Tires, 4 Each Alloy Wheels, Rear Defroster, Front and Rear Floor Mats, Tinted Windows-All, Latching Glove Box, Inside Day/Night Mirror, Outside Dual Mirrors Controlled on Drivers Side, Dual Sun Visors, Standard Suspension for Model Bid, Factory AM/FM Radio, Auxiliary Power Outlet, Maintenance Free Battery, Alternator per Model Bid, Floor Covering – Carpet Front and Rear, Battery per Model Bid, Transmission-Automatic Standard for Model Bid, Minimum 4 Cylinder. 10 2 Subcompact Sedan (88.5 Cu. Ft.
Minimum) Passenger Volume Civic, Sonic, Fit, Versa, or Equal $ ea. $ 11 2 Compact Sedan (94.0 Cu. Ft. Min)
Passenger Volume Golf, Corolla or Equal $ ea. $
12 2
Mid-Size Sedan – Front Wheel
Drive (97.0 Cu. Ft. Min) Passenger
Volume
Malibu, Fusion, Avenger or
Equal
$ ea. $
13 2
Full-Size Sedan, Front Wheel
Drive (104.0 Cu. Ft. Min)
Passenger Volume
Avalon, Chrysler 300 or Equal $ ea. $
25,331
31,179
32,090
47,361
48,622
49,041
no bid
no bid
no bid
no bid
no bid
dj
27,205
NO AIR BAG
NO AIR BAG
NO AIR BAG
EX 33,000 GVWR F750
FORD F650
FORD F650
FORD F450
FORD F550
FORD E350 CUT
2020 final year of production
18,931
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EXHIBIT A, continued
PRICING TABLE 1: REQUIRED PRICING
ITEM
NO.
GROUP
NO. VEHICLE MAKE VEHICLE MODEL UNIT COST
(Base Price) QTY BASE PRICE INCLUDING
STANDARD OPTIONS
14 2
Full-Size Sedan, Rear Wheel Drive
(104.0 Cu. Ft. Min) Passenger
Volume, Engine; 6 Cylinder
Minimum Charger or Equal
$ ea. $
3 Group No. 3 Minimum Specifications for ALL Utility Vehicles are as Follows: Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, Auxiliary Outlet, Factory Power Anti-Lock Brakes, Front and Rear Bumpers, Rear Defroster, Factory Power Door Locks, Carpet Floor Covering Front and Rear, Four Wheel Drive 4X4, Tin ted Windows-All, Inside Day/Night Mirror, Outside Mirrors-Low Mount Both Sides, Factory AM/FM Radio, Seats-Standard for Model Bid, Standard Spare Tire for Model, Factory Power Steering, Factory Power Windows, Factory Cruise Control and Tilt Wheel, Dual Sun Visors, Factory Intermittent Wipers, Front and Rear Floor Mats, Latching Glove Box, Standard Suspension for Model Bid, Auxiliary Power Outlet, Floor Covering – Carpet Front and Rear, Tires - Steel Belted Radial, BSW, All Season, Bumpers Front and Rear, Instrumentation Gauges -Standard per Model Bid. Automatic Transmission - Standard Per Model Bid, Standard Front and Rear Axles for Model Bid. 15 3 Sub-Compact Utility Vehicle 4X4,
Engine; 4 Cylinder Minimum
Escape, Compass, Equinox or
Equal $ ea. $
16 3 Compact Utility Vehicle 4X4,
Engine; 6 Cylinder Minimum
Cherokee, Explorer, Durango or
Equal $ ea. $
17 3 Full Size Utility Vehicle 4X4,
Engine; 8 Cylinder Minimum
Tahoe, Yukon, Expedition,
Traverse or Equal $ ea. $
18 3 Large Size Utility Vehicle 4X4,
Engine; 8 Cylinder Minimum
Suburban, Yukon XL, Expedition
XL or Equal $ ea. $
4 Group No. 4 Minimum Specifications for ALL Pickup Trucks are as Follows: Cab "A" - 2 Door, Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, Factory Power Anti-Lock Brakes, Front and Rear Bumpers Standard for Model, Factory Power Steering, Factory Power Windows, Factory Power Door Locks, Factory Cruis e Control and Tilt Wheel, Dual Sun Visors, Factory Intermittent Wipers, Standard Spare Tire for Model, 4 Radial Tires, Rear Defroster, Front and Rear Floor Mats, Glove Box, Inside Day/Night Mirror, Outside Mirrors, Left and Right Sides - Standard for Model Bid, Dual Sun Visors, Standard Suspension for Model Bid, Factory AM/FM Radio, Auxiliary Power Outlet, Rubber/Vinyl Floor Covering Front and Rear, Maintenance Free Battery, Alternator, Headliner Factory Installed, Glass-Tinted Windows, Cab Dome Light Factory, Seat - Full Depth Foam, Vinyl, Bench, Hinged Back , 12 Volt Electrical System, Cab Dome Light- Factory, 4X2 - Two Wheel Drive Standard, Standard Automatic Transmission for Model B id, Standard Radiator for Model Bid, Cooling System Standard for Model Bid, Front and Rear Axles Standard to Model Bid, Standard Wheelbase for Model Bid.
19 4 Compact Pickup, Cab “A”, 4x2 Frontier, Tacoma or Equal $ ea. $ 20 4 Midsize Pickup, 4x2, Cab “A”, 4x2 Colorado, Canyon or Equal $ ea. $ 21 4 Pickup, ½ Ton, Cab “A”, 4x2 C1500, F-150, Ram 1500, Tundra or Equal $ ea. $
22 4 Pickup, ¾ Ton, Cab “A”, 4x2 C2500, F-250, Ram 2500 or Equal $ ea. $
23 4 Pickup, 1 Ton, Cab “A”, 4x2 C3500, F-350, Ram 3500 or Equal $ ea. $ 24 4 Compact Pickup, State Cab: ____,
State Wheel Drive:_________
Ranger, Frontier, Tacoma or
Equal $ ea. $
25 4 Midsize Pickup, 4x2,
State Cab: ___,State Wheel
Drive:________
Colorado, Canyon or Equal $ ea. $
26 4 Pickup, ½ Ton, State Cab: ______,
State Wheel Drive:______
C1500, F-150, Ram 1500,
Tundra or Equal $ ea. $
27 4 Pickup, ¾ Ton, State Cab: ______,
State Wheel Drive:_______
C2500, F-250, Ram 2500 or
Equal $ ea. $
28 4 Pickup, 1 Ton, State Cab:_______,
State Wheel Drive:________
C3500, F-350, Ram 3500 or
Equal $ ea. $
no bid
28,816
39,379
42,985
no bid
21,491
25,784
no bid
no bid
no bid
dj
22,672
EX 4 cyl
EX 6 cyl
EX 6 cyl
Ex: Cab B
24,055
no bid
no bid
Ranger
24,411
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EXHIBIT A, continued
PRICING TABLE 1: REQUIRED PRICING
ITEM
NO.
GROUP
NO. VEHICLE MAKE VEHICLE MODEL UNIT COST
(Base Price) QTY BASE PRICE INCLUDING
STANDARD OPTIONS
5 Group No. 5 Minimum Specifications for ALL Vans are as Follows: Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, Factory Power Anti-Lock Brakes, Factory Power Steering, Factory Power Windows - All Side Doors, Factory Power Door Locks, Factory Cruise Control and Tilt Wheel, Dual Sun Visors, F actory Intermittent Wipers, Standard Spare Tire for Model, 4 Radial Tires, Latching Glove Box, Inside Day/Night Mirror, Outside Standard Suspension for Model Bid, Factory AM/FM Radio, Auxiliary Power Outlet, Rubber Floor Co vering Front and Rear, Maintenance Free Battery, Alternator Standard per Model Bid, Heater - Standard for Model Bid, Radiator - Standard for Model Bid, Transmission - Standard for Model Bid, Fuel Tank-Standard for Model Bid, Headliner - Standard per Model Bid, Heater Standard per Model Bid, Outside Mirrors - Standard per Model Bid. 29 5 Mini-Van, Passenger Pacifica, Odyssey, Transit
Connect or Equal $ ea. $
30 5 Mini-Van, Cargo Van Ram CV, Transit Connect, City
Express or Equal $ ea. $
31 5 Full Size Van, ¾ Ton, Cargo C-G20, E-250, G35, B-3500 or Equal $ ea. $
32 5 Full Size Van, 1 Ton, Cargo G-20, E-31, S-31 or Equal $ ea. $ 33 5 Full Size Van, Window, Passenger G-20, E-31, S-31, 350 Transit or Equal $ ea. $
34 5 Sprinter Van, Cargo Freightliner, Mercedes or Equal $ ea. $ 6 Group No. 6 Minimum Specifications for ALL Police Vehicles are as Follows: Dual Front Air Bags, Factory Air Conditioning, Arm Rests, Auxiliary Outlet 12V Factory Installed, 4 Wheel Disc Power Brakes, Anti- Locking Brakes, Power Door Locks (All Doors), Deactivate Door Jam Switch for Interior Lights, Dual Exhaust, Exterior, Non -Street Appearance, Floor Covering – Heavy Duty Vinyl Front & Rear (No Carpeting), Gauges Required, Glass – Tinted (All Windows), Dual Horns Required, Key-Each Vehicle Keyed Individually (3 Keys per Vehicle), Lights – Auxiliary Dome Light Header Mounted, Under Hood Light, Luggage Compartment Lamp, Inside Day/Night Mirror, Radiator – Heavy Duty Cooling Package, Factory AM/FM Radio with Digital Clock, Conventional Spare Tire and Wheel, Speedometer Calibrated in 2 MPH Increments, Spot Light mounted 6 IN on Left Side, Power Steering, Steering – Cruise and Tilt Factory Installed, Dual Sun Visors, Trunk Opener – Electric or Vacuum on Dash to Activate, Full Wheel Covers, Power Windows – All, Intermittent Wipers, Wiring – Auxiliary Fuse Block with 6 Fused Circuits, Suspension – Standard for Model Bid. 35 6 Chevrolet Tahoe Police Patrol or
Pursuit Vehicle
Chevrolet Tahoe Police Patrol or
Pursuit Vehicle $ ea. $
36 6 Dodge Charger Police Patrol
Vehicle
Dodge Charger Police Pursuit
Vehicle $ ea. $
37 6 Dodge Durango Police Pursuit -
Utility Vehicle
Dodge Durango Police Pursuit –
Utility Vehicle $ ea. $
38 6 Ford Police Interceptor - Utility Ford Police Interceptor - Utility $ ea. $ 39 6 Police Pursuit or Patrol Vehicle All Models not otherwise indicated $ ea. $
40 6 Police Vehicle – Utility All Models not otherwise indicated $ ea. $
24,816
26,713
30,300
35,244
no bid
no bid
no bid
32,755
32,313
dj
NO spot light, dark car, dual exhaust
F150 FIRST RESPONDER CREW
Transit T250
Transit T350
Transit T350
Transit T350 hi roof ex length
Fusion 1st Responder
24,688
22,444
26,157
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EXHIBIT A, continued
PRICING TABLE 1: REQUIRED PRICING
ITEM
NO.
GROUP
NO. VEHICLE MAKE VEHICLE MODEL UNIT COST
(Base Price) QTY BASE PRICE INCLUDING
STANDARD OPTIONS
7 Group No. 7 Minimum Specifications for ALL Special Service Utility Vehicles are as Follows: Driver and Passenger Air Bags, Factory Air Conditioning, Arm Rest –All Doors, Factory Installed Auxiliary Outlet 12V., Power ABS Brakes, Front and Rear Bumpers, Factory Rear Window Defroster, Factory Power Door Locks – All Doors, 4X4 Drive Package, Vinyl Floor Covering, Minimum of Fuel, Amp and Oil Pressure Gauges, Tinted Windows – All Windows, Day/Night Interior Mirror, Outside Mirrors – Low Mount Both Sides, Factory Installed AM/FM Radio, Spare Tire and Wheel – Conventional, Power Steering, Factory Tilt and Cruise on the Steering Wheel , Dual Sun Visors, Factory Installed Power Windows – All Doors, Intermittent Wipers.
41 7 Special Services Utility Vehicle Dodge Durango or Equal $ ea. $ 42 7 Special Services Utility Vehicle Ford Expedition or Equal $ ea. $ 43 7 Special Services Utility Vehicle Chevrolet Tahoe or Equal $ ea. $ 44 7 Special Services Utility Vehicle Ford F-150, ½ Ton Pickup or Equal $ ea. $
45 7 Special Services Utility Vehicle Dodge Ram, ¾ Ton Pickup or Equal $ ea. $
8 Group No. 8 Minimum Specifications for ALL Hybrid Sedans are as Follows: Body Style - 4 Door Sedan, Driver and Passenger Side Airbags, Automatic Transmission with Overdrive, Air Conditioning, Alternator, Armrests, Auxil iary Outlet, Battery – 12 Volt Factory, Defroster, Power Door Locks-All Doors, Power Anti-Lock Brakes, Electric Power Storage-Nickle Metal Hydride Batteries, Front and Rear Floor Mats, Tinted Window -All, Glove Box with Door, Day/Night Inside Mirror, Dual Outside Mirrors-Driver Side Controlled, AM/FM Factory Radio, Standard Spare Tire for Model Bid, Power Steering, Factory Tilt and Cruise in Steering Wheel, Dual Sun Visors, All Season Radial Tires, Suspension Standard for Model Bid, Power Windows-All Windows, Intermittent Wipers.
46 8 Hybrid Subcompact Sedan Civic, Insight, Prius, CMAX or Equal $ ea. $
47 8 Hybrid Compact Sedan Fusion, Optima, Corolla or Equal $ ea. $ 48 8 Hybrid Midsize Sedan Malibu, Sonata or Equal $ ea. $ 49 8 All Electric Sedan Nissan Leaf, Kia Niro EV, Bolt
Volvo XC40 or Equal $ ea. $
PRICING TABLE 2: OTHER REQUIRED PRICING
The Vendor must state below all other applicable costs necessary to satisfy the mandatory requirements of the IFB .
Unless stated in
Exhibit A. the County shall assume that absolutely no other fees or delivery charges , including upgrade fees, will be assessed to the County whatsoever in connection with the MACPP 2020 Model Year Metro Vehicle Bid herein and to satisfy the IFB requirements.
DESCRIPTION / COMMENTS UNIT OF
MEASURE UNIT PRICE
Delivery Price Per Mile
Guaranteed Not To Exceed Total Delivery Price Per Vehicle Vehicles will be delivered from Location (City and State)
no bid
37,717
no bid
32,313
no bid
no bid
no bid
1.50 Olathe KS
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100 in Kansas or Missouri Metro
PHEV NOTALL ELCECTRIC
FUSION ENERGI
terms are 15 days;
additional interest will be charged if payment is not received within 15 days of delivery 24,377
31,109
tint = factory tint only
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IFB No: 49-19 Page 16 of 28
Vendor’s Initials: ________
EXHIBIT A, continued
PRICING TABLE 3: OPTIONAL PRICING: Alternative Fuel Options
The Vendor may provide firm, fixed pricing for Alternative Fuel Options for Vehicles listed in Pricing Table 1, for the proposed MACPP 2020 Model Year Metro Vehicle Bid solution. Additional Vehicles Alternative Fuel Options may be listed on Separate pages using Pricing Table 3 format.
DESCRIPTION / COMMENTS UNIT PRICE
Pricing Table 1; Group Number:
Pricing Table 1; Item Number:
Alternative Fuel Package: Fuel Option and Base Price each Net $ Alternative Fuel Option: CNG, LPG, P/H/EV, E85, B20
Alternative Fuel Operation: Dedicated, Bi-Fuel or Flex Fuel
Gas Gallon Equivalent (How much fuel on board)
GGE Gas Gallon Equivalent - Option 1 Tank Size
$
GGE Gas Gallon Equivalent - Option 2 Tank Size
$
Manufacturer and Model of conversion system
Current or Pending EPA or CARB Certification No. (If no cert no., please explain):
OEM Supported (Vendor has QVM or SVM status or
equivalent: yes or no)
Drop ship code (if applicable)
PRICING TABLE 4: OPTIONAL PRICING
The Vendor may provide firm, fixed pricing for optional features, expansion options and/or enhancements for the proposed MACPP 2020 Model Year Metro Vehicle Bid solution.
DESCRIPTION / COMMENTS UNIT OF
MEASURE UNIT PRICE
Minimum Guaranteed Trade-In Valuation Each
100
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no bid
no bid
no bid
339
IFB No: 49-19 Page 17 of 28
Vendor’s Initials: ________
EXHIBIT A, continued
PRICING TABLE 5: OPTIONAL EQUIPMENT DISCOUNT
During the Course of the Agreement Year, the using Departments, Agencies and/or other Jurisdictions May Need to Order Optional Equipment or Items Not Specifically Listed Above. Please State Below, Any Discounts for Such Purposes, from Your Listed Prices.
Discount off MSRP list price
%
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However, Olathe Ford will offer 5% off MSRP on vehcile options that are specific to the vehicle being quoted.
off of MSRP is not being offered by Olathe Ford. ie. supercab, crewcab 4x4, XLT etc.
Due to the variance of GPC (Gov't Price Concession) offered by Ford, a discount on model upgrades TERMS ARE 15 DAYS FROM DELIVERY ADDITIONAL INTEREST WILL BE ASSESSED AFTER 15 DAYS 340
IFB No: 49-19 Page 18 of 28
Vendor’s Initials: ________
EXHIBIT B
Experience and Expertise
The evaluation of the Vendor’s experience and expertise shall be subjective based on the requirements stated herein. Therefo re, the Vendor should present detailed information regarding current and/or prior experiences in providing the services and exper tise of the organization as well of its personnel. The County shall have the right to use the information provided herein, including information gained from any other source, in the evaluation process.
B.1 EXPERIENCE:
A MINIMUM of 3 year experience is required of the successful Vendor, in similar services, as described in the scope. Experience and references provided by Vendors shall be verified and will be a significant factor in the evaluation. Vendors should provide the information below.
How many years has your company been in the MACPP 2020 Model Year Metro Vehicle Bid business?
List a minimum of three (3) references showing Agreements held by your company providing the same or similar services for other public entities, local government or private companies.
Reference No. 1 of 3
Company/Organization Name:
Address:
Name of Contact and Title:
E-mail Address:
Telephone No.:
Agreement or Service Period
(dates of services):
Reference No. 2 of 3
Company/Organization Name:
Address:
Name of Contact and Title:
E-mail Address:
Telephone No.:
Agreement or Service Period
(dates of services):
Reference No. 3 of 3
Company/Organization Name:
Address:
Name of Contact and Title:
E-mail Address:
Telephone No.:
Agreement or Service Period
(dates of services):
City of Olathe KS
Olathe KS
Josh Wood
[email protected]
913-971-9027
2010 thru 2019
Johnson County Kansas
111 S Cherry Street, Olathe KS
Dale Bauer
[email protected]
913-715-0591
2010 thru 2019
City of Independence MO
Indep, MO
Richelieu Sese
[email protected]
Russ Pankey
816-325-7091
2010 thru 2019
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IFB No: 49-19 Page 19 of 28
Vendor’s Initials: ________
EXHIBIT B, continued
B.2 EXPERTISE:
PERSONNEL QUALIFICATIONS
Vendors should provide the information below.
Indicate person who will be supervising vehicle pricing and/or purchasing and years of experience in similar work.
Name: No. of Years
Type of Experience:
Complete the following for employees that would be working on this project. List any previous work directly relating to the IFB specifications that have been performed for other public entities, local government or private companies in the last five yea rs.
Attach a separate sheet of paper if needed.
EMPLOYEE NAME QUALIFICATIONS EXPERIENCE/TRAINING/CERTIFICATIONS
Debi Jones
17 truck sales
Debi Jones
17 years truck sales
Master Certified Comml Truck
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IFB No: 49-19 Page 20 of 28
Vendor’s Initials: ________
EXHIBIT C
Lease Term Information
The evaluation of the Vendor’s proposed Lease Term Information shall be subjective and based on the requirements stated herein.
Therefore, the Vendor should present detailed information regarding the proposed Lease Term Materials. The County shall have the right to use this information, including information gained from any other source, in the evaluation process.
It is the Vendor’s responsibility to make sure all MACPP 2020 Model Year Metro Vehicle Bid Lease Term Information proposed is adequately described. It should not be assumed that the evaluator has specific knowledge of the Lease Term information proposed; however, the evaluator does have sufficient business background to conduct an evaluation when presented complete information.
C.1 LEASE TERM INFORMATION
Lease/Purchase Agreements
Some participating E ntities, Agencies and/or other Jurisdictions may wish to use a lease/purchase method of acquisition. If this method is utilized, that Agency using it will be responsible for the method of payment to the dealership and will assume all responsibility for any accompanying paperwork.
Clay County, Missouri will assume no responsibility for lease/purchase agr eements by other participating E ntities, Agencies and/or Jurisdictions. Each Agency reserves the right to arrange financing with any company it so chooses. Dealerships that wish to be considered for lease/purchase financing arrangements should submit a statement of such intentions with their bid under this Exhibit C answering the following questions as well as submitting any additional information deemed necessary.
1. Is a three-year plan with $1 at end of lease to purchase vehicle offered?
2. Is straight leasing offered?
3. Include the following information in your bid response:
a. Municipal finance application
b. Lease payment schedule with a complete list of all fees including municipal interest rate c. Master lease/purchase agreement
d. On your company’s forms: any other information that may be required including but no t limited to other financial documents.
e. Will your company make this lease/purchase pricing available to other Agencies using this bid?
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IFB No: 49-19 Page 21 of 28
Vendor’s Initials: ________
EXHIBIT D
Miscellaneous Information
D.1 LOCAL GOVERNMENT USE (COOPERATIVE PROCUREMENT):
1) I f the County awarded you the proposed Agreement, would you sell under the prices and terms of this Agreement to a ny
Municipal, County Public Utility, Hospital, Educational Institution, or any other non- profit organization having membership in the Mid-America Council of Public Purchasing (MACPP) or Mid-America Regional Council (MARC( and located within the Greater Kansas City Metropolitan Trade Area? (All deliveries shall be F.O.B. Destination and there shall be no obligations on t
he part of any member of said Council to utilize this Agreement.)
YE
S: ☐ NO: ☐
INITIALS:
2) Sales shall be made in accordance with the prices, terms, and conditions of the IFB and any subsequent term Agreement.
3) There shall, however, be no obligation under the cooperative procurement agreement for any organization represented by MACPP or MARC to utilize the Agreement unless they are specifically named in the IFB as a joint participating entity.
4) All sales to other jurisdiction shall be made on purchase orders issued by that jurisdiction. All receiving, inspection, payments and other Agreement administration shall be the responsibility of the ordering jurisdiction.
5) The Purchasing Manager shall be responsible to handle the solicitation and award the Agreement. The Purchasing Manager shall have the sole authority to modify the Agreement and handle disputes regarding the substance of the Agreement.
6) Each jurisdiction that is a party to the joint bid has authority to act as Administrative Contracting Officer with responsibi lity to issue purchase orders, inspect and receive goods, make payments and handle disputes involving shipment to the jurisdiction.
D.2 WEBSITE
1) Does your company have a website? YES: ☐ NO: ☐
2) If yes please provide the website address:
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olathefordcommercial.com olatheford.com
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344
IFB No: 49-19 Page 22 of 28
Vendor’s Initials: ________
EXHIBIT D, continued
D.3 EMPLOYEE BIDDING/CONFLICT OF INTEREST:
Vendors who are elected or appointed officials or employees of Clay County or any political subdivision thereof, serving in a n executive or administrative capacity, must comply with sections 105.450 to 105.458, RSMo, regarding conflict of interest. If the Vendor or any owner of the Vendor’s organization is currently an elected or appointment official or an employee of Clay Count y or any political subdivision thereof, please provide the following information.
Name and title of elected or appointment official or employee of Clay County or any Political sub-division thereof:
If employee of Clay County or Political sub-division thereof, provide name of Clay County entity or political sub-division where employed:
Percentage of ownership interest in Vendor’s organization held by elected or appointed official or employee of Clay County or political sub-division thereof:
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345
IFB No: 49-19 Page 23 of 28
Vendor’s Initials: ________
ATTACHMENT 1
Sealed IFB Label
PLEASE ATTACH LABEL TO OUTSIDE OF BID PACKAGE
SEALED BID RESPONSE ENCLOSED
US MAIL /DELIVER TO: CLAY COUNTY PURCHASING DEPARTMENT
1 COURTHOUSE SQUARE
3rd Floor COMMISSION DESK
LIBERTY, MO 64068
COURIER/DELIVER TO: CLAY COUNTY ~ PURCHASING DEPARTMENT ATTN: Patrick West
16 W. FRANKLIN, SUITE 16-B
LIBERTY, MO 64068
BID No.: 49-19 DATE: OCTOBER 22, 2019
BIDS MUST BE RECEIVED BEFORE 2:00 PM CENTRAL TIME
DESCRIPTION: MACPP 2020 MODEL YEAR METRO VEHICLE BID
SPECIFY VENDOR NAME:
SPECIFY VENDOR’S CITY, STATE LOCATION:
City, State Location
Olathe Ford
Olathe KS
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346
IFB No: 49-19 Page 24 of 28
Vendor’s Initials: ________
ATTACHMENT 2
Vehicles for 2020 Model Year
List of Participating Agencies
This is a joint bid for a supply and service agreement for the following participating agencies of the Mid America Council of Public Procurement Chapter of NIGP, with Clay County, MO serving as the Lead Agency:
City of Independence, MO
Richelieu Sese
111 E. Maple
Independence, MO 64050
816.325.7090 FAX 816.325.7088
[email protected]
City of Lee’s Summit, MO
Mark Stinson
1971 SE Hamblin Road
Lee’s Summit, MO 64082
816.969.1061
[email protected]
City of Olathe, KS
Lisa Robbins
100 East Santa Fe
Olathe, KS 66051
913.971.8925 FAX 913.971.8719
[email protected]
Johnson County, KS
Kyra Blatchford
111 South Cherry, Suite 2400
Olathe, KS 66061
913.715.0591 FAX 913.715.0597
[email protected]
City of Kansas City, MO
Ronnell Simpson
414 E. 12
th Street
Kansas City, MO 64106
816.513.1590 FAX 816.513.1156
[email protected]
WaterOne
Robin Broussard
Metropolitan Community College
Nicole Averell
3200 Broadway
Kansas City, MO 64111
816.604.1100
[email protected]
Greene County, MO
Melissa Denney
1443 N. Robberson, Suite 1000
Springfield, MO 65802
417.868.4013 FAX 417.868.4188
[email protected]
Douglas County, KS
Jackie Waggoner
1100 Massachusetts
Lawrence, KS 66044
785.832.5286 FAX 785.838.2480
[email protected]
Unified Government of Wyandotte Co.
/ Kansas City, KS
Kelly Regan
701 N. 7th St. Suite 649
Kansas City, KS 66101
913.573.5447 FAX 913.573.5444
[email protected]
Jackson County, MO
Katie Bartle
415 East 12
th Street, Room G-1
Kansas City, MO 64106
816.881.3465 FAX 816.881.3268
[email protected]
City of Overland Park, KS
City of Raytown, MO
Tony Mesa
10000 East 59th Street
Raytown, MO 64133
816.737.6066 FAX 816.737.6052
[email protected]
Raytown Police Department
Lieutenant Paul Beitling
10000 East 59
th Street
Raytown, MO 64133
816.737.6103 FAX 816.737.6137
[email protected]
City of Merriam, KS
Ross Davis
6901 Knox
Merriam, KS 66203
913.322.5570 FAX 913.322.5575
[email protected]
Kansas City Kansas Board of Public Utilities
Jason McVay
6742 Riverview Avenue
Kansas City, KS 66102
913.573.9414
[email protected]
Jackson County, MO Circuit Court
Terry Shepard
415 East 12th Street, Room 8M East;
Purchasing
Kansas City, MO 64106
816.881.1309 FAX 816.881.3226
[email protected]
10747 Renner Blvd Jose Vargas
Lenexa, KS 66219 11300 W. 91st Street
913.895.5532 Overland Park, KS 66214
[email protected] 913.327.6658
[email protected]
Buchanan County, MO
Kim Hartman
411 Jules Street, Room 101
St. Joseph, MO 64501
816.271.1512 FAX 816.271.1569
[email protected]
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347
IFB No: 49-19 Page 25 of 28
Vendor’s Initials: ________
ATTACHMENT 3
JACKSON COUNTY, MISSOURI
COMPLIANCE REVIEW FORM
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348
JACKSON COUNTY, MISSOURI
COMPLIANCE REVIEW FORM
Report Date:__________________________ (All reports expire annually on December 31 st)
DIRECTIONS FOR COMPLETION:
Please fill out form completely. If a question refers to “past report” and this is your first one, place “1st Report” in the blank. If a question addresses an area which does not apply to your company, such as (subcontractors), place “N/A” in the blank. Please be sure this and subsequent reports are SIGNED AND DATED. If you have any questions, please call our office at (816) 881-3302.
Mail/Fax or Email reports to:
Tom Wyrsch
Contract Compliance Review Director
415 East 12
th Street - 2nd Floor
Kansas City, Missouri 64106
EMAIL: [email protected]
FAX: (816) 881-1223
1. COMPANY DESCRIPTION:
Name of Company__________________________________________________ Street Address_____________________________________________________ City__________________________State____________Zip_________________ Email Address:_____________________________________________________ Website Address:___________________________________________________ Area Code__________Telephone Number_______________________________ Representative Name________________________________________________
2. COMPANY STATISTICS:
A. Total number of Employees__________
B. Total Number of Employees who are:
1. Women_____ 4. Asian_____
2. Hispanic_____ 5. American Indian_____
3. Black_____ 6. Biracial______
YES NO N/A
3. Has your company advertised for applicants since your report? ___ ___ ___ If so, please attach a list of publications in which ads appeared, the dates of advertising, and copies of such advertisement___ ___ ___
4. Has there been an effort since your last report to further orientate supervisors and key personnel to the spirit and intent of the program? ___ ___ ___ If so, please attach a detailed report of such efforts
5. Have there been any adjustments in your job prerequisites or your recruiting and intake procedures?
If so, please attach a narrative of such efforts. ___ ___ ___
YES NO N/A
6. Has any effort been made since your last report in disseminating your policy to all your employees or in encouraging them to refer Minority or Female applicants? ___ ___ ___
see attachment
SEE UPLOADS FOR DOCUMENT
349
If so, please attach a narrative of such efforts.
7. Are you attaching any other comments or concerns which you would like to have reviewed as part of determining compliance with your programs? ___ ___ ___
List all minority contractors/suppliers (Minority Owned Business Enterprises MBE or Women Owned Business Enterprises WBE) with which you have contracted during this reporting period.
NAME OF COMPANY__________________________________________________ STREET ADDRESS____________________________________________________ REPRESENTATIVE NAME______________________________________________ TELEPHONE NUMBER_________________________________________________ EMAIL ADDRESS______________________________________________________ WEBSITE ADDRESS___________________________________________________ PRODUCTS, SERVICE, AREA OF SCOPE OF WORK:
DURATION OF CONTRACT_____________________________________________ AMOUNT OF CONTRACT_______________________________________________
REPEAT THE ABOVE INFORMATION ON A SEPARATE SHEET FOR ADDITIONAL MBE/WBE FIRMS WITHWHOM YOU HAVE CONTRACTED.
Figures of Employment Analysis section of this report was obtained from:
YES NO
1. Available employment ___ ___
2. Visual check ___ ___
3. Other (specify)_____________________________________________________________
This Compliance Review Form was prepared and submitted by:
__________________________________
Signature
__________________________________
Name and Title
__________________________________
Date
I certify that all answers and information herein contained are true to the best of my know ledge, and I
understand that any misstatement of fact may subject this company to non -compliance procedures.
see attachment
SEE UPLOADS FOR DOCUMENT
350
IFB No: 49-19 Page 27 of 28
Vendor’s Initials: ________
ATTACHMENT 4
JACKSON COUNTY, MISSOURI
AFFIDAVIT form
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SEE UPLOADS FOR DOCUMENT
351
Jackson County, Missouri
AFFIDAVIT
STATE OF ______________________ )
) SS.
COUNTY OF ____________________ )
_________________________________of the City of ________________________________ County of ____________________ State of __________________being duly sworn on her or his oath, deposes and says;
1. That I am the _________________________(Title of Affiant) of __________________________________(Name of Bidder) and have been authorized by said Bidder to make this Affidavit upon my best information and belief, after reasonable inquiry as to the representations herein.
2. No Officer, Agent or Employee of Jackson County, Missouri is financially interested directly or indirectly what Bidder is offering to sell to the County pursuant to this Invitation (though no representation is made regarding potential ownership of publicly traded stock of bidder).
3. If Bidder were awarded any contract, job, work or service for Jackson County, Missouri, no Officer, Agent or Employee of the County would be interested in or receive any benefit from the profit or emolument of such.
4. Either Bidder is duly listed and assessed on the tax rolls of Jackson County, Missouri and is not delinquent in the payment of any taxes due to the County or Bidder did not have on December 31, 2018 any property subject to taxation by the County and if bidder is duly listed and assessed on the tax rolls of Jackson County, Missouri, bidder agrees to permit an audit of its records, if requested by the Jackson County Director of Assessment, as they relate to the assessment of Business Personal Property.
5. Bidder has not participated in collusion or committed any act in restraint of trade, directly or indirectly, which bears upon anyone's response or lack of response to the Invitation.
6. Bidder certifies and warrants that Bidder or Bidder's firm/organization is not listed on the General Services Administration's Report of Debarred and/or Suspended Parties; or the State of Missouri and City of Kansas City, Missouri Debarment List
7. Bidder certifies and affirms its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services.
8. Bidder certifies and affirms that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services.
_______________________________(Name of Bidder)
By:____________________________(Signature of Affiant)
_______________________________(Title of Affiant)
Subscribed and sworn to before me this ______ day of _________________, 20____
____________________________________________________________
NOTARY PUBLIC in and for the County of _______________________________(SEAL)
State of _____________________________
My Commission Expires: ______________________________________________ see attachment
SEE UPLOADS FOR DOCUMENT
352
CLAY COUNTY
PURCHASING DEPARTMENT
RENEWAL AGREEMENT
RENEWAL NO: 62-23-4 PURCHASING SPECIALIST II PATRICK WEST TITLE: MKCPP 2024 MODEL YEAR
METRO VEHICLE BID RENEWAL
PHONE: 816.407.3630
FAX: 816.407.3641
ISSUE DATE: 9/26/2023 EMAIL: [email protected]
RE
TURN RENEWAL AGREEMENT BY E-MAIL, MAIL, COURIER OR FAX:
CLAY COUNTY
ATTN: ~ PURCHASING DEPARTMENT
16 W. FRANKLIN STREET
LIBERTY, MISSOURI 64068
DELIVER SUPPLIES/SERVICES/INVOICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:
COUNTYWIDE
CLAY COUNTY ADMINISTRATION BUILDING
1 COURTHOUSE SQUARE
LIBERTY, MO 64068
SIGNATURE REQUIRED
Company Name Authorized Representative (Print) Title
Street Address Authorized Signature
City/State/Zip County Date Company Tax ID No.
Telephone No. Facsimile No. E-Mail
☐Corporation ☐Individual ☐State/Local Government ☐Partnership ☐Sole Proprietor ☐IRS Tax-Exempt Vendor Tax Filing Type with IRS (Check One)
TO: OLATHE FORD
DEBI JONES
1845 EAST SANTA FE
OLATHE, KANSAS 66062
PHONE: 913.782.0881
E-MAIL: [email protected]
353
AGREEMENT TITLE: MKCPP 2024 MODEL YEAR METRO VEHICLE BID RENEWAL A
GREEMENT PERIOD: NOVEMBER 21, 2023 TO NOVEMBER 20, 2024 C
lay County hereby exercises its option to renew the above referenced agreement for the fourth of four possible renewals unless either party notifies the other of intent not to renew, modify or alter terms of the agreement. Notifications must be in writing within a minimum of 30 days prior to the end of an annual renewal period.
V
endors MUST meet the Minimum Standard Specification of every item listed in the Standard Vehicle portion of the Detailed Specifications of Exhibit A for all vehicles bid. If Minimum Standard Specifications cannot be met, Vendor shall note such exceptions in Exhibit A. If Make/Model has additional Standard Equipment not listed in Minimum Standard Specifications, Vendor must list Equipment and Manufacturer’s Codes for all additional Standard Equipment not listed using a separate sheet noting Item Number, Group Number, Equipment Description, and Manufacturer Code(s). Vendor shall supply an available options sheet for every vehicle bid, including any Manufacturer Codes and pricing that reflects requested MSRP discount from Exhibit A; Table 5 .
Such options will generally be considered “OEM” (original equipment manufacturer), but may be from other suppliers that the OEM may utilize and/or may be considered part of the OEM’s standard line of products for the vehicle involved. The options would normally be readily available from the “factory” when the OEM is building the vehicle and would normally be expected to be listed in the OEM’s offering of options.
EXHIBIT A: RENEWAL PRICING TABLE
ITEM
NO.
GROUP
NO. VEHICLE TYPE VEHICLE MAKE VEHICLE MODEL QTY. BASE PRICE INCLUDING
STANDARD OPTIONS
1 Group No. 1 Minimum Specifications for All Heavy Duty Trucks are as Follows: Driver Air Bag, Arm Rests – All Doors, Factory Air Conditioning, Factory Auxiliary 12 Volt Outlet, Factory Power Steering, Factory Cruise Control and Tilt Wheel, Heavy Duty Increased Cooling System, 12 Volt Electrical System, Rubber Floor Covering, Gauges – Oil, Amp, Temperature, Fuel Minimum, Tinted Windows – All, Full Length Factory Headliner, Electric Horns, Day/Night Inside Mirror, AM/FM Factory Radio, Spare Tire and Wheel, Same Size as Vehicle Tires, Dual Sun Visors, Intermittent Wipers.
1 1 Full Size Van Cutaway Cab & Chassis ea. $
2 1 1-Ton Cab & Chassis ea. $
3 1 15,000 GVWR Cab & Chassis ea. $
4 1 17,500 GVWR Cab & Chassis ea. $
5 1 21,000 GVRW Cab & Chassis ea. $
6 1 29,000 GVWR Cab & Chassis ea. $
7 1 34,000 GVWR Cab & Chassis ea. $
2 Group No. 2 Minimum Specifications for ALL Sedans are as Follows: Body Style - 4 Door Sedan: Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, 4 Door Sedan Body, Factory Power Anti-Lock Brakes, Factory Power Steering, Factory Power Windows, Factory Power Door Locks, Factory Cruise Control and Tilt Wheel, Dual Sun Visors, Factory Intermittent Wipers, Standard Spare Tire for Model, 4 Radial Tires, 4 Each Alloy Wheels, Rear Defroster, Front and Rear Floor Mats, Tinted Windows-All, Latching Glove Box, Inside Day/Night Mirror, Outside Dual Mirrors Controlled on Drivers Side, Dual Sun Visors, Standard Suspension for Model Bid, Factory AM/FM Radio, Auxiliary Power Outlet, Maintenance Free Battery, Alternator per Model Bid, Floor Covering – Carpet Front and Rear, Battery per Model Bid, Transmission-Automatic Standard for Model Bid, Minimum 4 Cylinder. 12 2 Mid-Size Sedan – Front Wheel Drive
(97.0 Cu. Ft. Min) Passenger Volume e a. $
TBD
TBD
354
EXHIBIT A, continued
RENEWAL PRICING TABLE: REQUIRED PRICING
ITEM
NO.
GROUP
NO. VEHICLE TYPE VEHICLE MAKE VEHICLE MODEL QTY BASE PRICE INCLUDING
STANDARD OPTIONS
3 Group No. 3 Minimum Specifications for ALL Utility Vehicles are as Follows: Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, Auxiliary Outlet, Factory Power Anti-Lock Brakes, Front and Rear Bumpers, Rear Defroster, Factory Power Door Locks, Carpet Floor Covering Front and Rear, Four Wheel Drive 4X4, Tin ted Windows-All, Inside Day/Night Mirror, Outside Mirrors-Low Mount Both Sides, Factory AM/FM Radio, Seats-Standard for Model Bid, Standard Spare Tire for Model, Factory Power Steering, Factory Power Windows, Factory Cruise Control and Tilt Wheel, Dual Sun Visors, Factory Intermittent Wipers, Front and Rear Floor Mats, Latching Glove Box, Standard Suspension for Model Bid, Auxiliary Power Outlet, Floor Covering – Carpet Front and Rear, Tires - Steel Belted Radial, BSW, All Season, Bumpers Front and Rear, Instrumentation Gauges -Standard per Model Bid. Automatic Transmission - Standard Per Model Bid, Standard Front and Rear Axles for Model Bid. 15 3 Sub-Compact Utility Vehicle 4X4,
Engine; 4 Cylinder Minimum ea . $
16 3 Compact Utility Vehicle 4X4,
Engine; 6 Cylinder Minimum ea . $
17 3 Full Size Utility Vehicle 4X4,
Engine; 8 Cylinder Minimum ea . $
18 3 Large Size Utility Vehicle 4X4,
Engine; 8 Cylinder Minimum ea . $
4 Group No. 4 Minimum Specifications for ALL Pickup Trucks are as Follows : Cab "A" - 2 Door, Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, Factory Power Anti-Lock Brakes, Front and Rear Bumpers Standard for Model, Factory Power Steering, Factory Power Windows, Factory Power Door Locks, Factory Cruis e Control and Tilt Wheel, Dual Sun Visors, Factory Intermittent Wipers, Standard Spare Tire for Model, 4 Radial Tires, Rear Defroster, Front and Rear Floor Mats, Glove Box, Inside Day/Night Mirror, Outside Mirrors, Left and Right Sides - Standard for Model Bid, Dual Sun Visors, Standard Suspension for Model Bid, Factory AM/FM Radio, Auxiliary Power Outlet, Rubber/Vinyl Floor Covering Front and Rear, Maintenance Free Battery, Alternator, Headliner Factory Installed, Glass -Tinted Windows, Cab Dome Light Factory, Seat - Full Depth Foam, Vinyl, Bench, Hinged Back , 12 Volt Electrical System, Cab Dome Light - Factory, 4X2 - Two Wheel Drive Standard, Standard Automatic Transmission for Model Bid, Standard Radiator for Model Bid, Cooling System Standard for Model Bid, Front and Rear Axles Standard to Model Bid, Standard Wheelbase for Model Bid.
20 4 Midsize Pickup, 4x2, Cab “A”, 4x2 ea. $
21 4 Pickup, ½ Ton, Cab “A”, 4x2 ea. $
22 4 Pickup, ¾ Ton, Cab “A”, 4x2 ea. $
23 4 Pickup, 1 Ton, Cab “A”, 4x2 ea. $
5 Group No. 5 Minimum Specifications for ALL Vans are as Follows: Driver and Passenger Air Bags, Factory Air Conditioning, Factory Arm Rests, Factory Power Anti-Lock Brakes, Factory Power Steering, Factory Power Windows - All Side Doors, Factory Power Door Locks, Factory Cruise Control and Tilt Wheel, Dual Sun Visors, Factory Intermittent Wipers, Standard Spare Tire for Model, 4 Radial Tires, Latching Glove Box, Inside Day/Night Mirror, Outside Standard Suspension for Model Bid, Factory AM/FM Radio, Auxiliary Power Outlet, Rubber Floor Covering Front and Rear, Maintenance Free Battery, Alternator Standard per Model Bid, Heater - Standard for Model Bid, Radiator - Standard for Model Bid, Transmission - Standard for Model Bid, Fuel Tank-Standard for Model Bid, Headliner - Standard per Model Bid, Heater Standard per Model Bid, Outside Mirrors - Standard per Model Bid. 29 5 Mini-Van, Passenger ea. $
30 5 Mini-Van, Cargo Van ea. $
31 5 Full Size Van, ¾ Ton, Cargo ea. $
32 5 Full Size Van, 1 Ton, Cargo ea. $
33 5 Full Size Van, Window, Passenger ea. $
34 5 Sprinter Van, Cargo ea. $
355
EXHIBIT A, continued
RENEWAL PRICING TABLE 1: REQUIRED PRICING
ITEM
NO.
GROUP
NO. VEHICLE TYPE VEHICLE MAKE VEHICLE MODEL QTY BASE PRICE INCLUDING
STANDARD OPTIONS
6 Group No. 6 Minimum Specifications for ALL Police Vehicles are as Follows: Dual Front Air Bags, Factory Air Conditioning, Arm Rests, Auxiliary Outlet 12V Factory Installed, 4 Wheel Disc Power Brakes, Anti- Locking Brakes, Power Door Locks (All Doors), Deactivate Door Jam Switch for Interior Lights, Dual Exhaust, Exterior, Non -Street Appearance, Floor Covering – Heavy Duty Vinyl Front & Rear (No Carpeting), Gauges Required, Glass – Tinted (All Windows), Dual Horns Required, Key-Each Vehicle Keyed Individually (3 Keys per Vehicle), Lights – Auxiliary Dome Light Header Mounted, Under Hood Light, Luggage Compartment Lamp, Inside Day/Night Mirror, Radiator – Heavy Duty Cooling Package, Factory AM/FM Radio with Digital Clock, Conventional Spare Tire and Wheel, Speedometer Calibrated in 2 MPH Increments, Spot Light mounted 6 IN on Left Side, Power Steering, Steering – Cruise and Tilt Factory Installed, Dual Sun Visors, Trunk Opener – Electric or Vacuum on Dash to Activate, Full Wheel Covers, Power Window s – All, Intermittent Wipers, Wiring – Auxiliary Fuse Block with 6 Fused Circuits, Suspension – Standard for Model Bid. 38 6 Ford Police Interceptor - Utility ea. $
39 6
Police Pursuit or Patrol Vehicle
(All Models not otherwise
indicated)
ea. $
40 6
Police Vehicle – Utility
(All Models not otherwise
indicated)
ea. $
7 Group No. 7 Minimum Specifications for ALL Special Service Utility Vehicles are as Follows : Driver and Passenger Air Bags, Factory Air Conditioning, Arm Rest –All Doors, Factory Installed Auxiliary Outlet 12V., Power ABS Brakes, Front and Rear Bumpers, Factory Rear Window Defroster, Factory Power Door Locks – All Doors, 4X4 Drive Package, Vinyl Floor Covering, Minimum of Fuel, Amp and Oil Pressure Gauges, Tinted Windows – All Windows, Day/Night Interior Mirror, Outside Mirrors – Low Mount Both Sides, Factory Installed AM/FM Radio, Spare Tire and Wheel – Conventional, Power Steering, Factory Tilt and Cruise on the Steering Wheel , Dual Sun Visors, Factory Installed Power Windows – All Doors, Intermittent Wipers.
42 7 Special Services Utility Vehicle ea. $
44 7 Special Services Utility Vehicle
(½ Ton Pickup or Equal) ea. $
8 Group No. 8 Minimum Specifications for ALL Hybrid Sedans are as Follows: Body Style - 4 Door Sedan, Driver and Passenger Side Airbags, Automatic Transmission with Overdrive, Air Conditioning, Alternator, Armrests, Auxiliary Outlet, Battery – 12 Volt Factory, Defroster, Power Door Locks-All Doors, Power Anti-Lock Brakes, Electric Power Storage-Nickle Metal Hydride Batteries, Front and Rear Floor Mats, Tinted Window -All, Glove Box with Door, Day/Night Inside Mirror, Dual Outside Mirrors-Driver Side Controlled, AM/FM Factory Radio, Standard Spare Tire for Model Bid, Power Steering, Factory Tilt and Cruise in Steering Wheel, Dual Sun Visors, All Season Radial Tires, Suspension Standard for Model Bid, Power Windows-All Windows, Intermittent Wipers.
47 8 Hybrid Compact Sedan ea. $
49 8 All Electric Sedan ea. $
RENEWAL PRICING TABLE 2: OTHER REQUIRED PRICING
The Vendor must state below all other applicable costs necessary to satisfy the mandatory requirements of the original IFB. Unless stated in Exhibit A. the County shall assume that absolutely no other fees or delivery charges, including upgrade fees, will be assessed to the County whatsoever in connection with the MKCPP 2024 Model Year Metro Vehicle Bid herein and to satisfy the original IFB requirements.
DESCRIPTION / COMMENTS UNIT OF
MEASURE UNIT PRICE
Delivery Price Per Mile
Guaranteed Not To Exceed Total Delivery Price Per Vehicle Vehicles will be delivered from Location (City and State) 49,385
TBD
K1S
356
EXHIBIT A, continued
R
ENEWAL PRICING TABLE 3: OPTIONAL PRICING: Alternative Fuel Options The Vendor may provide firm, fixed pricing for Alternative Fuel Options for Vehicles listed in Pricing Table 1, for the proposed MKCPP 2024 Model Year Metro Vehicle Bid solution. Additional Vehicles Alternative Fuel Options may be listed on Separate Pages using Pricing Table 3 format.
DESCRIPTION / COMMENTS UNIT PRICE
Pricing Table 1; Group Number:
Pricing Table 1; Item Number:
Alternative Fuel Package: Fuel Option and Base Price each Net $ Alternative Fuel Option: CNG, LPG, P/H/EV, E85, B20
Alternative Fuel Operation: Dedicated, Bi-Fuel or Flex Fuel Gas Gallon Equivalent (How much fuel on board)
GGE Gas Gallon Equivalent - Option 1 Tank Size $
GGE Gas Gallon Equivalent - Option 2 Tank Size $
Manufacturer and Model of conversion system
Current or Pending EPA or CARB Certification No. (If no cert no., please explain):
OEM Supported (Vendor has QVM or SVM status or equivalent:
yes or no)
Drop ship code (if applicable)
R
ENEWAL PRICING TABLE 4: OPTIONAL PRICING
DESCRIPTION / COMMENTS UNIT OF
MEASURE UNIT PRICE
Minimum Guaranteed Trade-In Valuation Each
REN
EWAL PRICING TABLE 5: EQUIPMENT DISCOUNT
During the Course of the Agreement Year, the using Departments, Agencies and/or other Jurisdictions May Need to Order Optional Equipment or Items Not Specifically Listed Above. Please State Below, Any Discounts for Such Purposes, from Your Listed Prices.
Discount off MSRP list price %
A
ll other terms, conditions and provisions of the agreement shall remain the same and apply hereto. The Vendor shall sign and return this document, along with completed pricing.
T
HIS RENEWAL NOTICE DOES NOT CONSTITUTE AN AUTHORIZATION FOR SHIPMENT OF EQUIPMENT OR SUPPLIES OR A DIRECTIVE TO PROCEED WITH SERVICES.
357
CLAY COUNTY
RNL No. 62-23
MKCPP 2024 MODEL YEAR METRO VEHICLE BID RENEWAL
OR
IGINAL RESOLUTION: 2019-391
THIS RENEWAL AGREEMENT, MADE THIS DAY OF , 2023 is herein called Term and Supply Agreement for MKCPP 2024 Model Year Metro Vehicle Bid Renewal between Clay County Missouri (hereinafter “County”) and Olathe Ford (hereinafter “Vendor”).
WH
EREAS, the County has caused to be prepared certain Agreement documents, General Terms and Conditions, Special Conditions and/or Specifications, Invitation for Bid for Term and Supply Agreement and any special bid clauses/addenda listed under Special Attachments below (hereinafter “Agreement Documents”), said Agreement Documents setting forth such equipment, supplies, labor and/or services t o be furnished as therein fully described; and
WHEREAS, Vendor did on the 22nd day of October 2019 file with the County their Bid to furnish such equipment, supplies, labor and/or services, as specified; and
WH
EREAS, the said Agreement Documents adequately and clearly describe the terms and conditions upon which the Vendor is to furnish suc h equipment, supplies, labor and/or services as specified; and WH
EREAS, All other aspects of the original Agreement will remain in effect for the duration of the Agreement term stated above includi ng any addendums and/or modifications; IT IS AGREED.
1. Cl
ay County, Missouri acting through its Purchasing Agent and upon approval of the Authorized Agent of the County does hereby accept, with modifications, if any, the Bid of Olathe Ford.
2. The Vendor’s Bid and the County’s Agreement Documents are the agreement between the parties hereto; that both parties hereby accept and agree to the terms and conditions of said Bid and Agreement Documents, and that the parties continue to be bound thereby and that the compensation to be paid the Vendor is as set forth in the Vendor’s bid.
3. That this Renewal Agreement shall be effective for the Agreement period from November 21, 2023 to November 20, 2024.
4. No financial obligation shall accrue against the County until Vendor makes delivery pursuant to order of the Purchasing Agent and/or their approved designee.
5. This Agreement may be terminated by either party upon thirty (30) days prior notice in writing to the other party. The County may terminate this Agreement immediately, under breach of Agreement, if the Vendor fails to perform in accordance w ith the terms and conditions. In the event of any termination of Agreement by the Vendor, the County may purchase such supplies and/or services similar to those so terminated, and for the duration of the Agreement period the Vendor will be liable for all costs in excess of the established Agreement pricing.
6. This is the fourth of four possible renewal periods of this Agreement. The Agreement pricing identified in Exhibit A, the attached renewal and pricing agreement will be in effect for the duration of this Agreement term stated in paragraph 3.
IN W
ITNESS WHEREOF, the parties have set their hands and seals the date and year first above written. The parties represent that the signatories below have full authority and authorization to sign on behalf of the respective parties.
APPROVED:
Purchasing Expenditure Authority
Olathe Ford
358
order # body code model vin build week color MSRP COMMON GPC Total price after GPC W957 U1G EXPEDITION SSV C32955 1FMJU1G88PEA30477 available now white 56025 1800 54,225 W958 U1G EXPEDITION SSV C32953 1FMJU1G8XPEA30478 available now white 56025 1800 54,225 W959 U1G EXPEDITION SSV C32952 1FMJU1G81PEA30479 available now white 56025 1800 54,225 W904 U9G ESCAPE AWD 1FMCU9GN2PUB25362 available now white 33645 800 32,845 W905 U9G ESCAPE AWD C34716 1FMCU9GN7PUB25003 available now white 33645 800 32,845 W906 U9G ESCAPE AWD C34705 1FMCU9GN9PUB24841 available now white 33645 800 32,845 W907 U9G ESCAPE AWD C34708 1FMCU9GN0PUB25392 available now white 33645 800 32,845 W908 U9G ESCAPE AWD 1FMCU9GN6PUB24778 available now white 33645 800 32,845 W909 U9G ESCAPE AWD C34715 1FMCU9GN7PUB24871 available now white 33645 800 32,845 W916 U0G ESCAPE FWD C34707 1FMCU0GN7PUB25370 available now white 31775 800 30975 W917 U0G ESCAPE FWD 1FMCU0GN5PUB25920 available now white 31775 800 30975 W918 U0G ESCAPE FWD 1FMCU0GN9PUB25256 available now white 31775 800 30975 W919 U0G ESCAPE FWD 1FMCU0GN7PUB24753 available now white 31775 800 30975 W920 U0F ESCAPE BASE FWD 1FMCU0FN2PUB25293 available now white 28995 800 28195 W921 U0F ESCAPE BASE FWD 1FMCU0FN4PUB25098 available now white 28995 800 28195 W922 U0F ESCAPE BASE FWD 1FMCU0FN3PUB25299 available now white 28995 800 28195 W923 U0F ESCAPE BASE FWD 1FMCU0FN5PUB25157 available now white 28995 800 28195 W924 K8D Explorer XLT 1FMSK8DH1PGC14218 week of November 30th white 42,370 1600 40570 W925 K8D Explorer XLT 1FMSK8DH8PGC14328 week of November 30th white 42,370 1600 40570 W926 K8D Explorer XLT 1FMSK8DH4PGC14133 week of November 30th white 42,370 1600 40570 W927 K8D Explorer XLT 1FMSK8DH2PGC14485 week of November 30th white 42,370 1600 40570 W928 K8D Explorer XLT 1FMSK8DH7PGC14207 week of November 30th white 42,370 1600 40570 W929 K8D Explorer XLT 1FMSK8DH8PGC14314 week of November 30th white 42,370 1600 40570 W930 K8D Explorer XLT 1FMSK8DH3PGC14219 week of November 30th white 42,370 1600 40570 W931 K8D Explorer XLT 1FMSK8DH0PGC14386 week of November 30th white 42,370 1600 40570 W932 K8D Explorer XLT 1FMSK8DH9PGC14404 week of November 30th white 42,370 1600 40570 W933 K8D Explorer XLT 1FMSK8DH7PGC14336 week of November 30th white 42,370 1600 40570 359
Item 395/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Samuel Kim
Dept:
City Manager Dept: Public Works
Date: 9/24/2024
Subject: Approval of an Amendment to the Agreement with Willdan Engineering for consultant engineering services. (Cost: $250,000) (Action Item)
OBJECTIVE
For the City Council to approve an amendment to the agreement with Willdan Engineering for consultant engineering services to continue to fill engineering staffing needs until the Associate Engineer vacancy is filled.
BACKGROUND
On January 23, 2024, The City Council approved an award of contract with Willdan Engineering to assist the City’s Engineering Division in meeting ongoing staffing needs until staffing vacancies were filled. The Public Works Engineering Division (Engineering) oversees an annual capital improvement plan (CIP) budget of $28.6 million. Projects under the capital improvement plan require extensive planning and complex engineering work to execute. The Engineering team experienced two staffing vacancies since December 2023. One vacancy was filled in March 2024 and the Division is in the process of filling the second vacancy.
DISCUSSION
The City is in the recruitment process to fill the existing Associate Engineer vacancy. This is anticipated to take six to eight months to complete . Once filled, it is anticipated continued support from the consultant engineer is needed to ensure a smooth transition. The monthly cost for the consulting service is approximately $25,000. The proposed contract establishes a not-to-exceed amount of $250,000, to cover unexpected delays in filling the position, as well as other unforeseen staffing needs. The licenses and references of the consultant have been reviewed and verified by staff, and all other documentation is in order.
FINANCIAL IMPACT
No additional appropriation is needed to approve the proposed amendment to the agreement with Willdan Engineering. Contract costs will be funded by Gas Tax and Measure M2 funding.
360
Item 395/2024
RECOMMENDATION
It is recommended that the City Council:
Approve the amendment to the agreement with Willdan Engineering, in the amount not to exceed $250,000, to provide consultant engineering services, to meet engineering needs until the permanent Associate Engineer position has been filled; and
Authorize the City Manager to execute an amended contract with Willdan, and make minor modifications as appropriate thereto on behalf of the City.
By: Alexa Viramontes, Sr. Administrative Analyst
ATTACHMENTS
1. Amendment No. 1
2. Willdan Consultant Engineering Services Agreement
361
CITY OF GARDEN GROVE
AMENDMENT NO. 1
This Amendment No. 1 is made and entered into this ___ day of ________ 2024, by and between the CITY OF GARDEN GROVE, hereinafter referred to as "CITY", and WILLDAN ENGINEERING, hereinafter referred to as "CONSULTANT".
WHEREAS, CONSULTANT and CITY entered into an Agreement effective January 23, 2024, for CONSULTANT to provide consultant engineering services.
WHEREAS, CONSULATNT and CITY desire to amend the Existing Contract as provided herein.
Now, therefore, it is mutually agreed, by and between the parties as follows:
Section 1: Term and Termination, shall be revised as follows:
The contract price is hereby increased by $250,000.00 for a total not to exceed amount of $550,000.00 to cover services through June 30, 2025.
Except as expressly amended hereby, the Existing contract remains in full force and effect as originally executed.
362
IN WITNESS WHEREOF, the parties have caused this Amendment No. 1 to the Existing Contract to be executed by their respective officers duly authorized on the date first written above.
Date: _____________ "CITY"
CITY OF GARDEN GROVE
By: ____________________________
City Manager
ATTESTED:
____________________________
City Clerk
Date: _______________________
"CONSULTANT"
Willdan Engineering
By: ______________________________
Name: ___________________________
Title: ____________________________
Date: ____________________________
If CON SULTANT is a corporation, a
Corporate Resolution and/or
Corporate Seal is required. If a
partnership, Statement of
Partnership must be submitted to
CITY.
APPROVED AS TO FORM:
____________________________
Garden Grove City Attorney
____________________________
Date
363
1 PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made this day of , 2024, by the CITY OF GARDEN GROVE, a municipal corporation, ("CITY") and WILLDAN ENGINEERING, herein after referred to as “CONTRACTOR”.
RECITALS
The following recitals are a substantive part of this Agreement:
1. This Agreement is entered into pursuant to Garden Grove City Council approval dated January 23, 2024.
2. CITY desires to utilize the services of CONTRACTOR to Provide Consultant Engineering Services.
3. CONTRACTOR is qualified by virtue of experience, training, education and expertise to accomplish services.
AGREEMENT
THE PARTIES MUTUALLY AGREE AS FOLLOWS:
1. Term and Termination The initial term of the agreement shall be from full execution through June 30, 2025, or until compensation reaches the not to exceed amount, or sooner terminated per sections 3.4.
2. Services to be Provided The services to be performed by CONTRACTOR shall consist of tasks as set forth in the Proposal. The Proposal is attached as Attachment A, and is incorporated herein by reference. The Proposal and this Agreement do not guarantee any specific amount of work.
3. Compensation CONTRACTOR shall be compensated as follows:
3.1 3.2
AMOUNT. Total Compensation under this agreement shall not exceed (NTE) amount of THREE HUNDRED THOUSAND
DOLLARS ($300,000.00), payable in arrears and in accordance with proposal in Attachment “A”.
Payment. For work under this Agreement, payment shall be made per invoice for work completed. Within 45 day of delivery of goods or completion of performance of services, CONTRACTOR must promptly render an invoice to CITY or payment may be significantly delayed.
DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 7th
February
364
2 3.3
3.4 For extra work not a part of this Agreement, a written authorization by CITY will be required, and payment shall be based on schedule included in Proposal (Attachment A).
Records of Expenses. CONTRACTOR shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to CITY.
Termination. CITY and CONTRACTOR shall have the right to terminate this agreement, without cause, by giving thirty (30) days written notice of termination. If the Agreement is terminated by CITY, then the provisions of paragraph 3 would apply to that portion of the work completed.
4. Insurance requirements
4.1 COMMENCEMENT OF WORK. CONTRACTOR shall not commence work under this Agreement until all certificates and endorsements have been received and approved by the CITY. All insurance required by this Agreement shall contain a Statement of Obligation on the part of the carrier to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance and provide a Waiver of Subrogation in favor of the City.
4.2 WORKERS COMPENSATION INSURANCE. During the duration of this Agreement, CONTRACTOR and all subcontractors shall maintain Workers Compensation Insurance in the amount and type required by law, if applicable.
4.3 INSURANCE AMOUNTS. CONTRACTOR shall maintain the following insurance for the duration of this Agreement:
(a) Commercial general liability in an amount of
$1,000,000.00 per occurrence ( claims made and
modified occurrence policies are not
acceptable); Insurance companies must be
acceptable to CITY and have a Best’s Guide Rating
of A-, Class VII or better, as approved by the CITY.
(b) Automobile liability in an amount of $1,000,000.00
combined single limit (claims made and modified
occurrence policies are not acceptable);
Insurance companies must be acceptable to CITY
and have a Best’s Guide Rating of A -, Class VII or
better, as approved by the CITY.
DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 365
3 An On-Going and Completed Operations Additional Insured Endorsement for the policy under section 4.3 (a) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of work or operations performed by or on behalf of the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.
An Additional Insured Endorsement for the policy under section 4.3 (b) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for automobiles, owned, leased, hired, or borrowed by the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.
For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY, it’s officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the CITY, it’s officers, officials, employees, agents, and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.
If CONTRACTOR maintains higher insurance limits than the minimums shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.
5. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, or for any amount which may become due to CONTRACTOR.
6. Non-Discrimination. CONTRACTOR covenants there shall be no discrimination against any person or group due to race, color, creed, religion, sex, marital status, age, handicap, national origin, or ancestry, in any activity pursuant to this Agreement.
7. Independent Contractor. It is agreed to that CONTRACTOR shall act and be an independent contractor and not an agent or employee of the CITY, and shall obtain no rights to any benefits which accrue to CITY'S employees.
8. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.
CONTRACTOR shall comply with, and shall be responsible for causing all contractors and subcontractors performing any of the work pursuant to this Agreement to comply with, all applicable federal and state labor standards, including, to the extent applicable, the prevailing wage requirements promulgated by the Director of Industrial Relations of the State of California DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 366
4 Department of Labor. The City makes no warranty or representation concerning whether any of the work performed pursuant to this Agreement constitutes public works subject to the prevailing wage requirements.
9. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process. a. (Contractor)
Willdan Engineering
Attention: Chris Baca
13191 Crossraods Parkway North, Suite 405
Industry, CA 91746
b. Mark Uphus (with a copy to):
City of Garden Grove Garden Grove City Attorney
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840 Garden Grove, CA 92840
10. CONTRACTOR'S PROPOSAL. This Agreement shall include CONTRACTOR'S proposal or bid which shall be incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.
11. Licenses, Permits, and Fees. At its sole expense, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.
12. Familiarity with Work. By executing this Agreement, CONTRACTOR warrants that: (1) it has investigated the work to be performed; (2) it has investigated the site of the work and is aware of all conditions there; and (3) it understands the facilities, difficulties, and restrictions of the work under this Agreement. Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY of this and shall not proceed, except at CONTRACTOR'S risk, until written instructions are received from CITY.
13. Time of Essence. Time is of the essence in the performance of this Agreement.
14. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability, and reputation of CONTRACTOR, its principals and employees were a substantial inducement for CITY to enter into this Agreement. CONTRACTOR shall not contract with any other entity to perform the services required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, without the prior written approval of CITY. If CONTRACTOR is permitted to subcontract any DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 367
5 part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its subcontractor as it is for persons directly employed.
Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and CITY. All persons engaged in the work will be considered employees of CONTRACTOR. CITY will deal directly with and will make all payments to CONTRACTOR.
15. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement and that by executing this Agreement, the parties are formally bound.
16. Indemnification. To the fullest extent permitted by law, CONTRACTOR shall defend, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of CONTRACTOR, CONTRACTOR'S agents, officers, employees, subcontractors, or independent contractors hired by CONTRACTOR in the performance of the Agreement.
The only exception to CONTRACTOR'S responsibility to protect, defend, and hold harmless CITY, is due to the negligence, recklessness and/or wrongful conduct of CITY, or any of its elective or appointive boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR.
17. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Grove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY.
\ \ \ \
(Agreement Signature Block on Next Page)
DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 368
6 IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.
Date: _____________ "CITY"
CITY OF GARDEN GROVE
By:___________________________
City Manager
ATTESTED:
____________________________
City Clerk
Date: _______________________
"CONTRACTOR"
WILLDAN
ENGINEERING
By: ___________________________
Name:__________________________
Title:___________________________
Date: __________________________
Tax ID No. ______________________
Contractor’s License: _____________
Expiration Date:_________________
If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.
APPROVED AS TO FORM:
____________________________
Garden Grove City Attorney
________________________
Date
DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 2/2/2024
967101
X
95-2295858
Director of CM & Inspection
Chris Baca
10-31-2024
2/5/2024
2/7/2024
2/7/2024
369
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DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 370
Print Date 2/1/2024 11:50:40 AM
City of Garden Grove
Compliance Summary Report
Vendor Number
Vendor Name
AM Best Rating
Insurance Carrier
Policy #
Eff. Date
Exp. Date
Coverage
V01731
WILLDAN ENGINEERING
Compliant
Ag , XV
Transportation Insurance
Company
7063481156
11/9/2023
11/9/2024
Auto Liability
Ag , XV
National Fire Insurance Company
of Hartford
7063481190
11/9/2023
11/9/2024
General Liability
Ag , XV
Allied World Surplus Lines
Insurance Company
03135950
11/9/2023
11/9/2024
Professional Liability
Ag , XV
American Casualty Company of
Reading, Pennsylvania
7063481187
11/9/2023
11/9/2024
Workers Comp
Risk Profile :
Professional Services/Consulting
Required Additional Insured :
City of Garden Grove, its officers, officials, agents, employees and volunteers DocuSign Envelope ID: 06505CED-BC88-4B5D-978F-F9E3564BC5DD 371
Item 384/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Samuel Kim
Dept:
City Manager Dept: Public Works
Date: 9/24/2024
Subject: Approval of an agreement with Synagro West LLC to provide compost procurement services. (Cost: $301,291.87)(Action Item)
OBJECTIVE
For the City Council to approve an agreement with Synagro West LLC (Synagro) to provide compost procurement services in alignment with Senate Bill (SB) 1383.
BACKGROUND
In September 2016, then Governor Jerry Brown signed Senate Bill (SB) 1383 into law to achieve a reduction in the statewide disposal of organic waste. Organic waste is primarily comprised of food scraps, green waste, landscape and pruning waste, wood and lumber, and paper products.
SB 1383 specifically requires cities and counties to procure 0.08 tons of Recovered Organic Waste Product (ROWP) material based on the City’s population on a yearly basis, and is adjusted every five years as determined by Califo rnia Department of Finance. CalRecycle adopted a tiered approach to the procurement requirements in SB 1383 with a 30% procurement target in calendar year 2023, 65% target in 2024, and 100% procurement starting in 2025.
The regulations provide that the pr ocurement of ROWP can be achieved through the direct use or purchase of credits for the use of compost or mulch; Renewable Natural Gas (RNG) for transportation, heating, or electricity; or electricity created from Biomass Conversion. The regulations allow jurisdictions to purchase the ROWP for direct use or give away, such as providing compost to agriculture.
DISCUSSION
For the City to meet the 65% requirement for 2024, which amounts to 8,969 tons of ROWP, or 5,202 tons of compost, staff implemented a variety of methods.
Arrangements were made with Orange County Waste and Recycling (OCWR) to provide bagged compost at all our community clean up events at no cost to the City. The 360 bags 372
Item 384/2024
are disbursed at each event, equal about 30 tons of material. Additionally, Republic Services hosts an annual Compost Giveaway event where approximately 16 tons is provided to the public.
OCWR has also provided composted mulch product for free. Approximately 45 tons of composted mulch has been delivered to Willowick Golf C ourse with an additional 15 tons delivered to Public Works for general use. Around 130 tons of composted mulch has been applied to medians.
To meet the remainder of the procurement target, the City issued RFP No. S-1331 on May 24, 2024 through PlanetBids. Five bids were received on June 24, 2024. The RFP also included the requirement for the bidders to provide pricing for 2025 and 2026 at 7,800 tons of material each year. The source selection committee rated the bids received and interviewed the two highest rated bidders. The bid from Synagro was deemed most responsive. Under the agreement, Synagro will need to enter into Direct Service Provider agreements on behalf of the C ity, provide 4,800 tons of compost to agricultural businesses, and provide related documentation for 2024.
FINANCIAL IMPACT
The first year of the agreement is $67,599. The second (2025) and third (2026) option years of the agreement will cost $114,513.75 and $119,179.12 respectively due to the larger procurement amounts required.
The total cost of the proposed 3 -year agreement is $301,291.87. The contract amount will be funded by a CalRecycle grant through June 2026. Both grant revenue and project costs will be accounted for in Fund 237, CalRecycle special revenue fund. The item is budgeted in the FY2024-25 operating budget, and no additional appropriation is necessary. Future years’ contract amount will be incorporated in the upcoming biennial budget process.
RECOMMENDATION
It is recommended that the City Council:
Approve the agreement with Synagro West LLC, in the amount of $301,291.87, which includes option years 2025 and 2026; and
Authorize the City Manager to sign the agreement on behalf of the City and make minor modifications as needed.
By: Mark Ladney, Senior Program Specialist
ATTACHMENTS
1. Synagro West Agreement
2. Synagro West Best and Final Offer
3. Synagro West Proposal
373
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made this day of , 2024, by the CITY OF GARDEN GROVE, a municipal corporation, ("CITY") and Synagro West, LLC, herein after referred to as “CONTRACTOR”.
RECITALS
The following recitals are a substantive part of this Agreement:
1. This Agreement is entered into pursuant to Garden Grove COUNCIL AUTHORIZATION, DATED _____________________.
2. CITY desires to utilize the services of CONTRACTOR to Provide SB 1383 Compost Procurement and Distribution Services for the City of Garden Grove per the Scope of Work in Attachment “A” and RFP S-1331.
3. CONTRACTOR is qualified by virtue of experience, training, education and expertise to accomplish services.
AGREEMENT
THE PARTIES MUTUALLY AGREE AS FOLLOWS:
1. Term and Termination. The initial term of the agreement shall be from full execution of the agreement through December 31, 2024, with the option to extend the contract for two additional calendar years through December 31, 2026. This agreement may be terminated by the CITY without cause. In such event, the CITY will compensate CONTRACTOR for work performed to date in accordance with Proposal Pricing form (Attachment “B”). Contractor is required to present evidence to support performed work completion.
2. Services to be Provided. The services to be performed by CONTRACTOR shall consist of tasks as set forth in the Scope of Work which is attached as Attachment “A”, and the Contractor’s proposal which is attached as Attachment “C”, both attachments are incorporated herein by reference. The Scope of Work and this Agreement do not guarantee any specific amount of work.
3. Compensation. CONTRACTOR shall be compensated as follows:
3.1 AMOUNT. Total Compensation for the initial term of the agreement shall not exceed (NTE) amount of $67,599.00, through December 31, 2024, payable in arrears and in accordance with the Proposal Pricing/Best and Final Offer, Attachment “B”. All work shall be in accordance with RFP No. S-1331. The contract may be renewed at the option of the City for the following periods and amounts:
o January 1, 2025-December 31, 2025, in the amount of
$114,513.75
o January 1, 2026-December 31, 2026, in the amount of
$119,179.12.
374
3.2 Payment. For work under this Agreement, payment shall be made per invoice for work completed. Within 45 day of delivery of goods or completion of performance of services, CONTRACTOR must promptly render an invoice to CITY or payment may be significantly delayed. For extra work not a part of this Agreement, a written authorization by CITY will be required, and payment shall be based on schedule included in Proposal Pricing (Attachment “B”).
3.3 Records of Expenses. CONTRACTOR shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to CITY.
3.4 Termination. CITY shall have the right to terminate this agreement, without cause, by giving thirty (30) days written notice of termination. If the Agreement is terminated by CITY, then the provisions of paragraph 3 would apply to that portion of the work completed.
Section 4.0. INSURANCE REQUIREMENTS
4.1 COMMENCEMENT OF WORK. CONTRACTOR shall not commence work under this Agreement until all certificates and endorsements have been received and approved by the CITY. All insurance required by this Agreement shall contain a Statement of Obligation on the part of the carrier to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance and provide a Waiver of Subrogation in favor of the City.
4.2 WORKERS COMPENSATION INSURANCE. During the duration of this Agreement, CONTRACTOR and all subcontractors shall maintain Workers Compensation Insurance in the amount and type required by law, if applicable.
4.3 INSURANCE AMOUNTS. CONTRACTOR shall maintain the following insurance for the duration of this Agreement:
(a) Commercial general liability in an amount of
$1,000,000.00 per occurrence (claims made and
modified occurrence policies are not
acceptable); Insurance companies must be
acceptable to CITY and have a Best’s Guide Rating of
A-, Class VII or better, as approved by the CITY.
(b) Automobile liability in an amount of $1,000,000.00
combined single limit, and including auto pollution
liability and MCS-90 endorsement. (claims made
and modified occurrence policies are not
acceptable); Insurance companies must be
375
acceptable to CITY and have a Best’s Guide Rating of
A-, Class VII or better, as approved by the CITY.
An On-Going and Completed Operations Additional Insured Endorsement for the policy under section 4.3 (a) and 4.3 (c) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of work or operations performed by or on behalf of the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.
An Additional Insured Endorsement for the policy under section 4.3 (b) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for automobiles, owned, leased, hired, or borrowed by the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.
For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY, its officers, officials, employees, agents, and volunteers. Any insurance or self- insurance maintained by the CITY, its officers, officials, employees, agents, and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.
If CONTRACTOR maintains higher insurance limits than the minimums shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.
5. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, or for any amount which may become due to CONTRACTOR.
6. Non-Discrimination. CONTRACTOR covenants there shall be no discrimination against any person or group due to race, color, creed, religion, sex, marital status, age, handicap, national origin, or ancestry, in any activity pursuant to this Agreement.
7. Independent Contractor. It is agreed to that CONTRACTOR shall act and be an independent contractor and not an agent or employee of the CITY, and shall obtain no rights to any benefits which accrue to CITY'S employees.
8. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.
CONTRACTOR shall comply with, and shall be responsible for causing all contractors and subcontractors performing any of the work pursuant to this Agreement to comply with, all applicable federal and state labor standards, 376
including, to the extent applicable, the prevailing wage requirements promulgated by the Director of Industrial Relations of the State of California Department of Labor. The City makes no warranty or representation concerning whether any of the work performed pursuant to this Agreement constitutes public works subject to the prevailing wage requirements.
9. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice.
These addresses shall be used for delivery of service of process.
a. (Contractor)
Synagro West, LLC
Attention: Emil Kneis, Sales Support Manager
435 Williams Court, Suite 100
Baltimore, Maryland 21220
b. (Address of CITY) (with a copy to):
City of Garden Grove Garden Grove City Attorney
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840 Garden Grove, CA 92840
10. CONTRACTOR'S PROPOSAL. This Agreement shall include CONTRACTOR'S proposal or bid which shall be incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.
11. Licenses, Permits, and Fees. At its sole expense, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.
12. Familiarity with Work. By executing this Agreement, CONTRACTOR warrants that: (1) it has investigated the work to be performed; (2) it has investigated the site of the work and is aware of all conditions there; and (3) it understands the facilities, difficulties, and restrictions of the work under this Agreement.
Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY of this and shall not proceed, except at CONTRACTOR'S risk, until written instructions are received from CITY.
13. Time of Essence. Time is of the essence in the performance of this Agreement.
14. Liquidated Damages for Delay. CONTRACTOR agrees to complete the project within 90 calendar days of award of the contract or obtaining all equipment listed in Attachment B that is needed to complete the project. The parties agree that if the total work called for under this Contract, in all parts and requirements, is not completed within the time specified, the CITY will sustain damage which would be extremely difficult and impractical to ascertain. The parties therefore agree that CONTRACTOR will pay to CITY the sum of two hundred and fifty 377
dollars ($250.00) per day for each and every calendar day during which completion of the Project is so delayed. CONTRACTOR agrees to pay such liquidated damages and further agrees that CITY may offset the amount of liquidated damages from any moneys due or that may become due CONTRACTOR under the Contract.
15. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability, and reputation of CONTRACTOR, its principals and employees were a substantial inducement for CITY to enter into this Agreement.
CONTRACTOR shall not contract with any other entity to perform the services required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, without the prior written approval of CITY. If CONTRACTOR is permitted to subcontract any part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and CITY. All persons engaged in the work will be considered employees of CONTRACTOR. CITY will deal directly with and will make all payments to CONTRACTOR.
16. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement and that by executing this Agreement, the parties are formally bound.
17. Indemnification. CONTRACTOR agrees to protect, defend, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damage to property, or interference with use of property, arising out of, or in any way connected with performance of the Agreement by CONTRACTOR, CONTRACTOR'S agents, officers, employees, subcontractors, or independent contractors hired by CONTRACTOR. The only exception to CONTRACTOR'S responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence of CITY, or any of its elective or appointive boards, officers, agents, or employees.
This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR.
18. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Grove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY.
\ \ \ \
(Agreement Signature Block on Next Page)
378
IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.
Date: _____________ "CITY"
CITY OF GARDEN GROVE
By: ___________________________
City Manager
ATTESTED:
____________________________
City Clerk
Date: _______________________
"CONTRACTOR"
Synagro West, LLC
By: ___________________________
Name:__________________________
Title:___________________________
Date: __________________________
Tax ID No. ______________________
If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.
APPROVED AS TO FORM:
____________________________
Garden Grove City Attorney
_____________________
379
ATTACHMENT “A”
SCOPE OF WORK
RFP S-1331
Provide SB 1383 Compost Procurement and Distribution Services for the City of Garden Grove
The City of Garden Grove is seeking proposals from experienced and qualified contractor(s) to assist in the procurement and distribution of compost per SB 1383 requirements.
Per Senate Bill 1383, and as specified in California Code of Regulations, Title 14, section 18993, City of Garden Grove wishes to procure and provide 4,800 tons of SB 1383 Compliant Compost to agriculture.
To be SB 1383 compliant, the compost must meet the following:
o Compost, subject to any applicable limitations of Public Contract Code Section 22150, that is produced at:
A compostable material handling operation or facility permitted or authorized under Chapter 3.1 of this division; or
A large volume in-vessel digestion facility as defined and permitted under Chapter 3.2 of this division that composts on- site. [NOTE: Digestate, as defined in Section 18982(a)(16.5), is a distinct material from compost and is thus not a recovered organic waste product eligible for use in complying with this Article.]
Selected Contractor must:
o Provide written documentation that the compost meets the guidelines provided above and the facility name, physical location, SWIS Facility Number and contact information where the compost was procured from.
o Make arrangements with California based agricultural businesses to sign a direct service provider agreement (DSP) with the City and accept 4,800 tons of SB 1383 compliant compost as supplied by the City of Garden Grove. The DSP agreement must be executed before any compost can be delivered
o Make arrangements for the purchase and transportation of 4,800 tons of SB 1383 compliant compost to agricultural businesses for calendar year 2024. The City is also requesting pricing for calendar years 2025 and 2026 for an estimated compost tonnage of 7,800 for each calendar year. Pricing for all three years must be included in Attachment “B” Proposal Pricing. Partial proposals will not be accepted. Calendar years 2025 and 2026 will be optional at the option of the City and available budget. If there are any additional costs associated with the services, please include those costs along with an explanation of the additional costs
380
o Deliver compliant compost to the end user.
o Provide written documentation to confirm the dates that the compost was delivered, amount delivered, where it was delivered to, and how it was used.
381
382
Proposal for RFP No. S-1331
Provide SB 1383 Compost Procurement and
Distribution Services
to the
City of Garden Grove
Submitted on
July 1, 2024
YOUR PARTNER FOR A CLEANER,
GREENER WORLD
383
YOUR PARTNER FOR A CLEANER, GREENER WORLD
435 Williams Court, Suite 100
Baltimore, MD 21220
synagro.com
JULY 1, 2024
Ms. Sandra Segawa, C.P .M., CPPB, CPPO
City of Garden Grove
11222 Acacia Parkway
Garden Grove, CA 92840
Re: RFP No. S-1331, Provide SB 1383 Compost Procurement and Distribution Services
Dear Ms. Segawa:
Synagro-West LLC. (Synagro) is pleased to respond to the City of Garden Grove’s Request for Proposals for SB 1383 Compost Procurement and Distribution Services.
Synagro’s mission and core business purpose is focused on the management of municipal organics and residuals, including project development, operations, and compost product beneficial use recycling. This focus has resulted in Synagro being North America’s leading provider of high-quality, cost-effective organics and residuals management for beneficial use services. We have been successfully meeting the organics and residuals management needs of hundreds of generators for more than 40 years. Synagro’s experience in all areas is unparalleled and diversified.
We appreciate the opportunity to submit our proposal and qualifications for management of the City’s SB 1383 compost distribution. Should you have any questions about our submittal or our approach to the project, please feel free to contact me at 323-843-7265 or via email at [email protected]. We look forward to hearing from you soon.
Sincerely,
Robert Ford
Robert Ford
Business Development Manager
RF:kw
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YOUR PARTNER FOR A CLEANER,
GREENER WORLD
Proposal to Provide SB 1383 Compost Procurement and Distribution Table of Contents
1.Proposal Letter/Certificate of Acceptance .................................................. 4
2.Bidder/Contractor Statement ........................................................................ 7
3.Statement of Compliance ................................................................................ 9
4.Non-Collusion Statement ............................................................................... 11
5.Designation of Subcontractors ...................................................................... 13
6.Attachment B – Proposal Pricing ................................................................... 15
7.Proposed Work Plan/Approach to Meet SB 1383 Guidelines ................ 17
8.Proposer Experience and References........................................................... 18 385
YOUR PARTNER FOR A CLEANER,
GREENER WORLD
Proposal to Provide SB 1383 Compost Procurement and Distribution
1. Proposal Letter/Certificate of Acceptance
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387
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SYNAGRO
March10,2023
DelegationofAuthority
EmilKneis
I,RobertPreston,DirectorandPresidentofSynagroTechnologies,Inc.andall itsaffiliatesandsubsidiaries,herebydelegatetoyou,EmilKneis,SalesSupport Manager,authoritytosignasanofficerorasanauthorizedpersonbindingbids, awardedcontracts,contractrenewals,contractextensions,bidbondsand performancebonds.Also,Idelegatetoyoutheauthoritytosignasanofficeroras anauthorizedpersonanybusiness-relatedapplicationsandotheragreementsas necessarytoprovideuninterruptedservicetocurrentandnewcustomers.
Suchauthoritydoesnotalterourinternalapprovalprocesses.Thisdelegationof authorityisvalidfromthedateofthisletteruntilrevokedbyme.
RobertPreston
DirectorandPresident
YOURPARTNERFORACLEANER,GREENERWORLD
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Proposal to Provide SB 1383 Compost Procurement and Distribution
2. Bidder/Contractor Statement
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Proposal to Provide SB 1383 Compost Procurement and Distribution
3. Statement of Compliance
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Proposal to Provide SB 1383 Compost Procurement and Distribution
4. Non-Collusion Statement
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Proposal to Provide SB 1383 Compost Procurement and Distribution
5. Designation of Subcontractors
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Proposal to Provide SB 1383 Compost Procurement and Distribution
6. Attachment B – Proposal Pricing
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Proposal to Provide SB 1383 Compost Procurement and Distribution
7. Proposed Work Plan/Approach to Meet SB 1383 Guidelines S
B 1383 COMPLIANT, SYNAGRO ALLGROTM COMPOST MEETS THE CITY’S
REQUIREMENTS
Synagro will supply SB1383 compliant and certified AllGro compost produced at our State of California fully permitted South Kern ASP Compost Facility (SKIC) located at 2653 Santiago Road, Taft, CA 93268, in reference to any applicable limitations of Public Contract Code Section 22150 or in support of Title 14, section 18993.
S
YNAGRO’S PROPOSED WORK PLAN
SKIC, located in Taft, Solid Waste Facility Permit Facility Number 15-AA-0381, will supply all required certified compost.
S
ynagro will supply AllGro certified compost with established Kern County, California based agricultural businesses or direct with growers based on their healthy soil requirements in accordance with seasonal and cropping cycle needs. In addition to composting, Synagro’s will manage distribution of the compost. Our customers’ details are proprietary and confidential information, but Synagro will provide sufficient confirmations, shipment details, and weights from Synagro certified scales for Cal Recycle SB1383 compliance reporting of the City’s tonnage of compliant recovered organics waste compost as supplied for the benefit of the City of Garden Grove.
S
ynagro will manage all aspects of the compost including transportation of 4,800 tons of SB 1383 compliant compost to agricultural businesses or direct with growers for calendar year 2024. Calendar years 2025 and 2026 have an estimated compost tonnage of 7,800 for each calendar year. Pricing for all three years is included in Attachment “B” Proposal Pricing. Potential additional costs associated with the services, such as spreading, will be noted with an explanation of the additional costs. 400
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Proposal to Provide SB 1383 Compost Procurement and Distribution
8. Proposer Experience and References
F
ounded in 1986, Synagro’s core business is the
environmentally sound and economically viable management of municipal residuals and organics, including project
development, operations and product marketing and
distribution for AllGro
TM and GranuliteTM. Through this
focus, Synagro has grown to be North America’s leading
provider of high-quality, cost-effective organic based
materials management and beneficial use solutions. We have been successfully meeting the management needs of
hundreds of sources for more than 45 years. Synagro’s
experience in all areas of residuals and organics management is unparalleled.
* S
ynagro composts almost a million wet tons of residuals and organics in California and Arizonia compost facilities annually.
Startup
YearCompost Facility
‘88Liberty Composting (CA)
‘91Arizona Soils (AZ)
‘05Central Valley (CA)
‘07South Kern (CA)
‘13City of Austin (TX)
‘14Charlotte County (FL)
‘16Nursery Products (CA)
‘24Cumberland County (NJ)
‘24Holly Hill (SC)
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YOUR PARTNER FOR A CLEANER,
GREENER WORLD
Proposal to Provide SB 1383 Compost Procurement and Distribution SYNAGRO’S COMPOSTING BENEFITS
The use of AllGro compost generated from local organics provides the public with an opportunity to see the benefit of recycling materials, while also helping replenish nutrients and carbon for healthy soils on city and county properties.
S
ynagro – one of the largest private composters in the United States and in California – participates with municipalities to establish programs and stands ready with multiple distribution options for AllGro compost enabling cities and counties to be compliant with SB 1383’s procurement requirements. This is accomplished through the use of our Class A Exceptional Quality compost in a variety of applications, such as land used for community gardening, agriculture, landscaping in city parks, golf courses, on center divides of roads and highways, public giveaways, and in community or school gardens.
A
dditionally, compost can be used in civil engineering applications like erosion control along roadways and streets. AllGro compost also provides many direct and indirect benefits when used as a component of systems and treatments designed for:
• Carbon sequestration,
• Water retention in soil,
• Fire remediation and land reclamation, and
• Storm water management and wetlands restorations.
Feedstock Organics
Processor
Compost
ProductsTransporter
Buyer/User/
Generator
Organics
Generator
Transporter
LandfillTransporter
Transporter
Byproduct
Byproduct ByproductTransporter
MarketersMunicipalities
Results: Reduced Volume Here
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Proposal to Provide SB 1383 Compost Procurement and Distribution
COMPOST CHARACTERISTICS
A good way to describe AllGro compost is to state what it is not. It is not manure or residuals or food waste or other organic substrates, either fresh or aged. It is not mulch such as wood chips, shredded green and wood waste.
W
hile a quality compost contains these elements, they must be combined in the proper ratios and underg
o a controlled natural biological process of decomposition converting the inputs into basic elements during various approved composting process technologies used by Synagro to produce a high-quality Grade A tested and certifiable complexed nutritive compost. 1 00% Recycled Organics
Synagro combines the following with extensive end-product marketing experience:
PR
OFESSIONAL & TECHNICAL ORGANIZATION MEMBERSHIPS
As a company focused on organic based materials management, Synagro has leadership participation in many regional and national organizations affiliated with the water treatment, residuals, and organic product industry.
Some of the relevant memberships include:
• The Water Environment Federation – National and Local Chapters • The Water Environment Association of Texas
• The Water Environment Research Foundation
• The United States Composting Council
• The National Association of Clean Water Agencies
• The Farm Bureau
• Numerous Nursery Products, Turf Grass, and Landscape Associations Recycling Waste Diversion
Processing of organic waste
(Includes Biosolids) into
sustainable and renewable
feedstocks for fertilizer
products to divert organics
waste from landfills and
sequester carbon in the soils.
Innovation, Technology &
Manufacturing
Use natural biological
processes with the integration
of technologies and science to
convert organic waste streams
into renewable energy and
low carbon fuels for private
customers and public utilities.
Regenerative Agriculture,
Landscape & Retail
Transform organic waste
streams into non-chemical
fertilizers, water saving and
erosion control products,
which support improving
soil health holistically while
sequestering carbon.
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Proposal to Provide SB 1383 Compost Procurement and Distribution B
oth Synagro and our customers have received numerous regional and national awards for organic based materials program excellence, including:
• 201
0 “Composter of the Year”
US Composting Council
S
YNAGRO’S COMPOST FACILITY FOR GARDEN GROVE
S
outh Kern Compost Manufacturing Facility
Seated approximately 50 km southwest of
Bakersfield, California, South Kern Compost
Manufacturing Facility (SKIC) was
commissioned in 2006 to alleviate Synagro’s Los
Angeles area customer’s concerns about long-
term viability of land application of residuals in
Southern California. Beyond this objective, SKIC
aimed to meet the highest standards in
addressing air quality and odor control while
expanding regional organics recycling capacity
which now supports SB 1383.
S
KIC was originally designed to utilize a state-of-the-art Engineered Negative Aerated Static Pile composting technology to blend and compost up to 400,000 tons annually of treated residuals in combination with up to 270,000 tons annually of bulking organics (i.e., agricultural, wood waste, green waste and food waste) and other available carbon-rich sources, into Class A - Exceptional Quality (EQ) composted soil amendment.
• T
he SKIC design includes an enclosed organics receiving and feedstock mixing building, along with the Engineered Positive Aerated Static Pile compost system, including Biofiltration to control Volatile Organic Compounds (VOC’s) and odors by over 80%. • In the first quarter of 2016 the facility has been converted from negative Aerated Static Pile (ASP) to positive ASP. The benefits of this conversion include:
o Reduced electric consumption and improved energy efficiency. o Lower equipment repair and maintenance costs due to less materials movement during the compost process
o More efficient biofilter utilization
Synagro utilizes an enclosed organics receiving and mixing building along with biofiltration in its compost system that effectively controls VOCs and odors.
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YOUR PARTNER FOR A CLEANER,
GREENER WORLD
Proposal to Provide SB 1383 Compost Procurement and Distribution o Less water handling which simplifies pond management
o Continued compliance and leadership with BACT
o Improved solution for removal of organics from landfill Synagro meets all general operating standards as a compostable -materials handling operation or facility as outlined in Section 17852(a)(12) of the SB 1383 Regulations.
K
EY REGIONAL COMPOST PERSONNEL
Synagro has a depth of experienced residuals and organics composting personnel. In addition to the key personnel listed below, Synagro has many additional experienced engineering, permitting, and operational employees and contract management. Key regional individuals are as follows:
Craig Geyer, Regional Vice President
Craig Geyer joined Synagro in 2002 as an Operations Manager with day-to-day responsibilities of the company’s biosolids management projects in Arizona. In 2005, management of Synagro’s Arizona Soils Compost Facility was added to his role, giving him over 18 years of experience in municipal biosolids composting. Currently Craig is responsible for management of the company’s operations in California and Arizona to including all five of the company’s composting facilities, daily haul/land application projects and WWTP facility clean-out operations.
P
rior to joining Synagro Craig held several construction management and superintendent positions with 12 years of experience in that field.
C
raig holds a Class A General Contractor’s License for the State of Arizona. 405
YOUR PARTNER FOR A CLEANER,
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Proposal to Provide SB 1383 Compost Procurement and Distribution Rob Rankin, Facility Manager - SKIC
Rob Rankin began his career with Synagro in 2001 in a dryer facility operations capacity. After five years working with our drying facilities, he moved into compost operations and is now responsible for the day-to-day management of SKIC’s site personnel and operations. He manages staffing, equipment maintenance, interaction with trucking company representatives, and recordkeeping for incoming feedstock and outgoing finished compost materials.
Thomas Fantozzi, Northern California Compost Sales Manager Thomas Fantozzi joined Synagro in 2021 in his current role in compost sales. He is responsible for compost sales and marketing outreach for Synagro’s three northern California compost facilities, Central Valley Composting, South Kern Compost Facility, and Liberty Composting.
T
homas has deep roots in the agriculture industry, having grown up on a family farm in California’s Central Valley. Prior to joining Synagro, he served as Grower Relations Manager for Full Harvest, leading the development of that department and building relationships with large and small growers throughout the nation. Throughout his career, Thomas has held business development and marketing positions at several different companies, including PepsiCo, G3 Enterprises (a subsidiary of Gallo Wine Company), and Full Harvest. Through these roles he has gained diverse experience in sales and marketing strategy, grower relations management, and operations management.
T
homas holds a degree in Agribusiness from Cal Poly, San Luis Obispo and is a graduate of the 2022 Almond Board Leadership Program.
Tom Kelley, Southern California Compost Sales Manager
Tom Kelley possesses a broad range of biosolids management experience, knowledge, and success within the organics industry with 27 years of diverse management experience in southern California covering compost products sales and marketing and product distribution.
T
om represented public and private interests while serving nine years on US Composting Counsel Board of Directors and is known by his colleagues and piers as the nation’s top sales and marketing person surpassing 500,000 cubic-yards of compost product sales each year during a nine-year period - 1998 through 2006. He works closely with Business Development and Operations to ensure successful placement and beneficial use for Synagro’s California compost product sales.
T
om graduated from the University of North Texas with a Bachelor of Arts degree in Business Administration.
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YOUR PARTNER FOR A CLEANER,
GREENER WORLD
Proposal to Provide SB 1383 Compost Procurement and Distribution
REFERENCES
Or
ange County Sanitation District
10844 Ellis Avenue
Fountain Valley, CA 92708
Tom Meregillano, Regulatory Specialist
714-593-7457
[email protected]
Removal, transportation, and composting of biosolids
Customer since 1991
C
ounty Sanitation Districts of Los Angeles County
1955 Workman Mill Road
Whittier, CA 90601
Matt Bao
562-908-4293
[email protected]
Removal, transportation, and composting of biosolids
Customer since 2018
C
ity of Los Angeles
12000 Vista Del Mar
Playa Del Ray, CA
Alan Tran, Environmental Engineering
310-648-5995
[email protected]
Removal, transportation, and composting of biosolids
Customer since 2000
Ci
ty of Barstow
220 East Mountain View Street, Suite A
Barstow, CA 92311-2839
Thomas Alva, Public Works Superintendent
760-255-5141l
[email protected]
Removal, transportation, and composting of biosolids
Customer since 2018
407
YOUR PARTNER FOR A CLEANER,
GREENER WORLD
Proposal to Provide SB 1383 Compost Procurement and Distribution To learn more, contact
Robert Ford by phone at
1.323.843.7265 or by
email at
[email protected]
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Item 390/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Samuel Kim
Dept:
City Manager Dept: Public Works
Date: 9/24/2024
Subject: Award a contract to R.J. Noble Company for the 2024 Various Streets Micro- Surfacing Project, City Project No. CP1422000 and 5-Year Landscape and Irrigation Maintenance, City Project No. CP1438000. (Cost: $2,883,465) (Action Item)
OBJECTIVE
For the City Council to award a contract to RJ Noble Company for the 2024 Various Streets Micro-Surfacing Project, City Project No. CP -1422000 and 5 -Year Landscape and Irrigation Maintenance, City Project No. CP -1438000, for the following street segments and site location: Knott Street from Lampson Avenue to Chapman Avenue; Valley View Street from 22 Freeway to City Limits; Brookhurst Street from Hazard Avenue to Westminster Avenue; Lampson Avenue from Springdale Street to Knott Street; Ward Street from Hazard Aven ue to Morningside Drive; and Parking Lot located at 12966 Euclid Street.
BACKGROUND
The project will be split into two (2) phases. The first phase consists of addressing each street and the parking lot with different rehabilitation measures to properly manage the unique circumstances and will involve some or most of the following elements : removing and replacing trees; removing and reconstructing failed pavement areas; cold milling; micro - surfacing; asphalt paving; replacing of PCC curb and gutter, cross gutter, splash pad, driveway, alley apron, sidewalk , and wheelchair ramps; adjusting u tility covers to finished grade; installing catch basin inlet screens, and CCTV cameras; making landscaping and irrigation improvements; completing restoration of traffic striping, signing, pavement marking and markers; and re-establishing centerline ties and monuments. The second phase will consist of landscape and irrigation maintenance for five (5) years for the Parking Lot located at 12966 Euclid Street.
Additionally, the City acquired the building at 12966 Euclid Street on August 8, 2023. During the property inspection conducted as part of the City’s due diligence, it was observed that several maintenance issues need to be addressed. Specifically, the asphalt parking lot requires resurfacing and restriping, while damaged concrete and trees need replac ement.
Additionally, new irrigation lines are necessary for the landscaped areas.
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Item 390/2024