CITY OF MONTEBELLO
CITY COUNCIL
REGULAR MEETING
WEDNESDAY, FEBRUARY 28, 2024 AT 6:00 PM
CITY HALL COUNCIL CHAMBERS
1600 WEST BEVERLY BOULEVARD
MONTEBELLO, CALIFORNIA
CITY COUNCIL
Scarlet Peralta, Mayor
Salvador Melendez, Mayor Pro Tem
Angie M. Jimenez, Councilmember
Georgina Tamayo, Councilmember
David N. Torres, Councilmember
CITY MANAGER
Raul Alvarez
CITY TREASURER
David Matanga
CITY ATTORNEY
Arnold M. Alvarez-Glasman
CITY CLERK
Christopher Jimenez
DEPARTMENT HEADS
Assistant City Manager
Fire Chief
Police Chief
Director of Finance
Director of Planning/Community Development
Director of Public Works
Director of Recreation and Community Services
Director of Transportation
Arlene Salazar
Fernando Pelaez
Paul Espinosa
Michael Solorza
Joseph Palombi
Cesar Roldan
David Sosnowski
Adrianna Kendricks
February 28, 2024: City Council Meeting Page 2 of 7
NOTICES
This City Council Meeting ("Council") will be held in person and will meet at City Hall – City Council Chambers, 1600 West Beverly Boulevard, Montebello, California. The meeting will be live streamed and can be watched on the City’s website and YouTube Channel via the following link: https://www.montebelloca.gov, and may also be viewed on Spectrum Public Access Channel 3 for all Spectrum cable subscribers.
AMERICANS WITH DISABILITIES ACT: In compliance with the Americans with Disabilities Act (ADA) any person with a disability who requires special accommodations in order to participate in a meeting should contact the Administration Office at (323) 887-1437 Monday-Thursday from 7:30 a.m.-5:30 p.m. Please call 48 hours prior to the meeting to ensure that reasonable arrangements can be made to provide accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II 1203). If you require translation services, please contact the City Clerk’s office 72 hours before this meeting. Si necesita servicios de traducción, comuníquese con la Oficina del Secretario Municipal 72 horas antes de esta reunión. 如果您需要翻译服务，请在会议前 72 小时联系市书记员办公室.
RULES OF DECORUM:
Pursuant to Section 54957.95 of the Government Code, the presiding member of the legislative body conducting a meeting, or their designee, is authorized to remove, or cause the removal of, an individual for disrupting the meeting.
Any such removal will be preceded by a warning to the disruptive individual by the presiding member of the legislative body or their designee that the individual’s behavior is disrupting the meeting and that the individual’s failure to promptly cease their disruptive behavior may result in their removal.
PUBLIC COMMENTS:
In-Person: For those interested in participating during the Public Comment period(s) or public testimony period for Public Hearings of the City Council meetings, you may address the City Council in person only the day of the meeting.
Speakers will be required to fill out a speaker card provided at the door and submit it to City Clerk staff prior to each Public Comment announcement period. Staff will number and call each speaker card in the order received. Closed Session begins at 6:00 p.m. and Regular Session begins immediately thereafter; if there is no Closed Session, Regular Session will begin at 6:00 p.m.
AGENDA MATERIALS: The agenda and/or agenda packet are available for public inspection at City’s website at:
Agendas, Minutes, and Videos,
February 28, 2024: City Council Meeting Page 3 of 7
IN CONSIDERATION OF OTHERS, PLEASE TURN OFF, OR MUTE, ALL CELL PHONES AND PAGERS
THANK YOU FOR YOUR COOPERATION
OPENING CEREMONIES
CALL TO ORDER - 6:00 P.M.
ROLL CALL
ANNOUNCEMENT OF CLOSED SESSION ITEMS
PUBLIC COMMENTS ON CLOSED SESSION ITEMS
At this time, the public may submit a speaker card to the City Clerk staff for Closed Session items, prior to the beginning of this statement. Speakers will be called in the order received. Please be aware that the maximum time allotted for members of the public to speak on Closed Session items shall not exceed three (3) minutes per person. State Law prohibits the City Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the Mayor and City Council.
CLOSED SESSION
The City Attorney shall provide a briefing on the item listed for Closed Session as follows:
1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Government Code Section 54956.9(d)(1)
Irma Macias v. City of Montebello, et al.
Los Angeles Superior Court Case No. 22STCV13534
2. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Government Code Section 54956.9(d)(1)
Carrera v. City of Montebello, et al.
Los Angeles Superior Court Case No. 21STCV24612
3. CONFERENCE WITH LABOR NEGOTIATORS
Government Code Section 54957.6
Agency Negotiators: Raul Alvarez
Employee Groups: Various City employee groups including but not limited to MPMA, MFMA, MMMA, MSA, MPOA, MCEA, MFA, MMPA, MEMA, SMART-TD, and unrepresented employees.
REGULAR SESSION - IMMEDIATELY FOLLOWING CLOSED SESSION
CLOSED SESSION REPORT
INVOCATION
PLEDGE OF ALLEGIANCE
CORRECTIONS TO THE AGENDA - CITY MANAGER
CEREMONIAL ITEMS/PRESENTATIONS
4. CITIZEN OF THE MONTH - DIANA REYMUNDO
5. CRIME AND COMMUNITY RELATIONS UPDATE
February 28, 2024: City Council Meeting Page 4 of 7
PUBLIC COMMENTS ON NON-AGENDA ITEMS (30 MINUTES)
At this time, the public may submit speaker card(s) to the City Clerk staff, for both agenda and non-agenda items, prior to the beginning of this statement; Public Hearing items do not require a speaker card.
The City Council will address non-agenda items during this section and speakers will be called in the order received. Those persons not accommodated during this 30-minute period will have an opportunity to speak under “Public Comments – Continued”, after all scheduled matters have been considered. Public Hearing, Regular Business and/or Consent Calendar items will be addressed at the time that matter of business is heard, in the order received.
Please be aware that the maximum time allotted for members of the public to speak shall not exceed three (3) minutes per speaker. State Law prohibits the City Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the Mayor and City Council.
STAFF COMMUNICATIONS ON ITEMS OF COMMUNITY INTEREST
PUBLIC HEARING
6. PUBLIC HEARING TO ADOPT RESOLUTION NO. 24-10 APPROVING THE DRAFT FISCAL YEAR 2024-25 COMMUNITY DEVELOPMENT BLOCK GRANT (“CDBG”) AND HOME INVESTMENT PARTNERSHIPS
ANNUAL ACTION PLAN, THE HOME REHABILITATION GRANT PROGRAM AND AMENDMENT NUMBER TWO OF THE 2022 CDBG COMMERCIAL FAÇADE PROGRAM
RECOMMENDATION: It is recommended that the City Council:
1. Conduct a Public Hearing to consider adopting Resolution No. 24-10 approving the draft Fiscal Year 2024-25 Community Development Block Grant and HOME Investment Partnerships Annual Action Plan; and
2. Adopt Resolution approving the HOME Investment Partnership Program funded HOME Rehabilitation Grant Program Guidelines; and
3. Adopt Resolution approving Amendment Number Two of the 2022 Community Development Block Grant ("CDBG") Commercial Façade Program Guidelines regarding Program Location Boundary; and
4. Take such additional, related action that may be desirable.
REGULAR BUSINESS
7. FISCAL YEAR 2024-25 CITY COUNCIL BUDGET PRIORITY SETTING
RECOMMENDATION: It is recommended that the City Council:
1. Provide feedback to Staff regarding budget priorities for Fiscal Year 2024-25 guided by the strategic principles outlined in the agenda report below; and,
2. Take such additional, related action that may be desirable.
CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine. Any items a member wishes to discuss, including any items the public submitted speaker cards for, should be designated at this time. All other items may be approved in a single motion. Such approval will also waive the reading of any Ordinance.
8. AWARD PROFESSIONAL SERVICES AGREEMENT, NO. 4180 TO KIMLEY-HORN AND ASSOCIATES, INC.
FOR THE BUS STOP IMPROVEMENT PROJECT (BSIP) CONSULTING SERVICES REQUEST FOR PROPOSAL NO. 24-7
RECOMMENDATION: It is recommended that the City Council:
February 28, 2024: City Council Meeting Page 5 of 7
1. Award Professional Services Agreement No. 4180 to Kimley-Horn and Associates, Inc. for the Bus Stop Improvement Project (BSIP) Consulting Services for RFP No. 24-7; and
2. Authorize the City Manager to execute and finalize the Professional Services Agreement on behalf of the City of Montebello with Kimley-Horn and Associates, Inc.; and
3. Take such additional, related action that may be desirable.
9. APPROVE AGREEMENT NO. 4183 WITH NEW FLYER OF AMERICA, INC. TO PURCHASE THREE, FORTY-
FOOT, HEAVY DUTY HYDROGEN FUEL CELL TRANSIT BUSES
RECOMMENDATION: It is recommended that the City Council:
1. Approve Agreement No. 4183 with New Flyer of America, Inc. (New Flyer), to purchase three (3), forty- foot (40’), Heavy Duty Hydrogen Fuel Cell Transit Buses; and
2. Authorize the City Manager and/or their designee to approve change orders for up to two percent (2%) of the total agreement amount; and
3. Take such additional, related action that may be desirable.
10. APPROVE ISSUING A REQUEST FOR PROPOSAL, NO. 24-12 FOR BUS DETAILING SERVICES
RECOMMENDATION: It is recommended that the City Council:
1. Approve issuing a Bus Detailing Services Request for Proposal (RFP) No. 24-12; and
2. Take such additional, related action that may be desirable.
11. AUTHORIZATION TO ISSUE SUMMER FOOD SERVICE PROGRAM PROVIDER REQUEST FOR QUOTATIONS (RFQ No. 24-1)
RECOMMENDATION: It is recommended that the City Council:
1. Authorize Staff to issue a Request for Quotations (RFQ No. 24-1) for Summer Food Service Program Provider; and
2. Take such additional, related action that may be desirable.
12. APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NOS. 24-13 AND 24-14 FOR THIRD-PARTY
ADMINISTRATOR SERVICES FOR THE CITY'S SELF-FUNDED WORKERS COMPENSATION AND
GENERAL LIABILITY PROGRAMS
RECOMMENDATION: It is recommended that the City Council:
1. Approve issuing a Third-Party Administrator Services Request for Proposal (RFP No. 24-13) for the City’s self-funded workers’ compensation program; and
2. Approve issuing a Third-Party Administrator Services Request for Proposal (RFP No. 24-14) for the City’s self-funded general liability program; and
3. Take such additional, related action that may be desirable.
13. APPROVE AMENDMENT NO. 4 TO AGREEMENT NO. 3937 WITH SPORTFIVE GOLF, LLC FOR
ADDITIONAL ARCHITECTURAL AND ENGINEERING SERVICES FOR THE MONTEBELLO MUNICIPAL
GOLF COURSE RENOVATION PROJECT
RECOMMENDATION: It is recommended that the City Council:
1. Approve Amendment No. 4 to Agreement No. 3937 with SPORTFIVE Golf, LLC for additional architectural and engineering services in the amount not-to-exceed $40,410; and
2. Authorize the City Manager to execute the amendment on behalf of the City; and
3. Amend the Fiscal Year 2023-24 budget by increasing appropriations by $40,410 in Account No. 310-30- 302-6040.80 (Golf Course Renovation Project, Public Works, Engineering Services); and
4. Take such additional, related, action that may be desirable.
February 28, 2024: City Council Meeting Page 6 of 7
14. REPORT OF EMERGENCY REPAIRS TO THE POLICE DEPARTMENT BUILDING AND APPROVAL OF
CONTRACTS FOR REQUIRED REPAIR AND REMEDIATION WORK
RECOMMENDATION: It is recommended that the City Council:
1. Receive and file the City Managers report of emergency repairs to the Montebello Police Department headquarters building pursuant to Montebello Municipal Code Section 3.20.140 and Public Contracts Code Section 22035; and
2. Determine and find that the repairs, remediation, and purchases are of an emergency nature and are required for use of the first floor of the Police Departments Men's and Women's locker rooms; and
3. Authorize the City Manager by a four-fifths (4/5) vote of the City Council, to execute professional service agreements with Pro Ceramic Tile, Mr. Rooter Plumbing, and Premier Wall Systems; for the repair of the Montebello Police Department at an estimated total cost of $450,000; and
4. Amend the Fiscal Year 2023-24 budget by increasing appropriations by $450,000 in Account No. 100- 80-840-7115 (General Fund, Police, Headquarters Rehab-Repair); and
5. Take such additional, related action that may be desirable.
15. APPROVAL OF MINUTES: JANUARY 10, 2024, CITY COUNCIL AND SUCCESSOR AGENCY MEETING; JANUARY 10, 2024, CITY COUNCIL MEETING; JANUARY 24, 2024, CITY COUNCIL MEETING
RECOMMENDATION: It is recommended that the City Council:
1. Approve said Minutes as is.
16. PAYMENT OF BILLS: ADOPT RESOLUTION NO. 24-11 APPROVING THE CITY WARRANT REGISTER OF DEMANDS DATED FEBRUARY 28, 2024
RECOMMENDATION: It is recommended that the City Council:
1. Adopt Resolution No. 24-11 approving the Warrant Register dated February 28, 2024.
PUBLIC COMMENTS - CONTINUED
AB 1234 TRAVEL REPORTS
Members will provide a brief report on meetings attended at the expense of the local agency as required by Government Code Section 53232.3(d).
COUNCIL/AGENCY ORALS
Announcements and requests for future agenda items.
• David N. Torres, Councilmember
• Salvador Melendez, Mayor Pro Tem
• Angie M. Jimenez, Councilmember
• Georgina Tamayo, Councilmember
• Scarlet Peralta, Mayor
1. Requesting council consensus to explore reinstating the park ranger program as a proactive step towards enhancing safety in our public parks.
2. Requesting council consensus to initiate the development of a Vision Zero Strategy to reduce accidents and traffic-related fatalities, and increase safe, healthy, and equitable streets/mobility within our community.
February 28, 2024: City Council Meeting Page 7 of 7
3. Requesting council consensus to initiate the development of a City Climate Resiliency Action Plan to address critical issues related to climate change and sustainability within our city and access grant funding aimed at supporting resiliency efforts.
4. Seeking council consensus to expand social programming on mental health and wellness to include young adults.
CLOSED SESSION - CONTINUED
ADJOURNMENT
The City of Montebello will adjourn to the next Regular Meeting on March 13, 2024, at 6:00 p.m., which can be live- streamed at https://www.montebelloca.gov (Click on Live Stream).
I, Kimberly Guillen, Senior Deputy City Clerk for the City of Montebello, hereby certify that a copy of this agenda has been posted on or before Sunday, February 25, 2024, no later than 6:00 p.m.
Kimberly Guillen, Senior Deputy City Clerk
EXHIBIT - CITY OF MONTEBELLO FORECASTED AGENDA
Please note, the attached exhibit is a draft version that is to be used for reference purposes only; agenda items, information, and dates are subject to change. The exhibit will be placed at the end of the Agenda Packet. • City of Montebello Forecasted Agenda
ITEM # 6
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Joseph Palombi, Director of Planning & Community Development
SUBJECT: PUBLIC HEARING TO ADOPT RESOLUTION NO. 24-10 APPROVING THE DRAFT FISCAL YEAR 2024-25 COMMUNITY DEVELOPMENT
BLOCK GRANT (“CDBG”) AND HOME INVESTMENT PARTNERSHIPS
ANNUAL ACTION PLAN, THE HOME REHABILITATION GRANT
PROGRAM AND AMENDMENT NUMBER TWO OF THE 2022 CDBG
COMMERCIAL FAÇADE PROGRAM
DATE: February 28, 2024
RECOMMENDATION(S):
It is recommended that the City Council:
1. Conduct a Public Hearing to consider adopting Resolution No. 24-10 approving the draft Fiscal Year 2024-25 Community Development Block Grant and HOME Investment Partnerships Annual Action Plan; and
2. Adopt Resolution approving the HOME Investment Partnership Program funded HOME Rehabilitation Grant Program Guidelines; and
3. Adopt Resolution approving Amendment Number Two of the 2022 Community Development Block Grant ("CDBG") Commercial Façade Program Guidelines regarding Program Location Boundary; and
4. Take such additional, related action that may be desirable.
FISCAL IMPACT:
The Federal Department of Housing and Urban Development (HUD) provides funding to the City of Montebello for Housing and Community Development Programs, specifically Community Development Block Grant (CDBG) funds and Home Investment Partnership funds (HOME).
For Fiscal Year 2024-25, the City expects to receive approximately $629,059 in CDBG funds and approximately $325,344 in HOME funds. Additionally, approximately $3,987
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
in CDBG Program Income is available as well as $606,843 of unspent HOME Program Income funds. Lastly, the following carryover amounts relate to CDBG and HOME program funds: 1) approximately $88,317. in CDBG carryover and approximately $919,433 in HOME carryover.
Total funding available for FY 2024-25 -- new funding, program income and carryover funds -- per program:
CDBG Funds: $ 721,363
HOME Funds: $ 1,851,620
There is no fiscal impact related to the recommended actions. If there are any unused CDBG/HOME funds remaining from the previous fiscal year, these funds will be allocated accordingly in future funding cycles. Formal action to appropriate funding for FY 2024- 25 will be accomplished through the regular budget adoption process. Updated carryover/unused CDBG and HOME funding amounts will be available and budgets for next fiscal year will be developed accordingly.
BACKGROUND/DISCUSSION:
As required by HUD, the draft Annual Action Plan was properly published and publicly noticed in the San Gabriel Valley Tribune and made available for public review and comment on the City’s website beginning January 29, 2024, through February 28, 2024 at the following link:
• https://www.montebelloca.gov/departments/planning_community_development/h ousing_division/c_d_b_g___h_o_m_e_programs
The City received two public comments via Survey Monkey in connection with the above- referenced public participation opportunity.
For Fiscal Year 2024-25, the HOME Rehabilitation Grant Program will be funded through the existing funds along with the allocation of FY 2024-25 HOME Program funds in the amount of $966,458. The program will be administered through the Planning and Community Development Department (Housing Division) and consultant. This grant program aims to provide decent housing and a suitable living environment, and expand economic opportunities, principally for low-and moderate-income persons. Under the application guidelines of the program, eligible applicants will receive a grant with an opportunity to access decent housing and a suitable living environment offered by the City of Montebello.
For FY 2024-25, the CDBG Commercial Façade program will resume and rollover with a new revision regarding the Program Location Boundary. This upcoming fiscal year, the goal is to make this program available to all the eligible business in the City of Montebello, not just located in the Whittier corridor. All eligible business located within eligible HUD census tracts will qualify for the program.
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
ENVIRONMENTAL:
The California Environmental Quality Act (Section 2100, et. seq. of the California Public Resources Code, hereafter “CEQA”) requires analysis of agency approvals of discretionary “projects.” A “project,” under CEQA, is defined as “the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment” (State CEQA Guidelines Section 15378). The proposed Fiscal Year 2024-25 CDBG and Home Investment Partnerships Annual Action Plan, the Home Rehabilitation Grant Program, and Amendment Number Two (2) to the 2022 CDGB Commercial Façade Program (collectively the “proposed Project”) is a project under CEQA.
Staff has reviewed the proposed Project to determine the required level of review under CEQA and has determined that the proposed Project is exempt from CEQA under State CEQA Guidelines Section 15061(b)(3) (Common Sense Exemption). Section 15061(b)(3) of the State CEQA Guidelines states that an activity is covered by the commonsense exemption that CEQA only applies to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activities in question may have a significant effect on the environment, the activities included in the proposed Project are not subject to CEQA review.
ANALYSIS:
The Annual Action Plan is submitted to HUD on an annual basis and identifies how the City plans to use the Federal money during the next fiscal year to meet the goals and objectives approved by the City Council in the Five-Year Consolidated Plan.
Table 1 provides an approximate summary of available funding, separated by source. Table 2 provides details on the approximate amounts of each funding source and specific program to which the funding is proposed. (Appropriation of funds will occur through the FY 2024-25 budget adoption process.)
Table 1
CDBG FY 2024-2025
$ 629,059 CDBG Allocation
$ 88,317 CDBG Carryover Amount
$ 3,987 CDBG Program Income
$ 721,363 CDBG Total Allocation
HOME FY 2024-2025
$ 325,344 HOME Allocation
$ 919,433.25 HOME Carryover Funds
$ 606,842.94 HOME Program Income
$ 1,851,620.19 HOME Total Allocation
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
*The $20,000 for the Housing Rights Center counts towards the 20% cap allowed administrative expense. The total approximate CDBG Administrative allocation for this fiscal year is $78,481.
Table 2
Proposed Project Name Funding Proposed FY 2024-2025
Housing Rights Center CDBG Admin $20,000
CDBG Program Administration CDBG Admin $58,481
Section 108 CDBG $557,583
Commercial Façade Program (Grant) CDBG $85,299
HOME Program Administration HOME Admin $185,162
Housing Rehabilitation Grant Program HOME $966,45
CHDO Acquisition & New Construction HOME $700,000
The Commercial Façade Program (Grant) will continue as a carryover program into FY 2024-25. The available carryover amount for this CDBG funded project is $85,299.
Upon the release of HUD's final allocation amounts, the amounts listed above in Table 1 and Table 2 may change. Staff will ensure that the administrative updates to the Annual Action Plan are made once the final allocation amounts for the City have been released. Typically these updates are known in advance of budget adoption, and the FY 2024-25 budget will be developed with the latest information from HUD that is available.
As referenced in Table 2, it is important to note that programming of CDBG funds has been significantly impacted during Fiscal Year 2024-25 due to a previously agreed upon repayment obligation by the City totaling $557,583. This one-time repayment obligation is related to the amortized Section 108 Loan originally approved in 2006. As noted in the City’s Five-Year Consolidated Action Plan (2020-2025), the Section 108 Loan relates to grant funds totaling $6.5 million that were used by the City to make major improvements along Whittier Blvd in downtown Montebello. As mentioned, the required one-time balloon payment for this loan totals $557,583 whereas in comparison, the total CDBG allocation for Fiscal Year 2024-25 is $721,363. The final Section 108 Loan payment will be made in FY 2025-26 in the amount of $84,136..
SUMMARY:
Following City Council adoption, the Annual Action Plan will be submitted to HUD for approval. Funding for the various administrative and programmatic uses will be appropriated as part of the FY 2024-25 budget development process. Staff will appropriate funds in the proper accounts and the CDBG and HOME budgets (Funds 255 and 260, respectively) will be part of the budget provided to City Council for adoption in June 2024.
Following City Council adoption of the recommended actions, the revised Commercial Façade Grant Program guidelines will be made available to all eligible property owners and businesses in the City of Montebello. Following the City Council adoption, the
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
Rehabilitation Grant Program will commence, and the Housing Division will begin to promote available grant funds. In addition, the consultant and the Housing Division will establish a process to receive applications in connection with the available program grant.
ATTACHMENT(S)
1. Attachment A - Proposed Resolution
2. Attachment B - FY 24-25 Annual Action Plan - DRAFT
3. Attachment C - Proof of Publication
4. Attachment D - HOME Rehabilitation Grant Program Guidelines
5. Attachment E - Amendment Number Two Commercial Facade Guidelines
NEXT STEPS:
N/A
ATTACHMENT A
RESOLUTION NO. 24-10
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MONTEBELLO, CALIFORNIA, APPROVING AND AUTHORIZING THE
CITY MANAGER, OR HIS DESIGNEE TO SUBMIT TO HUD THE CITY’S FISCAL YEAR (FY) 2024-2025 COMMUNITY DEVELOPMENT BLOCK
GRANT AND HOME INVESTMENT PARTNERSHIPS ANNUAL ACTION
PLAN AND APPROVE THE HOME REHABILITATION GRANT
PROGRAM AND AMENDMENT NUMBER 2 OF THE 2022 CDBG
COMMERCIAL FAÇADE PROGRAM
RECITALS
WHEREAS, the City of Montebello (“City”) has applied and received Community Development Block Grant (CDBG) and HOME Investment Partnership (HOME) funds from the Government of the United States under Title I of the Housing and Community Development Act of 1974; and
WHEREAS, the U.S. Department of Housing and Urban Development (HUD) is the federal agency that promulgates regulations and oversees the administration of the CDBG and HOME program; and
WHEREAS, City staff published a public notice announcing the availability of the Fiscal Year (FY) 2024-2025 draft Annual Action Plan in the San Gabriel Valley Tribune on January 29,2024, triggering a 30-day public comment period of the plan; and WHEREAS, on February 28, 2024, the City Council of the City of Montebello (“City Council”) held a duly noticed public hearing to consider adoption of the FY 2024-2025 draft Annual Action Plan.
WHEREAS, The Commercial Façade Program guidelines have been updated.
WHEREAS, The HOME Rehabilitation Grant Program has been established with available HOME program funds and 2024-2025 HOME Program funds.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MONTEBELLO HEREBY RESOLVES, FINDS, AND DECLARES AS FOLLOWS:
SECTION 1. The above recitals are true and correct and incorporated herein by reference.
SECTION 2. The City Council approves and ratifies the FY 2024-2025 Annual Action Plan.
SECTION 3. The City Council approves the updated CDBG Funded Commercial Façade Program.
RESOLUTION NO. 24-10
SECTION 4. The City Council approves the 2024-2025 HOME Rehabilitation Grant Program.
SECTION 5. The City Manager is hereby authorized to make all conforming modifications and edits and to execute all implementing documents required by HUD to receive and reallocate funding identified under the approved annual Action Plan.
SECTION 6. The City Manager is hereby authorized to enter into agreements with eligible sub-recipients.
SECTION 7. This Resolution shall take effect immediately upon its adoption by the City Council and the City Clerk shall certify to the passage and adoption of this resolution.
APPROVED AND ADOPTED THIS 28TH DAY OF FEBRUARY 2024.
_______________________________
Scarlet Peralta, Mayor
ATTEST:APPROVED AS TO FORM:
________________________________ ________________________________ Christopher Jimenez, City Clerk Arnold M. Alvarez-Glasman, City Attorney
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:
CITY OF MONTEBELLO )
I, Christopher Jimenez, City Clerk of the City of Montebello, County of Los Angeles, State of California, hereby certify that the foregoing Resolution No. 24-10 was passed and adopted by the City Council of the City of Montebello, signed by the Mayor and attested by the City Clerk at a regular meeting of said Council held on the 28 th day of February 2024 and that said Resolution was adopted by the following vote, to-wit:
AYES:
NOES:
RESOLUTION NO. 24-10
ABSTAIN:
ABSENT:
The undersigned, City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.
DATE:
Christopher Jimenez, City Clerk
CITY OF
MONTEBELLO
Los Angeles County, California
2024- 2025
Annual
Action Plan
ATTACHMENT B
Annual Action Plan
2024
1 OMB Control No: 2506-0117 (exp. 09/30/2021)
Table of Contents
Executive Summary ....................................................................................................................................................... 2 AP-05 Executive Summary - 24 CFR 91.200(c), 91.220(b) ......................................................................................... 2 PR-05 Lead & Responsible Agencies – 91.200(b) ...................................................................................................... 6 AP-10 Consultation – 91.100, 91.200(b), 91.215(l) ................................................................................................... 7 AP-12 Participation – 91.105, 91.200(c) .................................................................................................................. 12 Expected Resources ..................................................................................................................................................... 14 AP-15 Expected Resources – 91.220(c)(1,2) ............................................................................................................ 14 Annual Goals and Objectives ....................................................................................................................................... 16 Projects .................................................................................................................................................................... 17 AP-35 Projects – 91.220(d) ...................................................................................................................................... 17 AP-38 Project Summary .......................................................................................................................................... 17 AP-50 Geographic Distribution – 91.220(f) ............................................................................................................. 22 Affordable Housing ...................................................................................................................................................... 23 AP-55 Affordable Housing – 91.220(g) .................................................................................................................... 23 AP-60 Public Housing – 91.220(h) ........................................................................................................................... 24 AP-65 Homeless and Other Special Needs Activities – 91.220(i) ............................................................................ 25 AP-75 Barriers to affordable housing – 91.220(j) .................................................................................................... 27 AP-85 Other Actions – 91.220(k) ............................................................................................................................. 30 Program Specific Requirements .................................................................................................................................. 32
Annual Action Plan
2024
2 OMB Control No: 2506-0117 (exp. 09/30/2021)
Executive Summary
AP-05 Executive Summary - 24 CFR 91.200(c), 91.220(b)
1. Introduction
As an entitlement jurisdiction, the City of Montebello participates in the Community Development Block Grant Program (CDBG). A variety of projects can be funded by this program, which is administered by the US Department of Housing and Urban Development (HUD), with eligibility based on meeting the following national objectives: Benefiting low- and moderate-income persons; Eliminating slums and blight; or meeting particular community needs. Montebello also participates in the HOME Investment Partnership Program (HOME) which is also administered by HUD. By FY 2024-2025, the US Department of Housing and Urban Development (HUD) is expected to allocate approximately $629,059 in CDBG entitlement funds and $325,344 in HOME entitlement funds to Montebello. Additionally, approximately $88,316.88 in CDBG carryover amount, and $3,986.97 in program income. The city is expected to also receive approximately $606,842.94 in HOME Program Income and approximately $919,433.25 HOME carryover amount is available.
According to the 2020-2025 Consolidated Plan, housing and community development activities can address the priority needs and goals identified. Additionally, the available program income for HOME is $665,808.02.
In 2024-2025, both programs will have the following approximate allocations:
CDBG: $ 721,362.85
HOME: $ 1,851,620.19
2. Summarize the objectives and outcomes identified in the Plan This could be a restatement of items, or a table listed elsewhere in the plan or a reference to another location.
It may also contain any essential items from the housing and homeless needs assessment, the housing market analysis or the strategic plan.
Montebello stakeholders identified needs and priorities for community improvement as part of the Consolidated Plan, which is supported by federal grant funds and other available resources. In compliance with the City's HUD-approved Citizen Participation Plan, the city implemented a survey and public hearing to ensure maximum resident participation. A Consolidated Plan was developed using this process, which allowed Montebello residents an opportunity to influence the priorities.
As outlined in the 2020-2025 Consolidated Plan, the city will implement the Annual Action Plan for Fiscal Year 2024-2025 to address its priority needs and objectives. In total, $721,362.85 and $ 1,851,620.19 will be used to conduct these activities through the CDBG and HOME programs. In FY 2024-2025, the City proposes to achieve the following three (3) national objectives:
• Low- and moderate-income-benefitting activities
• Blight or slum prevention or elimination activities
• Priority-designated activities
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Accordingly, the City established the following objectives to meet the needs identified in the Consolidated Plan:
• Increase affordable housing opportunities
• Provide decent and energy-efficient housing
• Increase the variety and accessibility of fair housing • Providing essential public services
• Increase economic opportunities
• Increase the earning potential of LMI families
• Administration and planning
Low-moderate-income households benefit from a number of activities and programs developed by the City as part of its community development objectives.
3. Evaluation of past performance
This is an evaluation of past performance that helped lead the grantee to choose its goals or projects.
Consolidated Annual Performance and Evaluation Reports (CAPERs) are developed each year during the City's annual planning process, detailing how the City met its needs and objectives established in the previous Consolidated Plan and Annual Action Plan for 2020-2025. The City's most recent CAPER reports on the Consolidated Plan's third year. In the current Fiscal year of 2023-2024, the city intends to achieve the following key accomplishments:
• Serve approximately 140 households by providing referrals, investigations, case management, and litigation services, as well as resolving landlord tenant disputes through various public service programs.
• Serve approximately 15 households by providing food and other essential goods. • Serve approximately 100 youth through the Recreation Scholarship Grant Program providing access to youth recreation activities for undeserved youth in the city. • Serve approximately 50 households to fight food insecurity through a food distribution program that provides free and fresh produce.
• Serve approximately 20 persons with job opportunities, career development and professional skills training for the youth of the City.
In accordance with the Consolidated Plan, the City and its partners are continuously working to attain the objectives.
4. Summary of Citizen Participation Process and consultation process Summary from citizen participation section of plan.
During the development of the FY 2024-2025 Annual Action Plan, the following citizen participation processes were implemented:
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NOFA: Publication of a notice of available funding and request for applications on November 15, 2023, in the Whittier Daily News and on the City website;
Community Outreach: Hold a public participation meeting on January 16, 2024 to discuss community needs, funding applications, and potential allocations.
Public Hearing: A public hearing will be held before the City Council on February 28, 2024, to determine whether the Action Plan should be adopted. The hearing was open to agencies and organizations that serve low-moderate income persons and those with special needs. A public notice of the hearing was published in the San Gabriel Valley Tribune, displayed at City Hall in the Planning and Community Development Department, and posted online;
Proof of publication: A copy of each of the public hearings and outreach efforts will be found in the Appendix once the copies become available. Agencies and organizations serving low-moderate income families and those with disabilities were notified directly.
A 30-day public review: A 30-day public review will take place from January 29, 2024, to February 28, 2024.
Public access to the draft Action Plan is available on the City's website and at City Hall (Planning and Community Department). Please feel free to request a copy in person, by phone, or by email. A sufficient amount of notice was provided in advance of all public hearings by city staff.
At least 30 days prior to a public hearing, newspapers of general circulation are published with advance notice, and translation services are always available to non-English speaking residents upon request. The City also ensured reasonable access to information and records related to the development of the Plan and to the expenditure of funds for programs funded by CDBG. The Planning and Community Development Department's Housing Division maintains the final Consolidated Plan, Annual Action Plans, amendments to the Plans, and annual performance reports for five years.
5. Summary of public comments
This could be a brief narrative summary or reference an attached document from the Citizen Participation section of the Con Plan.
According to Federal regulations and the City's Citizen Participation Plan, the Montebello News published a Notice of Funding Availability and Request for Proposals on November 15, 2023. The Whittier Daily News published a notice inviting interested parties to participate in public hearings according to Federal regulations. The city provided citizens with a notice of funding availability that invited them to take part in a Community Needs Survey. On January 29, 2024, the city announced public hearings and comment periods for the draft Annual Action Plan. A copy of the FY 2024-2025 Annual Action Plan can be found on the City's website. From January 29, 2024, until February 28, 2024, there will be a 30-day comment period. A summary of any comments received will be included in the Annual Action Plan prior to submission to HUD.
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6. Summary of comments or views not accepted and the reasons for not accepting them Any comments received will be identified in the Annual Action Plan prior to HUD submission.
7. Summary
Any comments received will be identified in the Annual Action Plan prior to HUD submission.
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PR-05 Lead & Responsible Agencies – 91.200(b)
1. Agency/entity responsible for preparing/administering the Consolidated Plan Describe the agency/entity responsible for preparing the Consolidated Plan and those responsible for administration of each grant program and funding source.
Agency Role Name Department/Agency
CDBG Administrator MONTEBELLO Planning & Community Development Department
HOME Administrator MONTEBELLO Planning & Community Development Department
Table 1 – Responsible Agencies
Narrative (optional)
In addition to preparing required reports, implementing grant-funded programs, and administering grants, the Planning and Community Development Department (Housing Division) administers both CDBG and HOME programs. As needed, program consultants assist with the CDBG and HOME programs under the supervision of the Housing Manager in the Planning and Community Development Department.
Consolidated Plan Public Contact Information
City of Montebello
Planning and Community Development Department
1600 West Beverly Blvd
Montebello, CA 90640
Phone: (323)887-1200 Ext. 598
Attn: Joseph Palombi, Director of Planning & Community Development
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AP-10 Consultation – 91.100, 91.200(b), 91.215(l)
1. Introduction
In developing the 2024-2025 Annual Action Plan, Montebello consulted with important City divisions and departments such as Code Enforcement and Parks and Recreation. Additionally, several local public agencies were consulted during the development of the Consolidated Plan, including the Los Angeles County Development Authority. In the 30-day public review period between January 29, 2024, and February 28, 2024, copies of the Annual Action Plan will be available.
Provide a concise summary of the jurisdiction’s activities to enhance coordination between public and assisted housing providers and private and governmental health, mental health and service agencies (91.215(l))
Among the agencies consulted by the City were local and regional social service agencies, the Los Angeles Homeless Services Authority (LAHSA), Montebello Community Assistance Program (MCAP), and Los Angeles County Development Authority (LACDA) in order to improve collaboration between public and assisted housing providers, private providers, and government agencies in mental health, health, and services. This consultation aimed to identify opportunities to improve the availability and accessibility of services and to gather data on the City's priority needs.
Describe coordination with the Continuum of Care and efforts to address the needs of homeless persons (particularly chronically homeless individuals and families, families with children, veterans, and unaccompanied youth) and persons at risk of homelessness.
The City of Montebello continues to be a part of Los Angeles Homeless Services Authority (LAHSA) Continuum of Care for Service Planning Area 7 (SPA7). Los Angeles County Homeless Services Authority (LAHSA) was established in December 1993 in order to coordinate Federal and local funding so as to provide services to homeless people throughout the county and city. Homeless people in Los Angeles County and City receive shelter, housing, and services from Los Angeles Homeless Services Authority, which coordinates and manages over $70 million in funds from the Federal, State, County, and City. LAHSA provides assistance to Montebello residents.
In our consultation efforts, we exchange information with the Los Angeles County Development Authority, community-based organizations, and hold telephone conferences throughout the year and identify mutual problem areas.
Describe consultation with the Continuum(s) of Care that serves the jurisdiction's area in determining how to allocate ESG funds, develop performance standards for and evaluate outcomes of projects and activities assisted by ESG funds, and develop funding, policies and procedures for the operation and administration of HMIS
The City does not meet the threshold to receive ESG funds.
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2. Describe Agencies, groups, organizations and others who participated in the process and describe the jurisdiction’s consultations with housing, social service agencies and other entities
1 Agency/Group/Organization Los Angeles County Development Authority Agency/Group/Organization Type Housing
PHA
Services - Housing
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
Public Housing Needs
Market Analysis
Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
Information about LACDA's affordable housing resources
was gathered in meetings and conversations, and LACDA
was identified as an important partner in meeting the
City's housing needs.
2 Agency/Group/Organization Montebello Community Assistance Program (MCAP) Agency/Group/Organization Type Provide access to Homeless resources and Emergency Housing
What section of the Plan was addressed by
Consultation?
Homeless
Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
Through several meetings and consultations. In addition to discussing homeless services available to the most
vulnerable population, MCAP staff met with staff from
the program management team. Continuing coordination
will determine the best use of funds for the city's
homeless program.
3 Agency/Group/Organization Montebello Code Enforcement Agency/Group/Organization Type Housing
Services - Housing
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
Program management staff met with representatives of
the City department to discuss operation of the code
enforcement program need for these services in the city, and the condition of housing and neighborhoods.
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4 Agency/Group/Organization Heart of Compassion
Agency/Group/Organization Type Services-homeless
Services- Food Insecurity
What section of the Plan was addressed by
Consultation?
Vital Public Services
Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
Through the application process, program management
staff participated in discussions with HOC staff to identify the best use of funds to help families and individuals in the City facing food insecurity.
5 Agency/Group/Organization YMCA
Agency/Group/Organization Type Services- Senior Services & Food Insecurity Services- At Risk Youth Recreation & Preschool Services
What section of the Plan was addressed by
Consultation?
Vital Public Services
Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
Through the application process, program management
staff participated in discussions with YMCA staff to
identify the best use of funds to help families in the City facing food insecurity.
6 Agency/Group/Organization Youth Employment Program (YEP) Agency/Group/Organization Type Services-Employment
What section of the Plan was addressed by
Consultation?
Employment
Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
Through the application process, HUD program
management staff participated in discussions with the
Recreation and Community Services Department to
identify the best use of funds to help LMI families in the City.
7 Agency/Group/Organization Broadband Internet Providers Agency/Group/Organization Type Services - Broadband Internet Service Providers Services - Narrowing the Digital Divide
What section of the Plan was addressed by
Consultation?
Broadband Internet Service
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Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
Staff from the City consulted with major internet
providers in the city via phone meetings, including
Spectrum and AT&T. Montebello residents, including
those with low and moderate incomes, have broadband
access, based on these major internet providers in the
city. Additionally, the city contacted the Federal
Communications Commission. Low- and moderate-
income families in the city need affordable services from more than one provider. The Montebello household units
need broadband connections and broadband wiring in
order to utilize broadband services. These major internet service providers will continue to offer broadband access plans at low- and moderate-costs for low- and moderate- income households.
8 Agency/Group/Organization Resilience Specific Agencies Agency/Group/Organization Type Agency - Managing Flood Prone Areas Agency - Management of Public Land or Water Resources
Agency - Emergency Management
What section of the Plan was addressed by
Consultation?
Resiliency Agencies
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Briefly describe how the
Agency/Group/Organization was
consulted. What are the anticipated
outcomes of the consultation or areas for
improved coordination?
The city is a part of the Climate Communities Initiative Program lead by a HUD approved agency named
Enterprise. The city consults by participating in monthly core topic community resilience discussions such as:
Climate Resilience 101, Equity 101, Community and
Stakeholder Engagement and Assessing Risk &
Vulnerability. The outcome of these consultations is that city staff are obtaining knowledge and resources to
continue addressing climate resiliency in the City of
Montebello.
Among the experts consulted was the National Institute
of Standards and Technology (NIST). NIST's six-step
process for planning community resilience was followed
by the City's Hazard Mitigation Plan. A hazard mitigation plan developed by the city evaluates and identifies the vulnerability of housing to natural hazards associated
with climate change. Therefore, the city will continue to identify and assess any risks related to certain weather patterns. As designated in the Hazard Mitigation Plan,
the city plans to continue to implement mitigation
strategies in the event of earthquakes, wildfires,
flooding, DAM failures, and droughts. In the event of a natural disaster, this plan will make the city more
resilient. A consultation with the Federal Emergency
Management Agency was also conducted. To reduce the
risk of floods in the future, the City adopted local
floodplain management regulations. The City participates in the National Flood Insurance Program (NFIP) as a
participating community.
Table 2 – Agencies, groups, organizations who participated
Identify any Agency Types not consulted and provide rationale for not consulting The City of Montebello consulted with various agencies serving the Montebello community. During the consultation process, no agency type was specifically excluded.
Other local/regional/state/federal planning efforts considered when preparing the Plan Name of Plan Lead Organization How do the goals of your Strategic Plan overlap with the goals of each plan?
Continuum of Care Los Angeles Homeless
Services Authority
Both address issues concerning homelessness
and special needs housing.
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Table 3 – Other local / regional / federal planning efforts
Narrative (optional)
AP-12 Participation – 91.105, 91.200(c)
1. Summary of citizen participation process/Efforts made to broaden citizen participation Summarize citizen participation process and how it impacted goal-setting In developing this Annual Action Plan, the City of Montebello followed its approved Citizen Participation Plan, which meets HUD’s Federal requirements for citizen participation. The City of Montebello offered opportunities for participation and comment by the public and agencies for the city’s Annual Action Plan.
There was a public hearing on February 28, 2024 and 30-day review and comment period of the Annual Action Plan from January 29, 2024, to February 28, 2024. Montebello residents were provided details on how to submit comments and the period of when comments will be accepted. The goal of the city is to adhere to the HUD approved Citizen Participation Plan and to ensure that all Montebello residents have access to review the Annual Action Plan. The Citizen Participation Outreach procedures are identified in the following chart.
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Citizen Participation Outreach
Sort
Orde
r
Mode of
Outreach
Target of
Outreach
Summary of
response/attendan
ce
Summary
of
Commen
ts
Received
Summar
y of
commen
ts not
accepted
and
reasons
URL (if applicable)
1 Newspap
er Ad
Non-
targeted/bro
ad
community
A newspaper
advertisement was
published on
11/15/2023
notifying interested
parties of funding
availability
No
comment
s
received.
No
comment
s
received.
2 Newspap
er Ad
Non-
targeted/bro
ad
community
A newspaper
advertisement was
published on
01/29/2024
notifying interested
parties of Public
Hearing and Public
Input
Any
comment
s
received
will be
entered
here.
Any
comment
s
received
will be
entered
here.
3 Internet
Outreach
Non-
targeted/bro
ad
community
Draft AAP was on
city’s website for
public review and
comment
Any
comment
s
received
will be
entered
here.
Any
comment
s
received
will be
entered
here.
www.montebelloca.g
ov
4 Public
Meeting
Non-
targeted/bro
ad
community
Public Hearing for
adoption of AAP
Any
comment
s
received
will be
entered
here.
Any
comment
s
received
will be
entered
here.
Table 4 – Citizen Participation Outreach
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Expected Resources
AP-15 Expected Resources – 91.220(c)(1,2)
Introduction
The City anticipates utilizing the resources in Table 5 during FY 2024-2025 to meet Consolidated Plan Goals.
The amounts on this table are approximate amounts for annual allocations:
Anticipated Resources
Program Source
of
Funds
Uses of Funds Expected Amount Available Year 1 Expected Amount
Available
Remainder
of ConPlan
$
Narrative
Description Annual
Allocation:
$
Program
Income:
$
Prior Year
Resources:
$
Total:
$
CDBG public
-
federal
Acquisition
Admin and
Planning
Economic
Development
Housing
Public
Improvements
Public
Services
629,059 3,986.97 88,316.88 721,362.85 721,362.85
A HUD
formula-
based
program that
annually
allocates
funds for
eligible
housing and
community
development
activities.
HOME public
-
federal
Acquisition
Homebuyer
assistance
Homeowner
rehab
Multifamily
rental new
construction
Multifamily
rental rehab
New
construction
for ownership
TBRA 325,344 606,842 919,433.25 1,851,620.19 1,851,620.19 A HUD
formula-
based
program that
annually
allocates
funds for
eligible
housing and
community
development
activities.
Table 5 - Expected Resources – Priority Table
Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how matching requirements will be satisfied State and local funds will continue to be utilized to leverage federal entitlement funds, including, but not
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limited to:
1. The City General Fund (Affordable Housing Projects)
2. By offering Owner-Occupied Rehabilitation grants to low-to-moderate-income households, we will preserve the City's existing affordable housing stock.
Throughout the years, the City of Montebello supports low-to-moderate-income residents' housing needs through public services that achieve the goals, objectives, and policies of the AI and ConPlan. As a result of other priorities and limited funding, the city will not be able to utilize CDBG funds for these activities this year. However, Montebello residents will still have access to public services through other means.
In order to maximize the impact of HOME funds, Homeowners in Montebello will have the opportunity to get grants to rehabilitate their homes through the new HOME Rehabilitation Grant Program.
If appropriate, describe publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan
A property located within the City of Montebello will be used to provide residents of the City of Montebello with affordable housing opportunities (Multifamily rental new construction). Located on 6th Street and Whittier Boulevard in Montebello, CA, the property is part of the city's downtown area. There will be two phases to the affordable housing project. In 2023, the Phase-one development began and is currently being developed.
Discussion
See discussion above.
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Annual Goals and Objectives
AP-20 Annual Goals and Objectives
Goals Summary Information
Sort
Order
Goal Name Start
Year
End
Year
Category Geographic
Area
Needs
Addressed
Funding Goal Outcome
Indicator
1 Administration 2024 2025 Administration Citywide Planning and Administration
CDBG:
$58,480.99
HOME:
$185,162.00
Other: Program
Administration
2 Fair Housing 2024 2025 Administration Citywide Ensure Equal access to
housing
opportunities
CDBG:
$20,000.00
Other: Promotes
Fair Housing
3 Housing 2024 2025 Affordable
Housing
Citywide Increase and
preserve the
supply of
affordable
housing
HOME:
$966,458
HOME
Rehabilitation
Grant:
10 households/Housing
units
4 Housing 2024 2025 Affordable
Housing
Citywide Increasing
Affordable
Housing
Opportunities
HOME:
$700,000.00
CHDO- Acquisition
and New
Construction:
Future Project
5 Economic
Development
2024 2025 Economic
Development
Citywide Expanding
economic
opportunities
CDBG:
$557,582.86
Section 108 Loan
Re-payment
Table 6 – Goals Summary
Goal Descriptions
1 Goal Name Planning and Administration
Goal
Description
Planning and Administration provides funds for program and project delivery, general operation and administration of CDBG and HOME funds as well as planning and support for CHDO.
2 Goal Name Ensure Equal access to housing opportunities Goal
Description
The City will continue to collaborate with entities that help with families and individuals seeking counseling and or legal solutions to fair housing and discrimination problems.
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3 Goal Name Increase and preserve the supply of affordable housing Goal
Description
Provide funding for the development of new affordable housing, homebuyer assistance programs and/or utility or rent reduction programs for low- and moderate-income families. Fund housing solutions that may include programs that increase homeownership, housing improvements for special needs populations, support integrated housing solutions and plans, and reduce barriers to affordable housing consistent with the City’s Analysis for Impediment to Fair Housing Choice. Provide funding for programs for owner–occupied housing rehabilitation including activities related to home improvements, energy efficiency, structural improvements, and/or other home sustainability projects.
4 Goal Name Increase affordable housing opportunities
Goal
Description
Affordable Housing
5 Goal Name Expanding economic opportunities
Goal
Description
Section 108 Loan Repayment
Projects
AP-35 Projects – 91.220(d)
Introduction
The following projects will be undertaken during the Fiscal year to address priority needs and objectives:
Projects
# Project Name
1 Program Administration CDBG
2 Housing Rights Center
3 Section 108 Loan Payment
4 Program Administration HOME
5 HOME Rehabilitation Grant Program
6 CHDO-Acquisition & New Construction
Table 7 - Project Information
Describe the reasons for allocation priorities and any obstacles to addressing underserved needs The allocation priorities are based on the city’s FY 2020-2025 consolidated plan which forms the basis for establishing objectives and outcomes in the Strategic Plan and five (5) Annual Action Plans that follow:
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Economic Development: Provide for the economic development needs of low- a nd moderate- i ncome neighborhood target areas and businesses.
F
air Housing: Promote fair and equal housing choice for all persons, promote housing that is accessible to and usable by persons with disabilities, and comply with the non-d iscrimination requirements of the various
Fair Housing laws.
A
ffordable Housing: Increase affordable housing opportunities and maintain decent and energy efficient housing stock.
Administration and Planning: Provide for administration and planning activities to develop housing and community development strategies and programs needed to carry out actions that address identified needs in the Consolidated Plan.
Given the limited CDBG funding allocation, this fiscal year the city will face the obstacle of lack of funds to address underserved needs and public service needs through the CDBG program. However, the underserved needs population will continue to be served through other programs offered by the city and surrounding supportive agencies such as MCAP, Continuum of Care, LA County partners and SPA 7 partners. Also, public service needs will be served through continuous programs offered through non-profits that service Montebello residents.
AP-38 Project Summary
Project Summary Information
1 Project Name Program Administration CDBG
Target Area Citywide
Goals Supported Planning and Administration
Needs Addressed Planning and Administration
Funding CDBG: $58,480.99
Description The City will continue to provide planning and administration services required to manage and operate the City's CDBG program. Such funds will assist in managing community development, housing, and economic development programs.
Target Date 6/30/2025
Estimate the number and
type of families that will
benefit from the proposed
activities
The entire Community will benefit from the City's Administration of the CDBG Grant, though the direct beneficiaries of each funded activity will be primarily low- and moderate-income residents.
Location Description 1600 West Beverly Blvd., Montebello, CA
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Planned Activities CDBG Program Administration
2 Project Name Housing Rights Center
Target Area Citywide
Goals Supported Expand fair housing choice and access
Planning and Administration
Needs Addressed Planning and Administration
Funding CDBG: $20,000
Description Housing Rights Center will provide fair housing services, handle fair housing cases and education.
Target Date 6/30/2025
Estimate the number and
type of families that will
benefit from the proposed
activities
140 households assisted. Two housing rights workshops are provided annually.
Location Description 3255 Wilshire Blvd. Los Angeles, CA Planned Activities CDBG funds will be used to provide fair housing services to residents to prevent discrimination, provide referrals, investigations, case management, and litigation, and resolve landlord tenant disputes. 3 Project Name Section 108 Loan Payment
Target Area Citywide
Goals Supported Expanding economic opportunities
Needs Addressed Economic Opportunities/Section 108 Loan Repayment Funding CDBG: $557,582.86
Description Loan repayment for completed improvements include the replacement of sidewalks, curbs and gutter, street irrigation, lighting, water and sewer lines, sidewalk improvements compliant with the Americans with Disabilities Act, landscaping, and street furniture.
Target Date 6/30/2025
Estimate the number and
type of families that will
benefit from the proposed
activities
Loan Repayment- Not Applicable.
Location Description 1600 West Beverly Blvd., Montebello, CA Planned Activities Section 108 Loan Payment
Project Name HOME Rehabilitation Grant Program
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4 Target Area Citywide
Goals Supported Increase affordable housing opportunities Maintain decent and energy efficient housing stock
Needs Addressed Reduced housing improvement costs
Funding HOME: $966,458.19
Description Rehabilitation Grant
Target Date 6/30/2025
Estimate the number and
type of families that will
benefit from the proposed
activities
10 Families/households
Location Description Citywide
Planned Activities Eligible home repairs
5 Project Name CHDO-Acquisition & New Construction
Target Area Citywide
Goals Supported Increase affordable housing opportunities Needs Addressed Affordable housing and lower housing costs Funding HOME: $700,000
Description Acquisition/rehabilitation of property for low-income housing Target Date 6/30/2025
Estimate the number and
type of families that will
benefit from the proposed
activities
Future Project
Location Description Citywide
Planned Activities Acquisition/Rehabilitation for low-income housing 6 Project Name Program Administration HOME
Target Area Citywide
Goals Supported Planning and Administration
Needs Addressed Planning and Administration
Funding HOME: $185,162
Annual Action Plan
2024
21 OMB Control No: 2506-0117 (exp. 09/30/2021)
Description The City will continue to provide planning and administration services required to
manage and operate the City's HOME program. Such funds will assist in managing
community development, housing, and economic development programs.
Target Date 6/30/2025
Estimate the number and
type of families that will
benefit from the proposed
activities
Planning and Administration
Location Description 1600 West Beverly Blvd, Montebello, CA Planned Activities Planning and Administration
Annual Action Plan
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22 OMB Control No: 2506-0117 (exp. 09/30/2021)
AP-50 Geographic Distribution – 91.220(f)
Description of the geographic areas of the entitlement (including areas of low-income and minority concentration) where assistance will be directed
The City of Montebello aims to spend all entitlement funds in target areas, including those that contain a high percentage of low- and moderate-income citizens and minorities. Low- and moderate-income areas, which make up the bulk of the city's residential areas, are the only locations where HUD funds activities. In most cases, eligibility is determined by both household income and household size. CDBG funds will be spent according to the program's guidelines. The administration of programs for qualified beneficiaries will also include the provision of public services and the implementation of fair housing activities.
Geographic Distribution
Target Area Percentage of Funds
Citywide 100
Table 8 - Geographic Distribution
Rationale for the priorities for allocating investments geographically Although funds are generally allocated to Citywide target areas and CDBG funding is prioritized annually by the city for citywide housing and community development activities such as housing, public services, and fair housing. Due to meeting other priority needs and lack of funding, this fiscal year CDBG Funding will not be used for public service priority needs.
Discussion
See above discussion.
Annual Action Plan
2024
23 OMB Control No: 2506-0117 (exp. 09/30/2021)
Affordable Housing
AP-55 Affordable Housing – 91.220(g)
Introduction
This year, due to meeting other priority needs and insufficient CDBG funding, CDBG funds will not be used for affordable housing. However, HOME funds will be used towards the rehabilitation of existing units. Although the current yearly goal for three (3 units) is based on the 2020 Con Plan goals for the City, the city will increase the number of homes that can apply for the HOME Rehabilitation Grant Program if the opportunity and the funds are available. A marketing campaign will be implemented for the new grant program by the City in order to make this program available to as many qualified homeowners as possible. Through this marketing strategy, city staff will reach out to eligible households in the City. As part of the city of Montebello’s marketing strategy, an updated program brochure will be published, along with a new program flyer, and a continuous social media and website promotion campaign will be made to promote the program to the residents of the city.
One Year Goals for the Number of Households to be Supported Homeless 0
Non-Homeless 0
Special-Needs (Youth) 0
Total 0
Table 9 - One Year Goals for Affordable Housing by Support Requirement
One Year Goals for the Number of Households Supported Through Rental Assistance 0
The Production of New Units 0
Rehab of Existing Units 10
Acquisition of Existing Units 0
Total 10
Table 10 - One Year Goals for Affordable Housing by Support Type Discussion
The City of Montebello will begin to offer the HOME Rehabilitation Grant Program by providing new grants to eligible property owners to improve the City's rental housing stock in need of rehabilitation, providing safe, decent, and sanitary housing for low-income families. Furthermore, the City helps preserve existing affordable housing by providing technical assistance to property owners. In an effort to encourage affordable housing development, the City utilizes the State's density bonus law to offer density bonuses of 35 to 50%.
HOME activities in the City are being funded with funds from the previous year. The HOME Program previously offered loans for residential rehabilitation. This fiscal year the city will offer a grant program for residential rehabilitation instead. The city also offers funds for building and acquiring affordable housing units. According to HUD regulations and the HOME Final Program Rule, grantees are required to set aside at least 15% of their
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24 OMB Control No: 2506-0117 (exp. 09/30/2021)
allocations for projects and activities carried out by Community Housing Development Organizations (CHDOs).
This year more than 15% of HOME funds have been set aside. Funds have been set aside for the construction or acquisition of affordable housing in Montebello.
HOME funds are generally used by the City to develop affordable housing and now will also be used in the form of grants for owner-occupied single-family homes. To achieve affordable homeownership, the city must abide by HOME affordable homeownership limits established by HUD. In addition, HOME -funded projects require properties to be worth no more than 95% of the neighborhood's median purchase price after rehabilit ation.
According to the HOME Final Rule, owner-occupied single-family housing can be priced at 95% of median price in two ways:
1. HUD will set limits for affordable housing at 95 percent of the median purchase price of the area; OR
2. Conduct a local market survey to determine the 95 percent limit on median purchase price.
The city will continue to use the 2023 HUD approved HOME Homeownership Property Value Limit in the amount of $735,300 since it was recently approved on November 28, 2023.
AP-60 Public Housing – 91.220(h)
Introduction
There is no public housing in Montebello that is owned or managed by the city. Public housing needs are addressed through various initiatives this fiscal year. There is no public housing in Montebello, and it is not owned or managed by the City. The Los Angeles County Development Authority (LACDA) offers a Family Self- Sufficiency Program as a means of encouraging residents to become more involved in management and take part in homeownership.
Actions planned during the next year to address the needs to public housing LACDA is responsible for making rental assistance available to low-income households through the Section 8 programs in the city, but the City is not directly involved in the ownership or management of public housing.
Actions to encourage public housing residents to become more involved in management and participate in homeownership
Not Applicable- The City is not a Public Housing Agency.
If the PHA is designated as troubled, describe the manner in which financial assistance will be provided or other assistance
Not Applicable.
Discussion
None.
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25 OMB Control No: 2506-0117 (exp. 09/30/2021)
AP-65 Homeless and Other Special Needs Activities – 91.220(i) Introduction
The City’s one year goal to reduce and end homelessness is to continue to provide limited resources for homeless individuals. This fiscal year, due to meeting other priority needs using CDBG funds, the city will not be able to allocate funds towards public service for the homeless and people with other special needs.
However, city staff will continue to provide support to the homeless population by referring them to homeless organizations in the city that provide homeless shelters, Supportive services, and Transitional housing. CDBG Funds are not used to provide these limited resources. The City will continue to make strong efforts to provide resources and support to the homeless population in the city even if the services are not funded through the CDBG program. The City will also continue to seek homeless organizations that may benefit from future CDBG funding to support the homeless population in the City. Below are the services that are available to the city even though they are not funded through CDBG funds:
1. Homeless Shelters:
Many nonprofit organizations offered shelter and services to the homeless in the City to accommodate its share of the region's homeless. In order to help the homeless population in the City with emergency motel and food vouchers, the City has established a program called Montebello Community Assistance Program (MCAP). The City belongs to the Los Angeles County Continuum of Care Community Forum as well. This collaborative helps identify the needs and gaps in the homes and services for the homeless in the region.
2. Supportive and Transitional Housing:
The Los Angeles County Development Authority (LACDA) provides programs that offer supportive and transitional housing opportunities to the youth of Montebello with the goal of assisting them in becoming independent adults. LACDA has also developed affordable housing units for this cause.
Describe the jurisdictions one-year goals and actions for reducing and ending homelessness including reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs Homeless outreach programs have been established by the City to help the homeless population in the City find temporary shelter and permanent housing. Montebello also contracts with local providers to reduce homelessness.
A total of eight Service Planning Areas (SPAs) exist in Los Angeles County, numbered 1 through 8. By dividing the County, the Department of Public Health can target and monitor the needs of each area more efficiently.
The Montebello area falls within SPA 7.
An annual Housing Inventory Count (HIC), an inventory of service projects and a record of service usage, is coordinated by the LA Continuum of Care. People experiencing homelessness (e.g., emergency shelters, transitional housing, safe havens) and those who have experienced homelessness and have now found permanent housing are recorded in HIC. Currently in the city of Montebello, it is recorded that there are a
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total of 30 beds provided by the Tiny Homes Village dedicated to serve people experiencing homelessness.
The most recent homeless count for the city has not been completed at this time therefore, according to the Point-in-Time (PIT) report dated February 22, 2022, there are 227 homeless people in Montebello. The City of Montebello is a part of Service Planning Area (SPA) 7 which offers resources and opportunities to support the homeless population in the City. SPA 7 offers several programs targeted at different homeless client groups.
As part of the program presented below, homeless individuals are assessed for their individual needs through the Coordinated Entry System. In the Coordinated Entry System (CES), regional providers work collaboratively to house chronically homeless people. An assessment tool is used to determine the most appropriate housing for individuals based on their needs. Also, the CES coordinates county and federal resources from agencies like the Department of Mental Health, the Department of Health Services, the Department of Housing, and the Department of Veterans Affairs.
Addressing the emergency shelter and transitional housing needs of homeless persons
A variety of homeless housing facilities are available at SPA 7, including emergency shelters, transitional housing, and permanent supportive housing. A list of housing resources for SPA 7 can be found on the LAHSA website. Addressing the emergency shelter need is a priority for the City of Montebello and for SPA 7 agencies.
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 individuals and families to affordable housing units, and preventing individuals and families who were recently homeless from becoming homeless again As part of the City's efforts to assist homeless individuals, In particular, chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth, are encouraged to transition to permanent housing and independent living. We aim to reduce homelessness among individuals and families, facilitate access to affordable housing units for homeless individuals and families, and prevent individuals and families from becoming homeless again after they have recently been homeless.
Homeless Family Solutions System – A network of family homeless service providers addresses the needs of homeless families or those at imminent risk of losing their homes through the Homeless Family Solutions System. Through collaboration with system partners, it helps families complete housing and service plans.
First 5 LA Supportive Housing Program (First 5 LA) – Programs like this one provide needs-based assistance to homeless or at-risk families with children from birth to age 5, many of whom have been involved with the County Department of Children and Family Services in the past or are presently involved.
Supportive Services for Veteran Families (SSVF) – An important objective of this program is to re-house homeless veterans and to prevent homelessness in those at imminent risk of homelessness due to a housing crisis. With this program, housing stability is achieved through focused, short-term interventions. As part of its housing-first model, the SSVF helps veterans and their families find and maintain permanent rental
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2024
27 OMB Control No: 2506-0117 (exp. 09/30/2021)
housing as quickly as possible and without preconditions, as well as facilitate access to services that will help their families stay in their homes.
HUD-VASH Vouchers (VASH) – US Department of Veterans Affairs provides case management and clinical services bundled with Housing Choice Vouchers for homeless veterans through the HUD-VASH Program.
During their participation in the program, veterans can access these services at Veterans Affairs medical centers as well as in community-based outreach clinics.
Unaccompanied Youth – A variety of programs are available for this target group, including the Family Crisis Center, Hathaway-Sycamores: Independent Living Program, and Richstone Family Center: Transitional Housing Program.
Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families and those who are: 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); or, receiving assistance from public or private agencies that address housing, health, social services, employment, education, or youth needs.
Individuals and organizations involved in the discharge process from institutions and care systems, among them are the Los Angeles County Department of Children and Family Services, Los Angeles County Department of Health Services, Los Angeles County Department of Mental Health, and Los Angeles County Sheriff's Department (LASD), which all have state or county regulations requiring effective discharge planning and a specific transition plan to prevent individuals and families from becoming homeless.
In addition, Montebello has developed an outreach program for homeless individuals called the Montebello Community Assistance Program (MCAP). This program supports the City's homeless population by providing emergency motel vouchers, food, and hygiene kits, as well as assistance with accessing social services and permanent housing. A CDBG grant will not be awarded to MCAP this fiscal year.
Discussion
Programs like those outlined above, which address the needs of homeless persons and subpopulations of homeless, demonstrate that serving the homeless is a complex issue that requires collaboration among many agencies, departments, and nonprofit community service organizations. A network of agencies can provide housing and supportive services in addition to the limited CDBG funds available to the City.
AP-75 Barriers to affordable housing – 91.220(j)
Introduction:
A process was developed and prioritized by city staff, stakeholders, and the community at large to identify and address fair housing issues. Among the housing information in the City’s 2020-2025 AI are barriers to
Annual Action Plan
2024
28 OMB Control No: 2506-0117 (exp. 09/30/2021)
affordable housing. The following are some of the highest priority barriers to affordable housing:
• Cost of housing is high
• Household incomes are not keeping up with rising housing values • Compared to market rate or higher cost homes, there are fewer affordable homes • Housing opportunities for larger families are limited • Inability to become a homeowner
• Instability of household finances
• There are not enough funds to subsidize economic development initiatives • Under-educated residents
• A growing number of aging houses and infrastructure
• Homeless prevention services
• Affordable housing cannot be developed under current land-use policies Actions it planned 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 policies affecting the return on residential investment Based on specific data captures and existing policies and programs, the Analysis of Impediments to Fair Housing Choice (AI) developed goals and action steps. A data review and analysis process were necessary to identify the goals of the plan and the actions associated with them. Consultation with agencies, community outreach activities, and data review and analysis were required.
According to Table 47 (Page 58) in the AI, there are several goals and actions that will assist in advancing fair housing and affordable housing. In an effort to provide clearer direction to City staff, Council, and partnering agencies, ideas and recommended actions were documented as part of the engagement process. Goals identified in the AI are as follows:
• Goal 1: Increase affordable housing opportunities.
• Goal 2: Increase home ownership.
• Goal 3: Create public awareness of fair housing laws and affordable housing advocacy. • Goal 4: Increase training, education, and employment opportunities.
In the 2024-2025 Annual Action Plan, the projects and programs that reduce the barriers to affordable housing include:
• Acquisition for Affordable Housing
• Housing Rehabilitation Grants
• Fair Housing (HRC)
To remove or improve the barriers to affordable housing, the City has adopted the following goals in the
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29 OMB Control No: 2506-0117 (exp. 09/30/2021)
approved 2021-2029 Housing Element:
• Conserve and improve the condition of the existing affordable housing stock • Identify and address the housing needs, including housing goals, policies, and programs • Identify and address constraints to housing maintenance, improvement, and development • Promote equal housing opportunities for all resident
A recent update to the Montebello General Plan has been completed by the City. Long-range planning documents like the General Plan set long-term goals and policies that will affect the City for the next 20 years. With the development of these policies, we can promote local and regional goals, including those related to housing accessibility and affordability ensuring compliance with state and regional housing regulations.
Discussion:
See discussion above.
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2024
30 OMB Control No: 2506-0117 (exp. 09/30/2021)
AP-85 Other Actions – 91.220(k)
Introduction:
Limited funding is a significant constraint to providing for the needs of low-income residents. Nonprofit service providers have also faced budgetary constraints due to economic challenges and cuts in grant funding.
Actions planned to address obstacles to meeting underserved needs Montebello acknowledges the challenges faced by special needs populations due to low income and special circumstances. These challenges increase the chances of homelessness among special needs populations.
Supportive services and housing are essential for populations with special needs. As part of its commitment to supporting special needs populations, the City prioritizes supportive housing and supportive services. A high priority is also placed on support services within the Continuum of Care. The city also partners with the Housing Rights Center who provide housing resources for the Montebello residents. The Housing Rights center will be funded through CDBG funds this Fiscal Year.
Actions planned to foster and maintain affordable housing As part of its CDBG-funded efforts, the City maintains the affordable housing stock through its Housing Rehabilitation and Preservation Program and the Section 8 Housing Voucher program. A combination of Federal and non-Federal funds will be used to maintain existing affordable housing units and create new affordable housing opportunities. It is the City's goal to create clear and precise development standards that are in conformance with the General Plan vision and that facilitate predictable results during the development review process. To ensure compliance with State housing laws, review and revise current housing regulations (ADUs, mixed-use, transitional, and supportive housing, SROs, emergency shelters).
Actions planned to reduce lead-based paint hazards
HOME's Rehabilitation Grant Program will be required to comply with the Lead Safe Housing Regulation 24 CFR Part 35 effective September 15, 2000, as well as the HUD transition assistance policy effective September 20, 2000. Lead-based paint inspectors and risk assessors who are State of California certified will be used to test for lead paint and perform risk assessments when required. Lead paint abatement contractors will be used to remove and/or remove lead paint.
Actions planned to reduce the number of poverty-level families As part of Montebello's efforts to expand economic activities to include everyone, the city continues to provide programs to those less fortunate. As part of its strategic plan, the City has focused on creating jobs for low- and moderate-income residents through youth employment programs, recreational scholarships, capital improvement projects, and Section 108 loan funds. The County's rental assistance program, housing improvement programs, and financing affordable housing development have resulted in housing the homeless and improving living conditions for low-income families and the elderly.
People living at or below the poverty line can be affected by a variety of factors. Higher education opportunities are limited, marketable skills are lacking, unemployment or underemployment is prevalent,
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31 OMB Control No: 2506-0117 (exp. 09/30/2021)
affordable childcare is unavailable, effective transportation is lacking, and affordable housing is unavailable.
To reduce poverty rates, these factors must be addressed. Even though the city does not control most of these factors, it routinely provides referrals to those living below the poverty line. Public services agencies and homeless resources are also listed, as well as links to social service agencies. Additionally, the city supports nonprofits, private developers, and government agencies that provide affordable housing and economic opportunities to low- and moderate-income residents.
Actions planned to develop institutional structure
Managing CDBG funds received by the city is the responsibility of the Planning and Community Development Department and Finance Department. To implement affordable housing projects, work with seniors, at-risk youth, and other community development programs, the city relies on a number of governmental departments and agencies, for-profit developers, and nonprofit organizations. • The City’s Planning and Community Development Department’s functions directly impact and facilitate the development of housing.
• The Public Works Department is responsible for the design, construction, maintenance, and operation of public facilities as well as for administering infrastructure projects. • LACDA administers the HUD Section 8 Housing Choice Voucher Program and public housing, which benefits the city’s low-income population with publicly assisted rental housing. • Housing developers are an important partner and essential for the development of market-rate and affordable housing. Private developers are unable to build affordable units without government or other subsidies because of the high cost of land in the city.
The City’s General Plan establishes clear and precise development standards that provide predictable outcomes and streamline the development approval process in accordance with the vision of the General Plan. To comply with state housing law, the General Plan provides updates to the regulations regarding ADUs, mixed-use, transitional, and supportive housing, SROs emergency shelters, and zoning standards.
The HOME program is the main source of funding for affordable housing and its administrative costs.
Actions planned to enhance coordination between public and private housing and social service agencies The Planning and Community Development Department (Housing Division) manages and coordinates these processes on behalf of the City. In collaboration with other City departments and the community, the Department develops programs and activities that benefit low- and moderate-income neighborhoods in Montebello. Public and social service activities, housing, infrastructure improvements, and economic development are included in the administration of the program activities. The City provides programming and services in collaboration with public agencies, for-profit entities, and non-profit organizations.
To provide homeless services, the Montebello Fire Department has established the Montebello Community Assistance Program (MCAP). The Public Service CDBG funds will not be used for MCAP this fiscal year. As part of its commitment to better serving the community, MCAP will continue to partner with private as well as
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32 OMB Control No: 2506-0117 (exp. 09/30/2021)
public social service agencies.
Discussion: See above. Program Specific Requirements
AP-90 Program Specific Requirements – 91.220(l)(1,2,4)
Introduction:
The City budgets to meet the 25% match in relation to HOME funds according to the HOME Match Guidelines establish by HUD.
The following reflect Program Specific Requirements:
Community Development Block Grant Program (CDBG)
Reference 24 CFR 91.220(l)(1)
Projects planned with all CDBG funds expected to be available during the year are identified in the Projects Table. The following identifies program income that is available for use that is included in projects to be carried out.
1. The total amount of program income that will have been received before the start of the next program year and that has not yet been reprogrammed $3,986.97
2. The amount of proceeds from section 108 loan guarantees that will be used during the year to address the priority needs and specific objectives identified in the grantee's strategic plan. 0
3. The amount of surplus funds from urban renewal settlements 0
4. The amount of any grant funds returned to the line of credit for which the planned use has not been included in a prior statement or plan 0
5. The amount of income from float-funded activities 0
Total Program Income: $3,986.97
Other CDBG Requirements
1. The amount of urgent need activities 0
2. The estimated percentage of CDBG funds that will be used for activities that benefit persons of low and moderate income. Overall Benefit - A consecutive period of one, two or three years may be used to determine that a minimum overall benefit of 70% of CDBG funds is used to benefit persons of low and moderate income. Specify the years covered that include this Annual Action Plan. 100.00%
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HOME Investment Partnership Program (HOME)
Reference 24 CFR 91.220(l)(2)
1. A description of other forms of investment being used beyond those identified in Section 92.205 is as follows:
The City will not use any other forms of investment beyond those identified in Section 92.205. Qualified homeowners can apply for a grant for property rehab through the Homeowner Rehabilitation Program.
Upon transfer of title, refinancing or sale of the property prior to meeting all grant terms, the grant is due and payable. In order to qualify for rehab assistance, the property must meet certain housing standards.
The property must be occupied by the owner. Applicants must have a household income of at least 80% of the area median income to qualify. Pre-qualification for this program should be obtained from the Planning and Community Development Department's Housing Division. After prequalification criteria's are met, the Housing Division will proceed with the qualification process. To qualify for the program, an application must be completed.
2. A description of the guidelines that will be used for resale or recapture of HOME funds when used for homebuyer activities as required in 92.254, is as follows:
As part of the HOME Program, the City will continue to implement the resale provisions for existing loans. In accordance with HOME resale provisions, the City must ensure, when a HOME-assisted homebuyer sells their home, either voluntarily or involuntarily, during the affordability period, (1) the property is sold to another low-income homebuyer who will use it as their principal residence; (2) the original homebuyer receives a fair return on investment (i.e., their down payment plus improvements made to the house); and (3) The property is sold at a price that is “affordable to a reasonable range of low-income buyers.” Resale provisions must be used if the City only provides HOME assistance to develop the unit, but HOME funds are not used to lower the purchase price from the fair market value to an affordable price. During original purchase and at resale, the City will determine the homebuyer's fair return on investment using an objective standard or index that is publicly available and easily measurable.
The Fair Return on Investment is calculated as a percentage of changes in median sales prices over the period of ownership, based on the change in area median income over the period of ownership, and by the change in the Consumer Price Index over the period of ownership. Losses on investments can be considered a fair return in depressed and declining markets. Returns to homebuyers that are tied to the price that a specific family of homebuyers or a defined group of low-income homebuyers can afford do not constitute fair returns and cannot be accepted.
In a resale provision, the buyer's original investment and specific types of upgrades or additions that will improve the property will be considered in determining fair return. Generally, replacing worn or dated components such as appliances or carpet would not be considered an improvement that adds
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value. Additionally, the provision lays out the types of changes that will or will not be included.
3. A description of the guidelines for resale or recapture that ensures the affordability of units acquired with HOME funds? See 24 CFR 92.254(a)(4) are as follows:
As part of the agreement, the City will include a provision that explains how it will make the housing affordable to low-income buyers if the resale price needed to provide fair return is not affordable to the subsequent purchaser. Presumption of affordability will enable the city to meet HOME resale requirements without the imposition of specific enforcement measures. To establish affordability, the City will conduct a combined market analysis for a limited number of contiguous neighborhoods that are similarly situated in terms of demographics, housing markets, and economics. An analysis of housing data will help identify if home values are affordable, and if they will continue to be affordable, for the same average period of affordability.
4. Plans for using HOME funds to refinance existing debt secured by multifamily housing that is rehabilitated with HOME funds along with a description of the refinancing guidelines required that will be used under 24 CFR 92.206(b), are as follows:
At this time, the City has no plans to refinance existing debt secured by multifamily housing rehabilitated with HOME funds. The HOME Policies and Procedures Manual is used by the City to ensure compliance with HOME Program requirements.
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FILE NO. 377 4925
PROOF OF PUBLICATION
(2015.5 C.C.P:)
STATE OF CALIFORNIA
County of Los Angeles
I am a citizen of the United States, and a resident of the county aforesaid. I am over the age of eighteen years
and not a party to or interested in the above-entitled
matter. I am the principal clerk oUhe printer of SAN
GABRIEL VALLEY TRIBUNE, a -newspaper of general
circulation for the City of West Covina, by the Superior Court of the County of Los Angeles, State of California, on the date of September 10, .1957, Case Number
684891. The notice, of which the annexed is a true
printed copy, has been published in each regular and
entire issue of said newspaper· and not in any
supplement thereof on the following dates, to wit:
01/29/2024
I declare under the penalty of perjury that the foregoing is true and correct.
Executed at Monrovia, LA Co. California
On this 30th day of January, 2024.
Signature
11111111111111111111111111111111111111111111111 IIIII IIIII IIIII IIIII IIII IIII * A 0 0 0 0 0 6 6 7 7 1 6 4 * Legal No. 0011642680
CITY OF MONTEBELLO
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.COMBINED NOT.ICE'OF..'PUBLIC
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PUBLIC HEARING.FOR:,THE
DRAFT HUD ANNUAL ACTION
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PUBLIC . . . • HEARIN.G
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Date: Wednesday, Fcbruor;v,28, 2024
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ATTACHMENT C
REHABILITATION GRANT PROGRAM
HOUSING REHABILITATION GRANT PROGRAM GUIDELINES
2024
PLANNING & COMMUNITY DEVELOPMENT
ATTACHMENT D
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Contents
Section I – Overview of Program ............................................................................................................................................ 3 Source of Funds ................................................................................................................................................................... 3 Introduction ........................................................................................................................................................................ 3 Program Administration...................................................................................................................................................... 3 Section II – Housing Rehabilitation Grant Program ................................................................................................................. 6 Description .......................................................................................................................................................................... 6 Amount ................................................................................................................................................................................ 6 Repayment .......................................................................................................................................................................... 6 Section III – Eligibility Requirements ....................................................................................................................................... 6 Program Requirements ....................................................................................................................................................... 6 Applicant Eligibility Criteria .................................................................................................................................................. 7 Household Income .............................................................................................................................................................. 7 Debt Ratios and Credit ........................................................................................................................................................ 7 City Employees .................................................................................................................................................................... 7 Property Eligibility Criteria ................................................................................................................................................... 8 Section IV – Uses of Program Funds ....................................................................................................................................... 8 Eligible Uses of Funds .......................................................................................................................................................... 8 Ineligible Uses of Funds ...................................................................................................................................................... 9 Hierarchy of Grant Funds .................................................................................................................................................... 9 Section V – Eligible Repairs and Rehabilitation....................................................................................................................... 9 Section VI – Rehabilitation Standards ................................................................................................................................... 11 Section VII – Application and Funding Process ..................................................................................................................... 24 Application Phase .............................................................................................................................................................. 24 Interest List ................................................................................................................................................................... 24 Application Review ........................................................................................................................................................ 24 Application Interview .................................................................................................................................................... 25 Application Process ....................................................................................................................................................... 25 Property Ownership Documentation ................................................................................................................................ 26 Income Documentation .................................................................................................................................................... 26 Special Circumstances ................................................................................................................................................... 28 Grant Processing Timeline ................................................................................................................................................ 28 Property Inspection and Contractor Selection ................................................................................................................. 28 Bid Process ........................................................................................................................................................................ 30 Bid Requirements .......................................................................................................................................................... 30
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Contractor Qualifications .............................................................................................................................................. 30 Verification of Contractor Qualifications ...................................................................................................................... 31 Disqualification of Contractors from the List ................................................................................................................ 31 Contractor Selection ..................................................................................................................................................... 31 Evaluation and Approval Procedures ................................................................................................................................ 32 Pre-Construction Conference ........................................................................................................................................... 32 Housing Rehabilitation Grant Program Agreement .......................................................................................................... 32 City Permits ....................................................................................................................................................................... 32 Contractor Payment Schedule .......................................................................................................................................... 32 Progress Payment ......................................................................................................................................................... 33 Progress Inspections ..................................................................................................................................................... 33 Lead Monitoring ................................................................................................................................................................ 33 Final Payment .................................................................................................................................................................... 34 Final Inspection ............................................................................................................................................................. 34 Warranties ........................................................................................................................................................................ 34 Change Orders .................................................................................................................................................................. 34 Grievances between Homeowner and Contractor ........................................................................................................... 34 Termination of Agreement ............................................................................................................................................... 35 Contractor Substitution .................................................................................................................................................... 35 File Completion and Close-out .......................................................................................................................................... 35 Section VIII – Additional Funds ............................................................................................................................................. 35 Section IX – Other Requirements .......................................................................................................................................... 35 Section X – Duplication of Benefits ....................................................................................................................................... 35
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Section I – Overview of Program
Source of Funds
The City of Montebello (“City”) Housing Rehabilitation Grant Program is being funded by the U.S. Department of Housing and Urban Development (HUD), HOME Investment Partnerships Program (HOME). These funds are intended to provide decent housing and a suitable living environment, and expand economic opportunities, principally for low and very low- income families and individuals.
Introduction
The Housing Rehabilitation Grant Program (Program) will provide financial assistance to low-income homeowners for housing rehabilitation projects where the property serves as the household’s principal residence. Financial assistance consists of grants of up to fifty thousand dollars ($50,000).
The Program will be implemented in accordance with these Program Policies and Procedures. The Planning & Community Development Department of the City of Montebello and its designee(s) are responsible for Program implementation in accordance with Program Policy.
Program Administration
A. Regulations Governing the Program:
I. The Program’s Policies and Procedures follow and conform to Federal and State regulations governing HOME Rehabilitation programs and Policies and Procedures governing the activities of the City.
II. If the contents of this guide conflict with any of the above, it is the regulations noted above, that prevail.
B. Staff and Authority:
I. The Program is managed by the Planning & Community Development Department, Housing Division. The Director of the Planning & Community Development (Director) is responsible for delivering the Program and enforcing these Policies and Procedures. The Director may delegate duties of program delivery to the Housing Manager or Housing Analyst or Consultant or other City employees, as appropriate.
C. Consistency with Consolidated Plan:
I. Program funds must be used in a manner that is consistent with the activities stipulated in the City’s Annual Action Plan, and that are supportive of the goals specified in the Consolidated Plan.
D. Environmental Review Record:
The Housing Analyst or Consultant and/or its designee(s) will be responsible for preparing and maintaining a written record of the environmental review undertaken for each project.
According to the National Environmental Policy Act (40 CFR 1500-1508) and Title 24 Part 58, the City is required to ensure that environmental information is available before decisions are made and before actions are taken. In order to achieve this objective, the City must not commit or execute an agreement for rehabilitation until the environmental review process has been completed.
Due to the nature of activities to be funded under this program it is assumed that these activities will be exempt and the City, as the responsible entity, is required to document in writing that the project is exempt and meets the conditions for exemption as spelled out in §58.5.
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Categorically Excluded Activities Subject to 58.5. (3) Rehabilitation of buildings and improvements when the following conditions are met: (i) In the case of a building for residential use (with one to four units), the density is not increased beyond four units, and the land use is not changed.
The list of categorically excluded activities is found at 24 CFR Part 58.35. While the activities listed in 58.35(a) are categorically excluded from NEPA requirements, the grantee must nevertheless demonstrate compliance with the laws, authorities and Executive Orders listed in §58.5.
The Environmental Review Record must contain a written determination of the finding that a given activity or program is categorically excluded subject to §58.5. The documentation must support its determinations related to compliance with the Federal laws and authorities cited in §58.5.
E. Files and Record Keeping:
Program Staff is to establish and maintain a permanent "Master File" for each grant application. Master Files are to be kept for three years after project completion.
F. Financial Reporting:
The City’s Finance Department is responsible for maintaining financial records in compliance with federal, state, and City regulations.
G. Funding Availability:
The program is implemented on a first-come, first served basis, and is subject to funding availability.
H. Conflict of Interest:
All grant applicants, contractors, and Program Staff members are asked to declare any formal or informal relationships they have with one another by signing the Borrower Certification of No Conflict of Interest in Receiving HOME Investment Partnerships Program (HOME) funds. These include direct or indirect business or familial relationships. Whenever a relationship is declared, the Housing Manager or Housing Analyst or Consultant must submit a memo to the Director explaining the nature of the relationship and asking for directive in the assignment of the case to appropriate staff. Ordinarily the case is to be assigned to staff that do not have preexisting relationships with the applicant. A preexisting relationship will not disqualify an applicant from participating in the Program, provided the applicant meets all eligibility criteria.
I. Fair Housing and Equal Opportunity:
Program activities must comply with the following Federal Laws, executive orders, and regulations pertaining to fair housing and equal opportunity.
1. Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. 2000d et seq), which states that no person may be excluded from participation in, denied the benefits of, or subjected to discrimination under any program or activity receiving Federal financial assistance on the basis of race, color, or national origin.
2. The Fair Housing Act (42 U.S.C. 3601-3620), which prohibits discrimination in the sale or rental of housing, the financing of housing, or the provision of brokerage services against any person on the basis of race, color, religion, sex, national origin, handicap, or familial status.
3. Equal Opportunity in Housing (Executive Order 11063, as amended by Executive Order 12259), which prohibits discrimination against individuals on the basis of race, color, religion, sex, or national origin in the sale, rental, leasing, or disposition of residential property or in the use or occupancy of housing assisted with Federal funds.
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4. The Code of Federal Regulations Title 40 Part 31.36(e), “Procurement,” requires the Contractor (and Subcontractors) to take all necessary affirmative steps to assure that minority-owned and women- owned businesses are used when possible. The affirmative steps (or good faith efforts) include:
1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;
2. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by minority business, and women’s business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women’s business enterprises;
5. Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; and
6. Requiring the prime contractors, if subcontracts are to be let, to take these affirmative steps.
5. Age discrimination Act of 1975, as Amended (42 U.S.C. 6101), which prohibits age discrimination in programs receiving Federal financial assistance.
6. Section 504 of the Rehabilitation Act of 1973 prohibits the exclusion of an otherwise qualified individual, solely by reason of disability, from participation under any program receiving Federal funds. The City will take appropriate steps to ensure effective communication with disabled housing applicants, residents and members of the public.
7. Equal Employment Opportunity, Executive Order 11246, as amended, which prohibits discrimination against any employee or applicant for employment because of race, color, religion, sex, or national origin. This must be stipulated in all construction contracts.
8. All Program correspondence must have the Fair Housing logo at the lower right-hand side corner of the first page.
J. Labor Compliance:
Davis-Bacon applies to the rehabilitation of residential property only if the property contains 8 or more units.
Residential property that contains 7 or fewer units is exempt. The Program is not subject to Prevailing Wages and Davis-Bacon.
K. Amending the Policies and Procedures Manual:
The Housing Manager or Housing Analyst or Consultant may recommend policy and procedural changes. All changes made must be in accordance with federal and state regulations. Program procedural and policy changes require the Director’s approval and must be reported to HUD.
L. Exceptions to Program Policies and Procedures:
Any case to which a standard policy or procedure, as stated in this guide, does not apply or an applicant is treated differently from others of the same class would be an exception.
Exceptions to the Program’s Policies and Procedures are allowable on an individual case basis. The Housing Manager or Housing Analyst or Consultant can present written recommendations to the Director. The report must contain a narrative, the recommended course of action, and relevant documentation to support the exception requested. The Director may approve the policy or procedural exception for the specific instance by
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signing at the bottom of the written recommendation. The approved exception must be kept in the case Master File.
M. Outreach:
The City will perform outreach activities in targeted areas to advertise the program and encourage potential applicants to apply for assistance. Methods of outreach may include (but are not limited to) flyers and program brochures that describe the program and eligibility requirements. This information will be made available at City Hall and the City’s website. To provide consistent service to Montebello residents, staff will maintain an on- going Interest List. Prospective Applicants may join the Interest List at any time and will be entered on the list in order of expressed interest. Applicants will be served on a first-come, first-served basis and based on the availability of funds. Program information will be published in languages commonly used in Montebello. All outreach efforts will be done in accordance with state and federal fair lending regulations to assure nondiscriminatory treatment, outreach and access to the Program.
Section II – Housing Rehabilitation Grant Program
Description
The Program provides funds in the form of a grant to eligible applicants to be used for a small level of rehabilitation, including handicap access, energy conservation, weatherization, and emergency repairs. These funds, when used according to the specifications listed in these guidelines, do not need to be repaid.
Amount
A. Minimum grant amount: $10,000
B. Maximum grant amount: $50,000
C. The Grant Program will be provided as a one-time assistance per property.
Repayment
The Housing Rehabilitation Grant Program does not need to be repaid.
Section III – Eligibility Requirements
Income eligible owner-occupied single-family properties within Montebello City limits may be assisted with HOME funds in the form of a grant. Grants of up to $50,000 are available to eligible applicants. Financial assistance will only be provided if the household meets the eligibility standards outlined in these guidelines.
Program Requirements
Housing Rehabilitation Grant Program
Household
Requirements
• Owner-occupant households who have resided in their home for at least two (2) years; • 80% or less of the Area Median Income adjusted for household size as defined by HUD .
Eligible Properties • Property must be within City limits • Traditional single-family housing with one to four dwelling units • Condominium Unit (interior only)
• Townhome (interior only)
• The property must serve as the household’s principal residence. • Property must have a fee simple title (clear title)
• The property shall be free of negative encumbrances on title. • Property taxes must be current on the property.
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• The property must have a rehabilitation cost that does not exceed seventy -five percent (75%) of the after-rehabilitation value of the property as determined by the City • HOME-assisted properties must meet all applicable State and local codes Eligible Repairs • Repairs that improve the safety, security and health of the occupants • Repairs that rectify code or incipient code violations • Repairs and alterations to make the house more supportive of a disabled occupant • Repairs and alterations to make a house more energy efficient • General property rehabilitation
• Construction of additional bedrooms and bathrooms to address overcrowding Funding Limits Applicants may request a minimum grant amount of $10,000 and request assistance up to $50,000.
Terms The Grant will not require repayment; however an Owner Occupancy provision will be required for assisted properties for a 15-year period that is established through a legal Deed of Trust, Affordability Covenant or similar recordable mechanism.
Applicant Eligibility Criteria
Applicants must be over the age of 18 and have resided in their home for at least two (2) years. Applicant must be a U.S Citizen or Resident Alien. Applications will be served on a first-come, first-served basis.
Household Income
All homeowners must certify that they meet the household income eligibility requirements and have household income documented pursuant to 24 CFR 92.203. The income limits in place at the time of grant approval will apply when determining applicant income eligibility.
Household income cannot exceed 80% (Low Income) of the area median income (AMI), adjusted for household size.
No. of Persons in Household 30% Limit Very Low Income 60% Limit Low Income 1 $ 26,500 $ 44,150 $ 52,980 $ 70,650
2 $ 30,300 $ 50,450 $ 60,540 $ 80,750
3 $ 34,100 $ 56,750 $ 68,100 $ 90,850
4 $ 37,850 $ 63,050 $ 75,660 $ 100,900
5 $ 40,900 $ 68,100 $ 81,720 $ 109,000
6 $ 43,950 $ 73,150 $ 87,780 $ 117,050
7 $ 46,950 $ 78,200 $ 93840 $ 125,150
8 $ 50,000 $ 83,250 $ 99,900 $ 133,200
2023 Income Limits (effective June 15, 2023) https://www.hudexchange.info/programs/home/home-income-limits/
Debt Ratios and Credit
Housing and/or debt ratios are not considered, nor is a credit report required, as the funding provided creates no additional monthly financial obligation. However, if the homeowner has a mortgage, Program Staff must verify that payments are current and that no late payments have been received in the past twelve months. Property taxes must be current and property insurance must be provided.
City Employees
No member of the governing body of the City and any other official, employee, or agent of the City Government who exercises policy, decision-making functions, or responsibilities in connection with planning and implementation of the
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program shall be directly or indirectly eligible for Program assistance. The restriction shall continue for one year after an individual’s relation with the City ends.
Property Eligibility Criteria
The property must be either traditional single-family housing with up to four units, a condominium or a townhome.
Common areas and areas that are the responsibility of any Homeowner’s Association (“HOA”) are not eligible. For single family housing with two (2) to four (4) units, and funds are used to assist the units other than the unit that is owner- occupied, the HOME rental requirements apply including provisions regarding tenant occupancy, tenant income levels, initial rent levels, and long-term affordability. If HOME funds are used to rehabilitate only the owner-occupied unit in a two-to-four-unit residence, the rental housing rules do not apply.
A. Property must be located within City of Montebello boundaries.
B. Property must have a fee simple title (clear title).
C. Property must serve as the household’s primary residence.
D. The property shall be free of negative encumbrances on title.
E. Property taxes must be current on the property.
F. The property must have a rehabilitation cost that does not exceed seventy-five percent (75%) of the after- rehabilitation value of the property as determined by the City.
G. The after-rehabilitation value of the property cannot exceed the current HUD FHA 203(b) Limits, or those established by a local market survey conducted by the City and approved by HUD.
H. HOME-assisted properties must meet all applicable State and local codes or a national model building code if no local codes are present.
HOME After Rehabilitation Value Limits
The U.S. Department of Housing and Urban Development (HUD) requires documentation of the after-rehabilitation value (ARV) to show such housing is within Section 203(b) program limits. The after-rehabilitation value of the property assisted through the Program cannot exceed the HOME Program Value Limit (Value Limit) of 95% of the median sale price for the City, as updated by HUD. The Value Limits are those established according to current HUD FHA 203(b) Limits, or those established by a local market survey conducted by the City and approved by HUD.
Property value must be determined prior to the provision of HRPP assistance. The value will be established by appraisals prepared by a licensed fee appraiser. This requires the City to provide the appraiser with the written work write-up that includes the proposed rehabilitation for the subject property. To ensure compliance of the after-rehabilitation value requirements, the Housing Analyst or Consultant must determine what the value of the property will be once the rehabilitation is completed. The value of the work must be added to the property value to arrive at the after- rehabilitation value.
Section IV – Uses of Program Funds
Eligible Uses of Funds
Program funds must be used for the purpose of repairs and rehabilitation. Eligible costs of rehabilitation include:
HOME-ELIGIBLE HOMEOWNER REHABILITATION COSTS
HARD COSTS
• Meeting the rehabilitation standards
• Meeting applicable codes, standards and
ordinances
• Essential improvements
SOFT COSTS
• Financing fees
• Credit reports
• Title binders and insurance
• Recordation fees, transaction taxes
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• Energy-related improvements
• Lead-based paint hazard reduction*
• Accessibility for disabled persons
• Repair or replacement of major housing systems
• Incipient repairs and general property
improvements of a non-luxury nature
• Site improvements and utility connections
*Note: Lead hazard reduction costs are not counted as hard costs for the purposes of determining the level of assistance under 24 CFR Part 35 (the Lead Safe Housing Rule).
• Legal and accounting fees
• Appraisals
• Architectural/engineering fees, including
specifications and job progress inspections
• Project costs incurred by the PJ that are directly
related to a specific project
• Refinancing of secured existing debt if the housing
is owner-occupied and refinancing allows the
overall costs of borrower to be reduced and the
housing is made more affordable
Ineligible Uses of Funds
The following costs are not eligible uses of Program proceeds:
• Materials, fixtures, equipment, or landscaping of a type and quality that exceeds adequate service, or that is not customarily used for properties in the same general area. No luxury upgrades are allowed. • Appliances
• Construction, rehabilitation, or modification to detached garages or structures under HOME program. • Recreational items such as barbecues, bathhouses, greenhouses, swimming pools, saunas, television antennae, and tennis courts.
• Acquisition of land
• Room or bathroom additions, except for addressing overcrowding conditions. • Property taxes.
• Reimbursement of costs incurred prior to the approval of assistance. • Assistance related costs.
• Repairs related to outstanding insurance claims or claims already paid.
Hierarchy of Grant Funds
Program funds must be used in the following order of priority:
1. Life-Threatening or Safety Repairs.
2. Health and Safety Hazards.
3. Livability Improvements.
4. Non-critical Improvements.
5. Other eligible general property rehabilitation work.
Section V – Eligible Repairs and Rehabilitation
Program funds are to be used for the rehabilitation of homes. Rehabilitation means repairing or improving a deteriorated or outdated house. Deteriorated materials and components must be replaced with like materials. No luxury upgrades are allowed. Eligible repairs and improvements include the following:
1. Repairs that rectify the most urgent health and safety hazards, such as:
a. Unsafe structural parts of a house, which are likely to collapse in the immediate future if not supported. (e.g. porch, roof, stairways)
b. Electrical conditions that is likely to result in a fire or threaten human life in the immediate future. (e.g. overloaded circuits, and hazardous fixtures, switches, outlets, or wiring.)
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c. Plumbing and septic systems repairs, which involve exposed sewage, leaking supply lines, and inoperable water heaters.
d. Mechanical system repairs that create conditions likely to result in a fire or leakage of gas or fumes. e. Other conditions determined by staff that could result in a life-threatening situation in the immediate future.
2. Repairs that improve deteriorated or inadequate features of the structure that pose no immediate threat to life but will damage the dwelling if ignored, such as:
a. Defects in electrical, plumbing, and mechanical fixtures b. Unsafe entrances and exits
c. Lack of smoke detector or similar device
d. Deteriorating or inadequate structural conditions (e.g. crumbling foundations, dry rot, and termite damage)
e. Roofing
f. Heat exchanger in the furnace may become inoperative or hazardous g. Flooring
h. Driveway
i. Fumigation
j. Modifications that aid the mobility of the elderly and physically disabled k. Other California Building Code deficiencies
3. Improvements intended to improve the quality of life for dwellings, such as:
a. Overcrowding
b. Addition or renovation of bedrooms or bathrooms. (See Item 6 below.) c. Renovation of kitchen
d. Addition or renovation of laundry facility
e. Lack of energy or water-saving devices (replacement of existing items only) f. Heater
4. Improvements that do not address life-threatening or quality of life issues but are eligible, provided that items a and b listed below are in conjunction with work performed:
a. Sandblasting/stucco
b. Painting
5. Rehabilitation work not related to rectifying life-threatening and urgent safety issues, fixing health and safety hazards, improving livability, and improving non-critical conditions is considered general property rehabilitation.
General property improvements for reconstruction would allow for the construction of a garage and/or a driveway.
6. The construction of additional bedrooms and bathrooms is allowed if the need can be demonstrated per the guidelines listed below. The accepted standard definition of overcrowding is more than 1.5 people per room or more than 2 people per bedroom. The program will not fund additions to a home for a den or family room.
GUIDELINES FOR ROOM AND BATHROOM ADDITIONS
Maximum No. of Persons in
the Household
Number of Bedrooms Number of Bathrooms
1 0 1
1-2 1 1
3-4 2 2
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5-6 3 2
7-8 4 2
9-10 5 3
11-12 6 3
Section VI – Rehabilitation Standards
The City of Montebello has adopted written rehabilitation standards for rehabilitation of owner-occupied units. A rehabilitation standard defines the quality of materials and workmanship that must be used when a particular repair is made. Rehabilitation standards (sometimes called construction standards) speak to the quality, durability, and aesthetics of the end product.
City of Montebello Rehabilitation Standards
SECTION I: SITE IMPROVEMENTS
NOTE: All work requires review by the Building Division regarding need for plans/permits.
SITE IMPROVEMENTS – OUTBUILDINGS
REHABILITATION STANDARD: 75% or more salvageable
Minimum Life: 5 Years
Unsafe, illegal or unapproved structures, including outbuildings, additions and patio covers will be removed if it is not financially feasible (up to $5,000) to complete rehabilitation required to make them structurally sound, leak free and building and zoning code legal.
REPLACEMENT STANDARD: No outbuilding shall be provided.
SITE IMPROVEMENTS – PAVING AND WALKS
NOTE: Any work may require a permit from the Engineering Division.
REHABILITATION STANDARD:
Minimum Life: 15 Years
Badly deteriorated, essential paving, such as front sidewalks, will be replaced to match. Deteriorated paving may be removed or replaced.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Essential walks and drives shall be replaced with 4” thick, 4% air entrained, 3000 PSI concrete with metal reinforcement.
SITE IMPROVEMENTS – LANDSCAPING
REHABILITATION STANDARD:
Site shall be graded to direct water to run away from foundation. Trees that are too close to the structure shall be removed.
REPLACEMENT STANDARD:
Only for-sale homes’ front yards may be landscaped with a $500 maximum allowance.
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SITE IMPROVEMENTS – FENCING/GATES
REHABILITATION STANDARD:
Minimum Life: 5 Years
Fencing shall be rehabilitated to meet the local code.
REPLACEMENT STANDARD:
When funding is sufficient for nonessential improvement, additional wood or wrought iron fencing may be installed to create defensible space in conformance with neighborhood/homeownership association requirements.
SITE IMPROVEMENTS – SWIMMING POOLS/HOT TUBS
REHABILITATION STANDARD:
Minimum Life: 3 Years
Beyond scope of federal financing. Pools may be filled.
REPLACEMENT STANDARD: N/A
SECTION II: EXTERIOR SURFACES
NOTE: All work requires review by the Building Division regarding need for plans/permits.
EXTERIOR SURFACES – EXTERIOR CLADDING
REHABILITATION STANDARD:
Minimum Life: 10 Years
Siding and trim will be intact and weatherproof. All exterior wood components will have a minimum of one continuous coat of paint, and no exterior painted surface will have any deteriorated paint.
REPLACEMENT STANDARD:
Minimum Life: 25 Years
Historically sensitive vinyl siding with 45-year material warranty.
EXTERIOR SURFACES – EXTERIOR PORCHES/BALCONIES
REHABILITATION STANDARD:
Minimum Life: 10 Years
Unsafe or unsightly porches and balconies will be rehabilitated to conform closely with porches in the neighborhood. Porch rehabilitation will be structurally sound, with smooth and even decking surfaces.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Deteriorated porches and balconies shall be replaced with preservative treated structural lumber and tongue and groove pine or synthetic deck material. Replace with concrete if economically possible.
EXTERIOR SURFACES – EXTERIOR RAILINGS
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REHABILITATION STANDARD: None
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Railings that do not meet the current code shall be removed and replaced with wrought iron or synthetic wood.
EXTERIOR SURFACES – EXTERIOR STEPS AND PATIOS
REHABILITATION STANDARD:
Minimum Life: 10 Years
Steps, stairs and decks shall, be structurally upgraded to adopted building code; free from all significant deterioration.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Any replacement patio, deck or stoop shall be of a minimum functional size, design and construction.
SECTION III: FOUNDATIONS & STRUCTURE
NOTE: All work requires review by the Building Division regarding need for plans/permits.
FOUNDATIONS & STRUCTURE – FIREWALLS
REHABILITATION STANDARD:
Minimum Life: 15 Years
Party walls and garage ceilings shall be maintained without cracks and plaster deterioration and upgraded with 5/8" type X gypsum, glued and screwed to structure.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
All party walls shall conform to the 2010 edition of the California Building Code’s new construction requirements for fire separation at both walls and roofs.
FOUNDATIONS AND STRUCTURE – FOUNDATIONS
REHABILITATION STANDARD:
Minimum Life: 20 Years
Foundations shall be rehabilitated to be sound and water resistant if financially feasible.
REPLACEMENT STANDARD:
Foundation replacements above 25% are beyond the scope of the program and usually indicate an infeasible project.
FOUNDATIONS & STRUCTURE – STRUCTURAL WALLS
REHABILITATION STANDARD:
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Minimum Life: 20 Years
All structural members shall be free from deterioration, rot and termite damage and be sized in conformance to building code. Any member not in conformance with code shall be re -supported as determined by a structural engineer.
REPLACEMENT STANDARD:
Minimum Life: 40 Years
Walls shall be 2" x 4", 16" on center with at least R-19 insulation and solid sheathing to match existing.
SECTION IV: WINDOWS AND DOORS
WINDOWS AND DOORS – INTERIOR DOORS PLACEMENT
REHABILITATION STANDARD:
Minimum Life: 10 Years
All bedrooms, baths and closets shall have operating doors. Privacy locksets on bath and master bedroom. All other doors shall have passage locks. Recycle doors when possible.
REPLACEMENT STANDARD:
Minimum Life: 15 Years
Doors may be solid core or composite in paint grade jambs.
WINDOWS AND DOORS – EXTERIOR DOORS
REHABILITATION STANDARD:
Minimum Life: 10 Years
Exterior doors shall be 1 ¾ inch thick, solid core, insulated to minimum R -6, weather stripped, operate smoothly, including a peep site, a dead bolt, and an entrance lock set. Rod iron installations require review by the Building Division.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
All replacement doors at the front of the property will be neighborhood sensitive, Energy Star, steel or fiberglass solid core doors with peep sight and deadbolt. Garage/house doors shall be 20 -minute fire rated with self-closing hinges. Energy Star, solid core doors with peep sight, dead bolt, and entrance locksets shall be installed at entrances not visible from the front street. Garage doors shall be R -5, embossed metal with a lockable assembly.
WINDOWS AND DOORS – WINDOW PLACEMENT
REHABILITATION/REPLACEMENT STANDARD: Bedrooms shall have all operable windows with a screen and meet egress requirements (one per room) per California Building Code.
WINDOWS AND DOORS – WINDOWS & SLIDING GLASS DOORS
REHABILITATION STANDARD:
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Minimum Life: 10 Years
All windows and sliding glass doors shall be weather tight, include a locking device, and where required for egress, be fully functioning/operational.
REPLACEMENT STANDARD: Energy Star
Minimum Life: 20 Years
Double glazed, PVC or fiberglass, a minimum R-value of 2.8 (U=.33), SHGC of 0.30 and DP of 45.
SECTION V: ROOFING
ROOFING – FLAT AND LOW SLOPE ROOFING
REHABILITATION STANDARD:
Minimum Life: 10 Years
Rehabilitate roofing when cost is less than 30% of total replacement cost.
Built-up roofing, flashing and accessories shall be rehabilitated per California Building Code 2010 wherever a 5-year leak free warranty is available from a certified roofing company.
REPLACEMENT STANDARD:
Minimum Life: 15 Years
The most cost effective Energy Star certified roof of: 3 ply hot built-up, T.P.O. or EPDM per California Building Code 2010.
ROOFING – PITCHED ROOFS
REHABILITATION STANDARD:
Minimum Life: 10 years with warranty
Rehabilitate when cost is less than or equal to 5% of total replacement cost.
Missing and leaking shingles and flashing shall be rehabilitated on otherwise functional roofs per California Building Code 2010. Concrete, metal and tile roofs shall be rehabilitated when at all possible. Antennae and communication disks shall be permanently removed.
REPLACEMENT STANDARD:
Moderate: Minimum Life: 30 Years
Fiberglass, asphalt, 3 tab, class A shingle weighing at least 235 and up to 270 lbs, architectural grade, 30-year warranty with ridge ventilation system per California Building Code 2010.
SECTION VI: INSULATION AND VENTILATION
INSULATION AND VENTILATION – ATTIC VENTILATION
NOTE: All new work requires permits from the Building Division.
REHABILITATION STANDARD:
Minimum Life: 5-Year
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Any pre-installed ventilation shall be maintained or if powered and not functioning, replaced.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Attics will be ventilated with a minimum of one (1) square foot of free vent for each 150 square feet of roof area or be redesigned for integration with new insulation system. Solar powered roof vents may be used when possible.
INSULATION AND VENTILATION – BATH VENTILATION
REHABILITATION STANDARD: None
REPLACEMENT STANDARD:
Minimum Life: 10 Years
Energy Star, exterior ducted, 70 CFM, max 20 sones and separate switch or humidistat in all full and three quarter baths.
INSULATION AND VENTILATION – INFILTRATION
REHABILITATION/REPLACEMENT STANDARD:
Minimum Life: 5 Years
All exterior doors and attic hatches shall be weather stripped. All visible cracks shall be caulked.
INSULATION AND VENTILATION – INSULATION
REHABILITATION STANDARD: Not Applicable
REPLACEMENT STANDARD:
Minimum Life: 15 Years
Attic insulation goal is R-30, crawls spaces R19. New walls will be insulated to capacity with blown cellulose, fiberglass or closed cell foam to cavity capacity. Attic access panel must be insulated to R-30 with rigid foam.
INSULATION AND VENTILATION – KITCHEN VENTILATION
REHABILITATION STANDARD: N/A
REPLACEMENT STANDARD:
Minimum Life: 5 Years
Energy Star, exterior ducted range hoods or exhaust fans with less than 10 sones, at least 120 CFM and capped with a functional back draft.
SECTION VII: INTERIOR STANDARDS
INTERIOR STANDARDS – INTERIOR RAILINGS
REHABILITATION STANDARD:
Minimum Life: 10 Years
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Handrails will be present on one side of all interior steps or stairways with more than two risers and around platforms over 30" above floor level with adequate structural attachment, in compliance with the California Building Code 2010.
REPLACEMENT STANDARD:
Minimum Life: 15 Years
Hand and guardrails shall be replaced with universal design standard material and construction in compliance with the California Building Code 2010.
INTERIOR STANDARDS – INTERIOR WALLS AND CEILINGS
REHABILITATION STANDARD:
Minimum Life: 5 Years
Walls shall be stripped of wallpaper, holes, cracks, and deteriorated surfaces. All visual surfaces shall be patched and sanded as to create a smooth surface and recoated using premium, low VOC, vinyl acrylic paint.
REPLACEMENT STANDARD:
Minimum Life: 10 Years
Walls shall be plumb, ceiling level with a smooth finish on at least 1/2" gypsum with water resistant board in wet areas. 5/8” Type X over 16” on center studs installed per the American Gypsum Association. Kitchen tile backsplashes and wainscot in ceramic tile baths.
INTERIOR STANDARDS – HAZMAT TESTING AND TREATMENT
REHABILITATION STANDARD:
SAFE PRACTICES
Low: Minimum Life: 3 Months
Asbestos and lead paint hazards, when previously identified, shall be addressed in conformance with applicable local, state, and federal laws. Rehabilitated properties shall be cleaned to pass a Lead Dust clearance test to the levels prescribed by HUD regulations.
Moderate: Minimum Life: 1 Year
All properties shall be visually inspected for asbestos and lead suspect materials. No friable asbestos and all interior and exterior lead suspect surfaces shall be repainted using premium acrylic latex. Properties shall pass HUD lead dust clearance standards prior to occupancy.
High: Minimum Life: 1 Year
All properties shall undergo visual "Risk Evaluations" by rehab supervisors and be treated with the most affordable interior, exterior and site clean-up to clearance standards.
REPLACEMENT STANDARD: IN PLACE MANAGEMENT & ABATEMENT
High: Minimum Life: 20 Years
After an inspection by an EPA Certified Inspector, all hazardous material shall be removed from all moving parts, floors and mouthable surfaces. Encapsulants and enclosures may be used.
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INTERIOR STANDARDS – CLOSETS
REHABILITATION STANDARD:
Minimum Life: 10 Years
Existing closets will be maintained.
REPLACEMENT STANDARD:
Minimum Life: 10 Years
All bedrooms shall have a closet with a door, clothes rod, and shelf. Baths must include linen storage and coat hooks must be near the front door.
INTERIOR STANDARDS – FLOORING
REHABILITATION STANDARD:
Minimum Life: 10 Years
Ceramic tile flooring may be rehabilitated and wood floors sanded and refinished. Salvageable carpet may be cleaned. Minimum life for carpet is 5 years.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Stone, tile or vinyl flooring may be installed over reinforced cement underlayment in baths. Wood or laminate flooring may be installed in living and dining rooms and halls. Kitchen and utility to be ceramic tile. FHA approved carpet over 6lb rebond underlayment is allowed in bedrooms when economically feasible.
INTERIOR STANDARDS – APPLIANCES
Assessment of existing appliances shall be made to determine if replacement is necessary.
REPLACEMENT STANDARD: Energy Star and Water Sense. The following appliances are eligible to be installed only when funding allows:
• Dishwasher: Energy Star rated;
• Washing Machine: Energy Star rated (required);
• Dryer: 7 CF with sensor dry system;
• Refrigerator: Energy Star rated (required);
• Range – Gas or electric, 4 burner;
• Garbage disposal – 1/2 hp, with minimum 3 year warranty; • Microwave/Hood combination (if replacing current equipment); and • Built-in Oven (to match) Energy Star rated.
INTERIOR STANDARDS – MINIMUM KITCHEN DESIGN
REHABILITATION/REPLACEMENT STANDARD:
Cabinet Storage: 2 bedroom – 8’ minimum; 3 bedroom – 10’ minimum; 4 bedroom – 12’ minimum.
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SECTION VIII: ELECTRIC
NOTE: All electrical work requires permits from the Building Division.
ELECTRIC – SPECIALIZED CIRCUITS
REHABILITATION STANDARD: Rehabilitate existing devices to operate.
REPLACEMENT STANDARD:
Minimum Life: 15 Years
Kitchen receptacles within 6 feet of a sink, all bath receptacles and at least one exterior receptacle shall be protected by a GFCI. Arc fault receptacles shall be installed in all bedrooms, family, dinning, and living rooms, closets, hall walls, and recreation rooms per National Electric Code 2008.
ELECTRIC – KITCHEN ELECTRIC DISTRIBUTION
REHABILITATION STANDARD:
Minimum Life: 15 Years
Electric service may be supplied to trash compactors, microwave ovens, double ovens, range grills, and any appliance proposed for installation.
REPLACEMENT STANDARD:
Minimum Life: 15 Years
Permanently installed or proposed stoves, refrigerators, freezers, dishwashers and disposals, washer and dryers shall have separate circuits sized to N.E.C. Two separate 20 amp counter circuits are required with each kitchen area.
ELECTRIC – FIXTURES
REHABILITATION STANDARD: None
REPLACEMENT STANDARD:
Minimum Life: 20 Years
All halls, rooms necessary to cross to other rooms and stairways must be well lighted and controlled by a 3 - way switch using concealed wiring. Attics must have utility fixtures. All fixtures shall be Energy Star. Replace all incandescent bulbs with fluorescent or LED bulbs. Exterior door lighting shall provide 100 lumens at ground level (motion detectors allowed). Garage doors shall be equipped with electric openers with laser safety devices. Bedrooms and living areas may receive Energy Star ceiling fans.
ELECTRIC – ALARMS
REHABILITATION STANDARD:
Minimum Life: 5 Year
Existing fire and smoke, CO shall be rehabilitated to operating condition. Security system may be rehabilitated as needed. Exterior doors shall be alarmed when pools are present.
REPLACEMENT STANDARD:
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Minimum Life: 15 Years
Directly wired, battery back-up smoke detectors are required on each dwelling floor. Interconnected smoke detectors are required for special needs and wheelchair users’ homes. CO detectors are required with all fuel burning furnaces. Security systems may b e installed at 1st floor doors and windows when economically feasible.
ELECTRIC – INTERIOR DISTRIBUTION
REHABILITATION STANDARD: None
REPLACEMENT STANDARD:
Minimum Life: 20 Years
All rooms shall be rewired to the 2008 Edition of the National Electric Code using affordable fixture allowances and Energy Star fixtures. Minimum of one 20-amp circuit per room.
ELECTRIC – SERVICE AND PANEL
REHABILITATION STANDARD:
Minimum Life: 15 Years
Distribution panels shall have a main disconnect, at least 10 circuit breaker protected circuits, a 100 -amp minimum capacity and be adequate to safely supply existing and proposed devices. Electrical panel shall be replaced if not properly grounded, to local codes. All panel upgrades require approval by Southern California Edison.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Single Family: 200-amp service with a 24 -circuit panel is allowed for homes of up to 1,800 SF. Homes larger than 1,800 SF or all electric require 200 amp service with a main disconnect panel containing at least 30 circuit breaker positions.
Two-Four Family: 100-150-amp service to each unit with a main disconnect panel containing at least 20 -24 circuit breaker positions. All panel upgrades require approval by Southern California Edison.
SECTION IX: PLUMBING SYSTEM
NOTE: All plumbing work requires permits from the Building Division.
PLUMBING SYSTEM – DRAIN, WASTE, VENT LINES
REPLACEMENT STANDARD:
Minimum Life: 20 Years
ABS replacement lines shall be installed in accordance with the most recently approved version of the State of Illinois plumbing code.
PLUMBING SYSTEM – PLUMBING FIXTURES
REHABILITATION STANDARD:
Minimum Life: 5 Years
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All fixtures and faucets when replaced will be retrofitted with low flow aerators: kitchen faucets with a maximum flow rate of 2.0 gal/min; bath faucets with a maximum flow rate of 1.5 gal/min. Tub and shower valves shall have thermostatic or pressure balance valves.
REPLACEMENT STANDARD: California Water Sense
Minimum Life: 20 Years
Single lever, low flow, 2.0 gal/min kitchen and 1.6 gal/min bath, metal faucets and 2.5 gal/min maximum shower diverters with lifetime drip-free warranty. White ceramic, 1.1 GPF ultra low flow toilets, double bowl stainless steel or porcelain kitchen sinks , fiberglass tubs and surrounds and steel or porcelain enameled 5' tubs. Tub and shower valves shall have thermostatic or pressure balance valves.
PLUMBING SYSTEM – PLUMBING MINIMUM EQUIPMENT
REHABILITATION STANDARD: None
REPLACEMENT STANDARD:
Minimum Life: 10 Years
Every dwelling shall contain a double or single bowl kitchen sink, and a 3-piece bath.
PLUMBING SYSTEM – FIRE SPRINKLERS
REHABILITATION STANDARD: Rehabilitate all.
REPLACEMENT STANDARD: Required in homes for wheelchair bound populations when economically feasible.
PLUMBING SYSTEM – WATER HEATERS
REHABILITATION STANDARD:
Minimum Life: 5 Years
The minimum capacity for units with two bedrooms or less shall be 30 gallons, larger units shall have a minimum capacity of 40 gallons. Water heaters shall have pressure relief valves with drip legs that extend to within one foot of the exterior ground, in copper pipe. All water heaters shall have seismic strapping.
REPLACEMENT STANDARD:
Minimum Life: 12 Years
Energy Star, high efficiency, pilotless, Energy Star, gas fired or dual element electric (0.97) water heaters with at least R-7 insulation and a 12-year replacement warranty. 40 gallons electric for 1 and 2-bedroom units and 40 gallons gas or 52 gallons el ectric for 3 - and 4 -bedroom units. Install heat pump water heaters when feasible. All water heaters shall have seismic strapping.
PLUMBING SYSTEM – WATER SUPPLY
NOTE: No pipe, plumbing, fixture, fitting, or faucet intended to convey drinking or cooking water shall contain no more than .25 percent lead (AB 1953).
REHABILITATION STANDARD: 10 Years
Minimum Life:
All homes shall be tested to identify and eliminate all leaks. All fixtures must be supplied with 2 gallons per minute water flow and shut off valves must operate. Lead and galvanized pipe shall be replaced with copper,
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PVC or PEX, if local code allowed. All accessible hot water lines shall be insulated; maximum static pressure is 60 psi.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
All fixtures shall have brass shut off valves. Exterior hose bibs with air gap are required.
SECTION X: HVAC
NOTE: All work requires permits from the Building Division.
HVAC – CHIMNEY/FIREPLACE REHABILITATION
REHABILITATION STANDARD:
Minimum Life: 20 Years
Unsound chimneys shall be rehabilitated or removed. When chimneys must be used for combustion ventilation, they shall be replaced.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
Replacement furnace flues when required shall be metal double or triple walled as recommended by the equipment manufacturer.
If the service life of the chimney is comparable to service life of heating plant, then no replacement is necessary. If the chimney needs replacing or a new liner, the chimney will be eliminated and replaced with a high efficiency, power vented unit.
HVAC – DISTRIBUTION/VENTILATION SYSTEM
REHABILITATION STANDARD:
Minimum Life: 5 Year
Central air conditioning shall be inspected, serviced and refurbished per diagnostic testing of unit and distribution system – per (BPI) technical standards for air conditioning and heat pump specialist as described in Chapter 6 of the Saturn Mechanical Systems Field Guide, 2006. Must meet 2008 Title-24 Standards.
REPLACEMENT STANDARD:
Minimum Life: 20 Years
All ductwork shall be insulated to R -4, seams sealed with Mastic and run in conditioned space within the building envelope. Air leakage and ventilation may be brought into conformance to Chapter 4 of HPSWC.
Must meet Title-24 Standards.
HVAC – CENTRAL EQUIPMENT
REHABILITATION STANDARD:
Minimum Life: 5 Years
Heating plants that are less than 5 years old and rated 65 AFUE efficiency or better shall be tested and tuned- upper BPI. Energy Star setback thermostats are required.
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REPLACEMENT STANDARD:
Minimum Life: 20 years
Condensing gas furnaces rated over 86 AFUE and heat pumps over 13.5 SEER with 10-year warranty on parts and 5 years labor. Air to air heat exchangers are eligible for this program. HVAC system shall be sized to maintain 68ºF measured 36" off the floor when the outside temperature is 84ºF (the average yearly maximum), in all habitable and essential rooms. Interior design temperature used for heating and cooling load calculations per Title-24.
SECTION XI: SPECIAL CONSTRUCTION
SPECIAL CONSTRUCTION – ACCESSIBILITY FOR SPECIAL NEEDS CLIENTS One of the following levels of accessibility shall be met dependent upon the clients’ physical needs and financial resources:
Accessibility:
1. No-Step Entry;
2. Adequate Doorways; and
3. Usable Bathroom.
Usable Home: If requested by a physically disabled tenant, home shall meet this level of accessibility when funding is available:
1. Accessible Route into and through the Dwelling Unit;
2. Accessible Switches, Outlets & Controls;
3. Reinforced Walls for Grab Bar Installation;
4. Usable Kitchens; and
5. Ground Floor Bedroom.
Full Accessibility:
1. Wheelchair turning space in kitchen, bath and hall areas;
2. Doors – maximize space and lever hardware throughout;
3. Kitchen – accessible to wheelchair bound;
4. Bathroom fixtures per universal design standard;
5. Accessible controls in all areas; and
6. Communication devices in bath and at front and rear door.
SPECIAL CONSTRUCTION – LEAD SAFE REGULATIONS
REHABILITATION STANDARD / REPLACEMENT STANDARD
In all federally -funded projects, the City shall follow the requirements listed on the attached “Summary of Lead-Based Paint Requirements.
International Energy Conservation Code
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1. All new construction work must also conform to the International Energy Conservation Code (IECC) and applicable state or local energy conservation codes.
2. Additionally, the City requires that all new building construction complies with the State of California Energy Code.
Section VII – Application and Funding Process
Application Phase
Interest List
In an effort to provide consistent service to Montebello residents, Staff will maintain an on-going Interest List. • Prospective Applicants may join the Interest List at any time by completing an interest form. • Applicants may request this form by phone, email, or in person. • The Applicant will be added to the Interest List once the City receives a completed form. • The Interest List will contain the name, address, telephone number, date of first contact, and desired rehabilitation work.
• The Applicant may disclose conditions that pose an immediate threat to health and safety in the interest form. Staff shall make reasonable efforts to confirm the emergency situation, and Staff will prioritize the application.
As funds become available, applicant packets will be sent to prospective applicants, and each applicant will be given fifteen (15) calendar days to respond with a completed application. If an application is not received within fifteen (15) days, Staff will make reasonable efforts to contact the applicant. If such efforts fail, the applicant will be removed from the Interest List after thirty (30) calendar days.
Application Review
1. The Housing Analyst or Consultant will review all application documents and based on the documents shall make a determination of eligibility consistent with the Guidelines.
2. If additional information or documentation is required, the Housing Analyst or Consultant shall request additional information from the Applicant.
3. The Housing Analyst will maintain confidentiality with respect to all financial information received from the Applicant to the maximum extent permitted by law.
4. Once the application package is complete, and provided the Applicant , the property and the proposed improvements meet all the eligibility requirements set forth in the Guidelines, the Housing Analyst will prepare a summary analysis of the request and make a recommendation to the Planning and Community Development Director.
5. These recommendations will be reviewed by the Director of Planning and Community Development based on the following criteria:
a. Priority will be determined:
I. according to the Program’s waiting list;
II. “first come, first serve” basis;
III. immediate need;
IV. project readiness basis;
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b. The Applicant, property, and proposed improvements meet all eligibility requirements contained in Section 3 of these Guidelines.
c. The proposed rehabilitation meets the Criteria contained in the Guidelines. d. The proposed improvements comply with all local, state, and federal regulations, including but not limited to:
I. Land Use Zoning;
II. Design Review;
III. Building Permits;
IV. California Environmental Quality Act (CEQA);
V. National Environmental Policy Act (NEPA);
VI. Other regulations which may be applicable.
e. No Applicant shall be excluded or discriminated against because of race, color, religion, ancestry, sex, age, national origin, physical handicap, or any other legally prohibited basis.
Application Interview
The Housing Analyst or Consultant will schedule an appointment after the Application package is received. An interview in person or by phone enables the homeowner to ask questions and get immediate answers, helps the Housing Analyst or Consultant to work with a more accurate and complete application package, and expedites the overall Program process.
Application Process
The Housing Analyst or Consultant is responsible for assisting the homeowner to complete the application forms and for collecting all the required supporting documentation to establish eligibility. All forms must be fully completed and signed accordingly. All supporting documentation must be current (no older than 6 months). The following is a list of the required supporting documentation:
W-2’s and federal and state income tax returns for the most recent 2 years. Documentation of income.
Bank statements and asset/investment statements for the last three months. Documentation evidencing eligibility of other program requirements, such as ownership, occupancy, and property location.
When available, a copy of current appraisal report (dated within 3 months). Verification of dependent children living at home.
Proof of full-time student status for dependents 18+ of age. EDD Notice for adult household members who do not receive income.
During the application process, the Housing Analyst or Consultant must:
• Certify income eligibility.
• Verify property ownership.
• Verify property is in the City of Montebello and meets all Zoning requirements with the City of Montebello Planning Department.
• Verify that property is owner-occupied.
• Verify that mortgage, property taxes, and insurance are paid up-to-date. • Create a Master File for each grant application.
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Property Ownership Documentation
Program staff or Consultant must obtain supporting documentation to determine eligibility for other program requirements. Verification of property ownership can be determined by:
Eligibility Requirement Must verify with at least one of the following:
Verification of ownership:
The property must be owned by the applicants
• Copy of grant deed or, quitclaim deed,
• Title report or insurance issued within the last year, which verifies the vesting to be the applicants’ name(s) Verification that property is owner-occupied:
The property must be the owner’s principal place of
residence.
• Copy of current property tax bill that shows
homeowner’s exemption and the subject property as
the mailing address
Verification that mortgage payment is current:
Assistance cannot be provided if payment is not current. • Copy of most recent mortgage statement that shows
payment is current
• Mortgage history printout
Verification of type of first mortgage: No reverse
mortgages, negative amortizations for loans. Reverse
mortgages, negative amortizations are acceptable for
grants only.
• Copy of most current mortgage statement
• Copy of note specifying terms of repayment and
interest rate
Verification that property taxes are up- to-date:
Assistance cannot be provided if taxes are not current. • Printout from the Los Angeles County Tax Collector’s
website that shows the tax as current. Website at
http://ttax.co.la.ca.us/
• Receipt of payment (if payment has been recently made and website has not been updated)
• Copy of payment arrangements from tax collector for
delinquent tax
Verification that insurance is up-to- date. • Copy of current evidence of insurance or policy. It must show the expiration date, or specify that it is
continuous
Income Documentation
The Program utilizes the annual income definition as defined in 24 CFR 5.609 (Part 5 annual income) to determine household income eligibility.
Income must be determined based on information obtained from third party verifications and the review of documents provided at the time of application. The income certification is valid for a period of six (6) months (validation period). It will not be required to re-certify income unless six months have lapsed from the time of certification. Grant documents must be executed prior to the expiration of the validation period.
The Housing Analyst or Consultant is responsible for obtaining all the required income documentation for all the sources of income. The sources of income can be determined by:
• The Income, Asset, and Employment Disclosure portion of the application.
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• Tax returns may sometimes reveal relevant income sources, such as interest income, capital gains, dividends, etc., which may not have been disclosed in the grant forms.
Eligibility can be established by examining documentation on the different sources of income for the household. The following is a list of income sources, and examples of acceptable documentation:
Type of Income Documentation Source – not older than three (3) months Gross employment income:
• Wages
• Salary
• Overtime
• Tips
• Commissions
• Bonuses
• Paycheck stubs (copies of the most recent three (3) months of paycheck stubs)
• Certified copies of tax returns and W-2’s if within the first quarter of the new calendar year, requires a signed 4506 form
• Copy of employment contract, which must specify the earnings amount and expiration date
Net self-employment or business
income
• Certified copies of tax returns, with signed 4506 form for the previous two (2) years
• Audited financial statement
Social security benefits
• Including SSI payments
• Including anticipated Cost of Living
Adjustments (COLAs)
• Written verification from the Social Security Administration • Copy of award letter stipulating the benefit amount
• Copy of bank statement verifying the direct deposit of the benefit amount
Periodic determinable allowances:
• Child support
• Alimony
• Regular contributions received from
organizations or persons not residing
in the dwelling
• Copy of court decree that establishes amount of support • Verification from District Attorney’s office that verifies the amount of support
• Notarized affidavit of support
Net rental income • Tax returns
• Copies of rental agreements/leases, along with a breakdown of monthly expenses to determine net income
• Copies of most recent rent checks, along with a breakdown of monthly expenses to determine net income
Welfare assistance:
• Payments under the Temporary
Assistance for Needy Families
(TANF)
• Welfare or General relief
• Benefit award letter specifying the amount of the benefit • Verification from case worker stating the benefit amount • Copy of checks
Income from assets:
• Savings account(s)
• Checking account(s)
• Investments
• Bank statements showing the last three (3) months of interest • Savings passbook
• Verification of deposit
• Most recent income tax returns showing the interest earned Investment statements showing the dividends earned and/or anticipated earnings
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Gross amount of payments in lieu of
earnings:
• Unemployment
• Disability compensation
• Worker’s compensation
• Benefit award letter showing monthly benefit
• Copy of checks
Gross amount of periodic payment:
• Annuities
• Pensions/Retirement
• Disability benefits
• Death benefits
• Statement of benefits
• Benefit award letter
• Verification from awarding agency/entity
Other sources of income:
• Union benefits
• Other income not specified above
• Statement of benefit award that evidences benefit amount • Documentation to support declaration of other income
No income:
• EDD Notice of Unemployment
• Verification of previous employment
No tax returns: • Verification from IRS that no taxes were filed.
Special Circumstances
If income cannot be calculated by using the documentation described above, then the income calculation must be handled on a case-by-case basis as appropriate for the situation. For example, if the income is derived from the sale of recyclable materials, it will be necessary to provide enough documentation (i.e. sales receipts) to reasonably determine annual income. The documentation must be in a form acceptable to the Program Staff.
Grant Processing Timeline
Grant applications must be processed in the order received. Upon receipt of a completed grant application, the Housing Analyst or Consultant must evaluate the application for eligibility and compliance of program and funding requirements.
If the application is incomplete, the Housing Analyst or Consultant must issue a Request for Additional Documentation to the Applicant and allow fifteen (15) calendar days for Applicant to submit the missing documentation. If the Applicant fails to submit the missing documentation within the deadline, a second reminder must be sent, and a ten (10) day extension can be granted. If there is no response to the second notice, then a Notice of Cancellation of Grant Application must be mailed.
Property Inspection and Contractor Selection
A. Inspection Requests
Once Program eligibility has been established, the property must be inspected to determine the work that needs to be done. The Housing Analyst or Consultant will conduct an inspection of the property with a City of Montebello Building Inspector.
When reviewing inspection notes the Program Staff or Consultant shall take into account the following:
a. Overcrowded conditions. If it’s determined that overcrowded conditions exist and there is a request for the construction of an additional bedroom/bathroom an explanation will be included in the file. Such report shall include the number of occupants in household, the age and gender of occupants in
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household, the age and gender of occupants in household, and the existing number of size of sleeping quarters.
b. Rehabilitation Feasibility. Program Staff shall make a determination on the rehabilitation feasibility of the property with the following factors taken into account:
i. Location of structure
ii. Excessive rehabilitation costs
iii. Type of improvements
iv. Type of structure
v. Condition of structure
vi. Homeowner’s needs
B. Property Standards
All repair work must meet current California Building Code (CBC) standards. At a minimum, health and safety hazards and code deficiencies must be addressed.
C. Work Write-Up
The Housing Analyst or Consultant must prepare the Work Write-Up, which is the set of instructions specifying the proposed rehabilitation work. The Work Write-Up must describe and address any code violations, health and safety deficiencies, and lead hazards in a manner that is sufficiently detailed to serve as the basis for obtaining bids from contractors. It must be completed on the Program standard Work Write-Up form and must include the following.
• Scope of Work, which must conform with:
o Program requirements, such as lead hazard reduction, correction of health and safety deficiencies and of code violations and incipient code violations, work that improves energy efficiency, and other eligible general property rehabilitation. o Planning & Building Requirements.
o Exact meaning of words. For example, “any” implies a limited number selected at the discretion of the reader, while “all” means every.
• The type of materials that are allowed under the Program. No luxury upgrades are allowed.
Deteriorated materials and components must be replaced with like materials. The write-up must include adjective strings to describe materials, such as “Single hung, double glazed, vinyl windows.” • Quantity, such as the number of windows, doors, etc.
• Location of where the rehabilitation/rehabilitation will occur, such as in the bedroom, kitchen, etc. • Construction method and specific instructions of the proposed work, which uses action verbs strings to describe the method, such as “powerwash, prep and repair stucco surfaces.” • Special conditions, requirements, and/or installation method, such as when working with lead contaminated areas, termite infestation, etc.
• Performance standards, such as durability and warranties. • General provisions which define rules that apply to all write-ups, such as definitions, process, etc. • Plans (when applicable).
• No cross-outs or white out are allowed for deletion of line items. An amended Work Write-Up must be printed out, reflecting any changes made along with the date of amendment.
The Program Housing Analyst or Consultant must review the Work Write-Up with the City of Montebello Planning Department to determine if the proposed work is consistent with all Zoning Regulations. Upon review and approval by
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the City’s Planning Department, the homeowner must approve the final Work Write-Up before it is released for bid. The final Work Write-Up and Staff Estimate must be placed in the Master File.
Bid Process
The Bid Process (e.g. solicitation phase) is where the homeowner obtains three (3) eligible general contractors (contractors) to bid on the project. However, in the case that the homeowner cannot receive three bids, the City will consider accepting no less than two eligible general contractors.
The Homeowner/applicant is responsible for sending out bid packages to all contractors selected.
All the bid packages must be identical, and include the following:
Work Write-Up, excluding any estimates of cost.
Copy of the lead and termite report, when applicable. Plans or drawings, when applicable.
Bid Requirements
• Only lead certified contractors can bid on lead hazard reduction related work. • A minimum of 3 bids are preferred, however the City has the option to allow 2 bids. • Bidding contractors must attach any addendums to the Work Write-Up to address all health and safety, or code violation deficiencies not addressed in the Work Write-Up. • Upon the bid deadline, the Housing Analyst or Consultant must review all bids received. • The homeowner must review the bids and select a contractor. The homeowner must accept the lowest most responsible bidder.
• Once a bid is selected, the Housing Analyst or Consultant must:
o Verify that the selected bid is within the maximum grant amount and within 10% of the original estimated cost. An explanation must be provided by the homeowner for any bid selected exceeding 10% of the staff estimate.
o If the selected bid exceeds the maximum grant amount, the homeowner must reduce the scope of work.
Repairs addressing health and safety or code violations cannot be deleted from the Work Write-Up. Also, a change in materials or techniques may be considered to reduce the proposed costs. o If changes or omissions are made, an updated final bid must be prepared. No cross-outs or white out are permitted on the final bid, which will be an attachment to the Agreement for Rehabilitation.
Contractor Qualifications
Only general contractors and sub-contractors who meet the following Program requirements are eligible to enter into Program rehabilitation contracts.
• State of California Class B “General Contractor”
• State of California Contractor’s License in good standing. • Current liability insurance ($1,000,000 minimum coverage). Contractor must name the City as additionally insured.
• Automobile insurance ($1,000,000 minimum coverage). Contractor must name the City as additionally insured. • Current worker’s compensation insurance.
• Contractor must not be debarred from working on federal contracts or from the State of California.
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• Contractors must obtain a Unique Identifier Number from sam.gov/content/entity-registration • For lead contractors:
o Current State of California Department of Health Services Lead-Related Construction Certifications for all workers and managers
o Liability and workers’ compensation insurance for lead-related work • Contractor qualifications must be checked, either annually or when a rehabilitation contract is awarded, to ensure compliance of licensing and insurance requirements.
Applications from local contractors (including women and minority contractors) are encouraged.
Verification of Contractor Qualifications
City staff must review the Contractor application and verify pertinent information, as follows:
• Verify licensing information through the Contractor State License Board website at www.cslb.ca.gov. A printout is required for the Contractor Master File.
• Verify that Contractor has not been debarred from working on federal contracts or the State of California by accessing the following websites:
o https://sam.gov/content/home for HUD debarments. A printout is required for the file. o http://www.dir.ca.gov/dlse/debar.html for California debarments. A printout is required for the Contractor Master File.
If each of the investigations is favorable, the contractor is added to the List.
Disqualification of Contractors from the List
Contractors are disqualified from the List if they do not maintain their business credentials, do not comply with Program policies, or perform poorly when awarded a rehabilitation contract. Evidence constituting just cause for Contractor disqualification includes:
• Failure to maintain State Contractors Board license.
• Insolvency, bankruptcy, or other conduct or condition causing monetary loss for a homeowner or the Program in connection with construction contracts.
• Activities conflicting with Program policies or procedures such as bid rigging, kickbacks to homeowners, hiring homeowners for pay, failure to comply with the Standard Specifications, abusing cost increases, etc. • A history of non-performance in fulfilling construction contracts. • A history of contract performance judged unacceptable by Program Staff due to poor work quality, lack of cooperation, or repeated conflicts with homeowners.
• Abandoning a job or repeated failure to complete contract work according to specified deadlines. • Conviction of a crime in connection with contract work, contract payment or any funds administered by the City. • Failure to respond to three (3) bid requests and annual update of contractor’s package.
Contractor Selection
The homeowner is responsible for selecting a Contractor for the project. The City’s involvement in the Contractor selection process is merely to provide guidance to the homeowner and answer pertinent questions. The City does not select the Contractor on behalf of the homeowner. Once the homeowner has selected the lowest most responsible bidder, the Housing Analyst or Consultant must:
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• Document the reason why the specific Contractor was selected, • Verify that all Contractor documentation is in file and current, • Notify the selected Contractor, in writing, which must include a copy of the updated Work-Write Up, when applicable.
Evaluation and Approval Procedures
A. The Director of Planning & Community Development will make all final decisions regarding the approval of the grant amount and release of funds.
B. Grant Documents Signing
The Housing Analyst or Consultant will contact the property owner and schedule a grant documentation signing.
All signers must bring a current and valid CA Driver’s license or Identification card. The following grant documents will be signed:
• Grant Agreement
C. Construction Management Procedures
The City is responsible for monitoring the construction activity of all projects.
Pre-Construction Conference
Prior to the start of the construction work, the Inspector and Housing Analyst or Consultant must conduct a pre- construction conference with the homeowner and the selected Contractor(s). The purpose of the pre-construction conference is to review the roles and responsibilities of each party, review the Work Write-Up, rehabilitation process, start date, payment schedule, date of completion, and other terms and requirements stipulated in the Housing Rehabilitation Grant Program Agreement. The homeowner and the Contractor must address any questions and concerns regarding the work to be performed and execute the Agreement for Rehabilitation and Notice to Proceed in order to begin construction.
Housing Rehabilitation Grant Program Agreement
The homeowner and the selected Contractor must execute a Housing Rehabilitation Grant Program Agreement Contractor Agreement (Contractor Agreement), which specifies the repairs and rehabilitation to be completed through the Program. The Agreement is a contract between the homeowner, the Contractor, and the City of Montebello.
Contractors are authorized to begin the home repairs when they receive a Notice to Proceed. Any work a contractor completes before receipt of a Notice to Proceed is ineligible for payment.
City Permits
Prior to the start of construction, the Contractor must procure the appropriate building and planning permits, as required. Work that requires building or planning permits, but completed without the benefit of permits, will not be honored. The Contractor must comply with permit requirements in order to receive payment for work completed.
Contractor is responsible for securing applicable permits that may apply for all scope of work items included in the proposal.
Contractor Payment Schedule
Contractors are eligible to receive one (1) progress payment and one (1) final payment. Only completed, inspected, and approved work is eligible for payment. Payments are made for the amount of the satisfactorily completed work minus five-percent (5%) retention.
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• Ninety-five percent (95%) of the contract amount is distributed to the Contractor in the form of progress payments during construction.
• The final five-percent (5%) of the contract amount is set aside as a retention payment. The 5% retention is released 30 days after the completion date given that the project has been thoroughly and satisfactorily completed.
• The contractor may request the release of the retained payment by following the same process used for progress payments, subject to the following:
o Lien releases have been submitted by Contractor, all subcontractors, materials suppliers, and laborers.
o No liens or notice of intent to file a lien have been received by the homeowner or the City. o Copies of permits and final inspection certificates from the Building Department have been submitted by the Contractor.
o Copies of all warranties and manufacturers' instructions have been provided to the owner.
The Housing Analyst or Consultant must verify the work completed to ensure compliance with the Agreement for Rehabilitation and Building requirements.
Progress Payment
The Contractor must call the Housing Analyst or Consultant for a progress inspection and request payment by submitting the following documents to the Housing Analyst or Consultant:
• Invoice for the amount due
• Invoices, proof of payment, other applicable supporting documentation • Application for Payment request signed by both Contractor and the homeowner • Lien release signed by prime contractor, subcontractors and suppliers used up to that point Progress Inspections
The Housing Analyst or Consultant must monitor the work performed during field inspections conducted on a regular basis. The Housing Analyst or Consultant must visit the job site regularly in order to check the scope of work, inspect materials, and to confirm the job is on schedule and within budget.
The Housing Analyst or Consultant must review the work status with the homeowner and the Contractor in order to remedy any developing problems quickly and to ensure that both are satisfied with the construction process. At the completion of each phase, the Housing Analyst or Consultant must inspect the work and obtain homeowner authorization to release payment to the Contractor.
Lead Monitoring
If the project has lead paint hazards, the Contractor must provide documentation of lead paint training for each person to be working on the project. Lead hazard worker certifications are not necessary if:
• The project does not have lead paint (built after 1978 or tested negative for lead paint), OR • The project is cleared of lead hazards by a certified lead inspector, and the work to be performed will not create additional lead hazards.
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Final Payment
The Contractor must call the Housing Analyst or Consultant for a final inspection and request payment by submitting the following documents to the Housing Analyst or Consultant:
• Final Invoice for the amount due
• Invoices, proof of payment, other applicable supporting documentation • Application for Payment request signed by both Contractor and the homeowner • Final Payment Lien release signed by prime Contractor, subcontractors and suppliers used Final Inspection
When the project is completed, the Housing Analyst or Consultant inspects the rehabilitation work item by item with the homeowner and the Contractor. A “punch list” of any corrections or deficiencies must be prepared and issued to the Contractor for correction.
Upon verification of completion, the Housing Analyst or Consultant will release the five-percent (5%) retention within 30 days of project completion.
Warranties
Contractors must comply with State law regarding all labor and material warranties. Contractors must warrant that all rehabilitation work meets the accepted standards of the trade and are free from defects. Contractor must warrant that any defects which are found within twelve (12) months from the date of completion must be repaired or replaced at the Contractor’s option and at no expense to Property Owner.
Contractor must provide to the homeowner commercially reasonable written warranties and guaranties from its subcontractors and suppliers to the extent that they are obtainable in the ordinary course of business. Contractor must give homeowner a reasonable opportunity to purchase any additional or extended warranties available for purchase from subcontractors or material suppliers.
Change Orders
Written change orders are required when the homeowner requests any changes to the Work Write-Up, such as eliminating an item completely, eliminating one item and substituting another, or adding items. The change orders must state the change and dollar value for the change. The change orders must be signed by both the Contractor and the homeowner and submitted to the City for approval. If the change orders exceed the approved financing, the homeowner must contribute funds toward the project or request for additional funds through the Program, subject to availability, eligibility, and City approval. If additional funds are approved, the homeowner must execute an amended Promissory Note and Deed of Trust prior to receiving the additional funds.
Grievances between Homeowner and Contractor
Any controversy arising out of or relating to Agreement for Rehabilitation, or the breach thereof, must be submitted to binding arbitration in accordance with the provisions of the California Arbitration Law, Code of Civil Procedure 1280 et seq., and the Rules of the American Arbitration Association. The arbitrator will have the final authority to order work performed, to order the payment from one party to another, and to order who must bear the costs of arbitration. Costs to initiate arbitration are to be paid by the party seeking arbitration. Notwithstanding, the party prevailing in any arbitration proceeding shall be entitled to recover from the other all attorney's fees and costs of arbitration.
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Termination of Agreement
The homeowner and the Contractor have the right to terminate the Agreement for cause or for convenience by providing written notice as set forth in the Contractor Agreement. In the event of such termination, Contractor is entitled to payment for all work done through and including the effective date of such termination.
Contractor Substitution
Upon a termination of Agreement between the homeowner and the Contractor, the homeowner has the option to select another qualified Contractor to complete the project. The substitution of Contractor must be done once a settlement with the original Contractor has been reached. The new Contractor must meet all Contractor requirements prior to taking over the project.
File Completion and Close-out
Upon release of the 5% retention payment the Housing Analyst or Consultant must close-out the project file, as follows:
• The Housing Analyst or Consultant must reconcile the project expenditures and make sure that the file contains copies of the all invoices, authorizations for payment, and checks issued. • Project files must contain all program documents including copies of program application, agreement, scope of work, all work changes and before-and-after pictures to illustrate the accomplishments of the Program.
Section VIII – Additional Funds
Due to unforeseen expenses during construction, which exceed the allocated contingency fund, it may be necessary to grant additional monies to complete the project. This is possible as long as the additional funds will not cause the grant to exceed the maximum grant amount and the maximum LTV.
Section IX – Other Requirements
A. Property owners must submit a Program application and obtain approval prior to beginning repairs. Any repairs completed prior to grant approval are not eligible for reimbursement.
B. 100% of the funds must be used to rehabilitate the home. No cash is provided to the homeowner.
C. There is no asset limitation; however, income derived from assets must be included in the income calculation.
D. Fire insurance: The homeowner must maintain fire insurance on the property for the duration of the program until completion.
E. Flood insurance: For homes in a 100-year flood zone, the homeowner must maintain flood insurance in an amount adequate to secure the Program grant and all other encumbrances. Properties located in a Zone X do not require Flood Insurance. This policy must designate the City as Loss Payee and a binder must be provided to the City and maintained in the project Master File.
Section X – Duplication of Benefits
A duplication of benefits occurs when a person, household, business, government, or other entity receives financial assistance from multiple sources for the same purpose, and the total assistance received for that purpose is more than the total need for assistance. Duplication of benefits occurs when Federal financial assistance is provided to a person or entity through a program to address losses and the person or entity has received (or would receive, by acting reasonably
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to obtain available assistance) financial assistance for the same costs from any other source (including insurance), and the total amount received exceeds the total need for those costs.
All applicants are required to complete a Duplication of Benefits (DOB) Affidavit Section of the application as part of the application process. This affidavit acknowledges the City’s requirement that any person or entity receiving HOME assistance must agree to repay assistance that is determined to be duplicative.
To meet HUD’s requirements, the City has developed a method of assessing whether the use of HOME funds will duplicate financial assistance that is already received or is likely to be received by acting reasonably in evaluating need and the resources available to meet that need.
This assessment process is as follows:
1. Upon receipt of the completed application packet, the City of Montebello will review the Duplication of Benefits Affidavit to determine if the applicant has reported receiving any potentially duplicative assistance.
2. If so, the City or Consultant will request additional information from the applicant, including:
a. Dates funds were received; and
b. Specific uses of funds received, including receipts and dates as appropriate.
3. Based on a review of this information, the City may:
a. Determine that there is no duplication and proceed with consideration of the application for the full amount requested. Or
b. Determine that there is a partial duplication and proceed with consideration of the application for an amount that reduces the request by the Duplication of Benefits (“DOB”) amount:
i. (Amount Requested) – (Amount of DOB) = Eligible Amount c. Determine that there is a complete duplication and deny the application.
All application documents, including the Affidavit shall be retained in compliance with HUD’s record retention requirements.
Rosemary Perich
Housing Manager
1600 W Beverly Boulevard
Montebello, CA 90640
(323) 887-1200
Laura Santoyo
Program Coordinator
(909) 816-5758
[email protected]
CITY OF MONTEBELLO
C
OMMERCIAL FAÇADE
GRANT PROGRAM
GUIDELINES & APPLICATION
(JULY 2024)
Planning and Community Development Department
1600 W. Beverly Blvd.
Montebello, CA 90640
(323)887-1200 Ext. 1454
ATTACHMENT E
2 SECTION I ‐ OVERVIEW OF PROGRAM
A. Purpose, Goal and Objective of Program
The purpose of the Commercial Façade Program (the “Program”) is to enhance economic opportunities in the City of Montebello (“City”). The Program will provide financial assistance in the form of a grant to commercial property and/or business owners to make facade improvements to commercial buildings located within the City that benefit low to moderate income service areas, within the boundaries of the City.
The goals and objectives of the Program are as follows:
• Facilitate commercial revitalization and enhance the character in the targeted area • Preserve and beautify the Low to Moderate Income (LMI) Areas in the City • Create a pleasant walkable environment through improvements to the visual aesthetics of commercial building facades.
The underlying objective of the Program is to assist in restoring, substantially beautifying, and/or enhancing the entire façade of a commercial building.
B. Source of Funds
Funding for the Program will derive from the Community Development Block Grant (CDBG). The funding allocation for this Program is based on annual allocations provided by the U.S. Department of Housing and Urban Development (“HUD”). The Program is intended to support and provide opportunities to eligible property owners for improvements to the appearance of existing commercial buildings with grant funding with a maximum of up to $25,000 per establishment.
The Program will only fund projects that significantly improve the visual appearance of the whole façade of the property from the street. Design and permit fees associated with the construction are also eligible projects costs.
C. Grant Matching Assistance
Funding assistance shall be available to eligible commercial property and/or business owners who meet the requirements for section I and II. The maximum grant award that will be awarded will vary based upon needed improvements. The applicant will be required to contribute 5% of the grant amount of personal funds towards the approved improvements to the building.
Grant funds may be used to pay for improvements of rehab work for the facade of a business. If the applicant withdraws his/her application for assistance or fails to implement the rehabilitation within 180 days after funds are used for payment of rehab services, the applicant shall be required to reimburse the City for all funds paid.
D. Program Requirements
Commercial businesses located in an eligible census tract/blocks are permitted to apply for available funding of the Program.
*
City of Montebello. Commercial Façade Program Boundary. Blue shaded areas identify eligible census tracts and blocks within the City boundaries.
SECTION II – APPLICANT ELIGIBILITY REQUIREMENTS
A. Property Ownership
The applicant(s) must be either the current property owner(s) or the current business owner(s) (i.e. existing tenant) to be rehabilitated in order to be eligible for Program assistance. Business owner must obtain consent from current property owner. Individuals, partnerships, corporations, and other legal entities may apply for assistance. The existing grant deed must list all current owners of the property.
Property owner(s) shall be construed to be any person(s) or legal entity that holds title to the subject property. In the case of multiple ownership, the signature of each titleholder is required on all appropriate documents. The City will verify property ownership and require all persons currently on title to give written consent to all work proposed to be performed on the property prior to initiating such work.
If both the property owner and business owner (tenant) apply for participation in the Commercial Façade Improvement Program, the owner of the property will have priority over the business owner.
B. Program Limitations
If a building is occupied by one tenant occupant, the maximum number of applications is one per commercial façade.
C. Program Exclusions
The following businesses are not eligible to receive Program assistance: residential, residential rental buildings (apartments), unless connected to a mixed-use building, home-based businesses, structures not facing the public right-of-way, banks, churches and other religious institutions.
D. Capacity
Property owners or current business owners must be of legal age and must have the capacity to enter into legal binding contracts.
E. Conflicts of Interest
No member of the City Council and any employee, official, or consultant who exercises any policy decision-making function about the program is eligible for program assistance.
SECTION III – PROPERTY ELIGIBILITY REQUIREMENTS
A. Eligible Commercial Properties
To be eligible for the Program assistance, the property to be rehabilitated must be located within the City of Montebello, be located in a designated Low to Moderate Income level area, and meet the following requirements:
5 • Commercial building must be dilapidated or blighted • Business must be located within a low to moderate census tract/block • Business must serve low to moderate income clientele
• Storefront must be visible from the street
B. Minimum Property Rehabilitation Standards
All work performed under the provisions of this Program shall meet all applicable standards contained in the City's adopted zoning ordinance, local building and safety codes. The City’s Municipal Code can be viewed on the City’s web site at: http://www.cityofmontebello.com C. Eligible Property Improvements
The City has determined that the program assistance may only be used for exterior rehabilitation items.
Such exterior improvements may include, but are not limited to:
• Exterior façade treatments (stucco, brick veneer, paint removal, etc.) • Awning, canopy, or other shade solution install
• Exterior painting of buildings visible from public right-of-way • Facade/brick cleaning
• Signage repair or replacement
• Exterior doors
• Window replacement
• Exterior lighting
• Landscaping related to exterior features
• Permanent exterior signage
The following improvements are ineligible under this program:
• Any improvements not visible from the public right-of-way or publicly owned space • Parking Lot resurfacing, paving or landscaping improvem ents • Nonvisible mechanical equipment screening
• Interior improvements/remodeling
• Temporary, portable, or non-permanent improvements
• New construction
• Business operations-related costs
• Property acquisition, debt refinancing, expansion of building area, or conversion of building use • Normal maintenance and repair
• HVAC repair/improvements
• Plumbing repairs/improvements
E. Design Restrictions
Only improvements made to the street-facing portion of the building are eligible. Improvements are not eligible if they are simply maintenance of the current façade.
Program assistance can also be used for Building and Health Code violations, seismic upgrades, and American with Disabilities Act (ADA) compliance requirements as identified by the City. Additionally, to
6 participate in the Commercial Facade Improvement Program, all signage on the property to be rehabilitated must be brought up to conformance and maintained in conformance with the Sign Ordinance of the City.
SECTION IV ‐ PROGRAM PROCEDURES
A. Applicant Intake and Eligibility
1. Application and Required Documents
Applications are available at the Montebello City Hall or online at wwww.cityofmontebello.com. Each application must be completed in its entirety, signed, and submitted with all required documents as listed in the application, including a grant deed, signed proof of ownership or lease agreement.
Applications will be reviewed in the order in which they were received. The city will maintain a waiting list for all prospective participants. Incomplete applications will not be processed.
2. Review of application
All complete applications will be date stamped when received and processed in that order. Applications will be subject to review by the Director of Planning & Community Development and the Housing Manager. Application may be subject to additional review when applicable. The City Staff will evaluate the applications based on the program’s scoring criteria. Incomplete applications will not be processed until all requested information is submitted.
A notification letter will be sent to applicants concerning the approval or denial of the Application.
Eligible applicants will be contacted to enter into an agreement with the City and schedule a property inspection.
3. Matching Funds
The applicant will be required to submit a certified check payable to the City of Montebello to cover his/her contribution. The check will be deposited in an account for the project.
B. Property Inspection
1. Initial Inspection:
A site visit will be arranged between the Planning & Community Development Department and the property owner and/or business owner to undertake an inspection of the building and to develop specifications for the Program. Staff will inspect the property to ensure that the building meets code requirements for the exterior of the building.
2. Follow‐U
p Inspection:
7 If City Staff finds code violations during the initial inspection, the property owner and/or applicant will be required to correct those violations before continuing in the Program process. A follow-up inspection will be arranged between City Staff and the property owner and/or business owner to ensure the property is up to code.
C. Contractor Selection
1. Procurement:
The City shall maintain a list of qualified contractors who have expressed interest in bidding on rehabilitation work and have been cleared by the State Contractors License Board and are not listed on the debarred, suspended or ineligible contractors list as per 24 CFR part 5. The City will coordinate with the property owner or business owner to obtain at least three (3) estimates from qualified contractors for each rehabilitation project. The property owner(s) or business owners shall be responsible for obtaining estimates for improvements. Estimates shall be submitted to the City in the prescribed form.
2. Selection
The applicant will make the final contractor selection from among three (3) qualified contractors who submit construction estimates. As required by HUD, the award of the contract will be awarded to the lowest responsive and responsible bidder. In case where the applicant desires to award the construction contract to an approved contractor other than the lowest responsible bidder, the City may set the amount of the award equal to the amount of the bid of the lowest responsible bidder. The applicant shall be responsible for any difference in the cost of construction.
3. Minimum limits of Insurance for Contractor
The Contractor shall, at its own expense, procure and maintain during the term of the contract each of the following:
General Liability
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
Automobile Liability
$1,000,000 per accident for bodily injury and property damage.
Each policy of insurance shall:
• Be issued by a financially responsible insurance company or companies admitted and authorized to do business in the State of California or which is approved in writing by the City.
8 • Name and list as additional insured the City, its officers and employees. • Specify that such insurance acts as primary insurance. • Contain a clause substantially in the following words: "It is hereby understood and agreed that this policy shall not be canceled nor materially changed except upon thirty (30) days prior written notice to the City of Montebello such cancellation or mate rial change."
4. Labor Compliance‐ Davis Bacon Requirements
In accordance with CDBG Program Entitlement Grant Regulations, Davis-Bacon requirements apply to the rehabilitation of all commercial buildings and structures. All participating contractors must follow the requirements below:
• The Contractor must comply with the prevailing wage rates as determined by the State of California. Pursuant to the provisions of Section 1–3 of the Labor Code of the State of California, the City has obtained the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work in this locality for each craft, classification or type of workman needed to execute this contract. These rates are available upon request. Contractor shall post a copy of such wage rates at the job site, and shall pay the adopted prevailing wage rates. The provisions of Section 1810 to 1815 of the Labor Code will be compiled with.
• All mechanics and laborers employed or working upon the site of the work in the construction or development of the project, will be paid unconditionally and not less often than once a week, and without subsequent deduction or rebate on any account (except such payroll deductions as are permitted by regulations under Copeland Act 29 CFR Part 3), the full amount due at time of payment computed as wage rates not less than those contained in the above determination, regarding of any contractual relationship which may be alleged to exist between the contractor and such laborers and mechanics. For the purpose of this clause, contributions made, or cost reasonably anticipated under section 1 (b) (2) of the Davis -Bacon Act on behalf of laborers or mechanics are considered wages paid to such laborers or mechanics, subjected to the provisions of 29 CFR 5.5. (a) (1) (iv). Also, for the purpose of this clause, regular contributions made, or cost incurred for more than a weekly period under plans, funds, or programs, but covering the particular weekly period, are deemed to be constructively made or incurred during such weekly period.
• The Contractor shall not require nor permit any laborer or mechanic in any work week in which he is employed on such work to work in excess of eight (8) hours in any calendar day or in excess of forty (40) hours in such work week unless such laborer or mec hanic compensation at a rate not less than one and one-half ( 1 ½) times basic rate of pay for all hours worked in excess of eight (8) hours in any calendar day or in excess of forty (40) hours in such week, as the case may be.
9 • The Contractor shall submit weekly a copy of all certified payroll to the City. The copy shall be accompanied by a statement signed by the employer and his agent indication that the payroll is corrected and completed, that the wage rates contained therein are not less than those determined by the Director of the Department of Industrial Relationship and that the classification set forth for each laborer or merchant conforms with the work he per formed. The prime contractor shall be responsible for the submission of copies of the payroll of all subcontractors. The Contractor will make the records required under labor standards clauses of the Contractor available for inspection by authorized representatives of the City and Department of Labor and will permit such representative to review employees during working hours on the job. Contractors employing apprentices or trainees under approved programs shall include a notation on the first weekly certificate payroll submitted to the contracting agencies that their employment is pursuant to an approved program and shall identify the program. Payroll and basic records relationship thereto will be maintained by the Contractor while the work and preserved for a period of three (3) years thereafter for all laborers and mechanics working at the site of the work in the construction or development of the project.
• The Contractor shall insert in any subcontracts the required of this section and clause required any subcontractor to include these requirements in any lower tier subcontracts into which they may in turn be made.
5. Contractor Insurance/ License File
The City shall maintain a file for each contractor performing work pursuant to the terms and conditions of this program. The file shall include the following information:
• Copies of the contractor's current liability and workers compensation insurance policies; • Copies of the contractor's current California Contractor's License; • All required Davis-Bacon information and certifications; and • Copy of contractor’s City Business License.
Any contractor with an expired General Liability and/or Workers Compensation insurance or a valid state contractor's license shall be removed from the job until he/she is able to provide proof of current insurance and/or license. All contractors shall be required to obtain a City Business License prior to the issuance of a building permit.
6. Ineligible Contractors:
• In accordance with CDBG guidelines, the City and the applicant(s) shall agree not to award any contract for rehabilitation work, to be paid for in whole or impart with proceeds from the Program, to any contractor who does not have a valid state contractor’s license, who cannot produce sufficient evidence of current Worker’s Compensation and Liability Insurance coverage, or who is on the federal Housing and Urban Development's (HUD's) Debarred Contractor list.
10 • All owner/builders, or any member of the applicant's family or extended family, are considered ineligible, regardless of credentials or license. Any ineligible contractor found working at the job site will be removed immediately, without compensation.
D. Award of Grant
1. Notification:
The City shall notify the selected contractor of the award of the grant award and shall establish date, time and place for the pre-construction conference. The pre-construction conference will include City Staff, property/business owner(s) and contractor.
2. Agreement:
The contract, for the approved rehabilitation work shall be prepared by the City and shall be entered into between the property owner and the selected contractor.
3. Private Arrangements:
The City cautions the property/business owner and the contractor not to enter “side deals" for additional work or deviations from the approved scope of work.
4. Pre‐Construction Meeting:
Prior to construction, the City will arrange a pre-construction meeting which shall be attended by the contractor, the property/business owner(s), and representative City staff. The purpose of this meeting is to explain all applicable HUD requirement, explain all Program requirements and procedures, coordinate and schedule the work start date, and answer questions related to contract documents.
5. Start of Construction:
No work shall commence until the Environmental Review Record has been completed.
No work shall commence until a “Notice to Proceed” has been issued to the contractor, signed by the property/business owner(s) and the City.
In addition, no work shall commence until all required permits have been issued by the City’s Building and Safety Division.
• The contractor shall contact the Planning & Community Development Department to obtain all requirements for plan submittal to obtain building permits for the City’s Building and Safety Division. Plans will be reviewed by the City’s Building and Safety and Planning divisions. The contact information for the Development Services Department is as follows:
Planning and Community Development Department
1600 W. Beverly Blvd.
Montebello, CA 92870
Phone: (323)887-1200 Ext 1454
Hours: Monday – Thursday, 8:00 a.m. – 5:30 p.m.
11 E. Contractor Payments:
1. Inspections
To ensure the integrity of the authorized work, the Housing Manager and or designated staff shall conduct site inspections prior to the issuance of progress payments and prepare detailed inspection reports which identify any deficiencies in a contractor's materials or workmanship. Only one (1) progress payment and the final payment will be processed. The Housing staff shall make regular and/or unannounced inspections of work-in-progress to identify the quality of the work and assess owner satisfaction.
2. Payment Request Packages
The Contractor shall submit a progress payment request package to the City in the prescribed format:
• All requests shall be signed by the contractor, property/business owner(s), and the Housing Manger, certifying that the work has been satisfactorily completed. • All pertinent invoices, releases, certifications, list of subcontractors and material men, and copies of applicable permits shall be attached to the payment request. • Final payment request shall also include the property owner's certification of acceptance, Building and Safety Department sign- off, and a Notice of Completion. • Only one (1) progress payment request package shall be submitted to the City for approval.
Progress payments will be paid for 90% of the job costs. • The final payment for the 10% retention shall be paid 30 days after the Notice of Completion has been recorded.
F. Applicant Complaint Resolution Process
Complaints concerning the Program should first be made to the Program Administrator (Housing Manager). If unresolved to the satisfaction of the applicant, an appeal may be made, in writing, to the Assistant Director of Community Development Department, 1600 W. Beverly Blvd. Montebello, CA 90640.
The City will contact the property owner and attempt to resolve the problem. A written response will be made within ten (10) working days. If the problem cannot be resolved, it will be presented to the Director of the Community Development Department for review and consideration. The decision of the Director shall be final.
G. Applicant Responsibilities:
1. Property Maintenance
The property/business owner(s) is/are responsible for property maintenance during the rehabilitation work (contractor is responsible for keeping the property clean of all construction material). The property/business owner(s) is/are responsible for insuring that the rehabilitation work is not impeded because of their actions or the actions of their tenant(s). The City shall encourage the contractor and his/her employees to provide adequate pedestrian and property protection at the construction site.
2. Property Tax Bills
12 Current property tax bills for the subject property must be current. The property owner(s) is/are responsible for insuring that the property taxes are current. The City will verify that the property taxes for the property are current. If the property’s tax statement indicates a delinquency, at the time of the Program application, the City shall not proceed with grant processing until it is supplied with a Certificate of Redemption from the Los Angeles County Tax Assessor’s Office or other appropriate documentation of proof of payment.
3. Notice of Completion
The property/business owner(s) is/are responsible for scheduling a final job completed inspection with the City’s Building and Safety Division. The city will verify that the project received a passing final inspection. After all requirements have been met, the City will issue a Notice of Completion to the property/business owner(s).
SECTION VI: ADDITIONAL REQUIREMENTS
A. City of Montebello Business License
Applicants must have a current City of Montebello Business License to be eligible to apply for funding.
B. Fire and Flood Insurance Requirements
Applicants are obligated to carry sufficient fire insurance coverage on the subject property to be rehabilitated under the provisions of this Program. Prior to any grant assistance, minimum fire insurance coverage shall be provided in an amount which is equivalent to the value of the subject building or structure including the proposed rehabilitation improvements. Uninsured applicants must obtain coverage in the required amount prior to receiving grant assistance. Applicants in a "Flood Hazard Area" will be required to purchase flood hazard insurance.
C. Substitution of Contractor
In the event that the selected contractor shall fail or refuse to complete the work, in a professional and workman like manner, as set forth in the Rehabilitation Construction Contract, including its General Conditions and Standard Specifications, or fails to use due diligence in performing the required work, the applicant may terminate the Rehabilitation Construction Contract, upon providing a written notice to the City and Contractor. The City shall assist the applicant in completing the necessary termination document(s) as needed. No further rehabilitation is to commence until an agreement releasing the original contractor from his/her contractual obligations is on file with the City, and a new contract is signed between the substitute contractor and the property owner(s).
D. Non‐commencement by Original Contractor
The applicant shall notify the City in writing that the original selected contractor has failed to perform the rehabilitation work and the reason(s) why a substitute contractor has been requested. The applicant(s) shall obtain additional bids from contractors willing to perform the rehabilitation work. A new Rehabilitation Construction Contract, notice to proceed, and Waiver and Hold Harmless Agreement shall be prepared by the City and appropriately signed. The City shall inspect the job site and compile a
13 l
ist of incomplete or unacceptable items to determine the extent of work to be completed by the substitute contractor. A meeting shall be held between the City, the applicant(s) and the original contractor to establish an amount and method of payment for any work which has been completed in accordance with the agreement. Funds withheld from the original contractor shall be identified. Lien releases and invoices from the original contractor and subcontractor(s) shall be provided. The City shall prepare a revised work write
-u
p, based upon the inspection findings, which shall contain only those items necessary to complete the job. The applicant(s) shall obtain bids from contractors willing to perform such work, and to the extent possible, ensure that the new contract does not exceed available grant funding. A new Rehabilitation Agreement and Notice to Proceed shall be prepared by the City and appropriately signed.
E
. Maintenance Requirements
By accepting grant funds, the applicant (s)’ commits to properly maintain all improvements and to keep storefronts, as well as sides and back of buildings, clean and free of graffiti for a minimum of twenty (20) years at the property/business owner(s)’s expense. Any damage to the facade is to be repaired immediately by the applicant so that the building remains in good condition and positively contributes to the business area. On an ongoing basis, the applicant is required to touch-up painted areas and perform any other repairs needed to maintain building appearance including the annual cleaning of awnings (if applicable) at the property/business owner(s)’s expense.
SECTION VII – AMENDMENTS
Amendments to these guidelines may be made from time to time by the city. Vested authority shall be granted to the Director of Planning and Community Development Department or his/her designee to grant a minor waiver or make minor amendments to these guidelines, except for Federal regulations.
ITEM # 7
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Raul Alvarez, City Manager
SUBJECT: FISCAL YEAR 2024-25 CITY COUNCIL BUDGET PRIORITY SETTING
DATE: February 28, 2024
RECOMMENDATION(S):
It is recommended that the City Council:
1. Provide feedback to Staff regarding budget priorities for Fiscal Year 2024-25 guided by the strategic principles outlined in the agenda report below; and,
2. Take such additional, related action that may be desirable.
FISCAL IMPACT:
There is no direct fiscal impact associated with this City Council budget priority discussion. The intent is for Staff to gather input from each City Councilmember regarding budget priorities for Fiscal Year 2024-25 as well as future fiscal years. The priorities will be considered and -- pending available funding as well as the ability to complete a given priority -- there may be near-term (FY 2024-25) as well as longer term fiscal impacts. Staff will return at future City Council meetings in May and June with formal budget presentations that will include updates on the priorities discussed at the February 28, 2024 City Council meeting, as well as feedback received through the community budget forums and survey.
BACKGROUND/DISCUSSION:
The City Council and Staff have implemented new opportunities for community and City Council feedback to be incorporated into the annual budget development process. Two community budget forums were held (February 15 and 21, 2024) and a budget survey is currently live and available through the City’s social media. These efforts build upon last year’s community budget survey, and are aimed at soliciting community input on budget priorities. A separate summary of the community budget forum feedback has been
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
presented to the City Council for review and consideration. This separate summary has been intended to assist City Councilmembers with the budget priority setting at the February 28th meeting. (NOTE: results from the ongoing budget survey will be presented after the survey closes in early March.)
Building upon these new and expanded budget development processes, is an opportunity for City Council to provide input and feedback on their individual budget priorities. This feedback can be focused both near and long-term – providing Staff an opportunity to build the Fiscal Year 2024-25 budget with City Council priorities in mind, as well as look strategically in the long-term when planning future budgets. Furthermore, this is an opportunity to engage all departments in helping determine the feasibility of budget priorities and the financial and operational ability to accomplish them.
To that end, this agenda item is aimed at creating a “listening session” for each individual City Council member to relay their priorities for the budget. To facilitate and focus this discussion, Staff is suggesting the following three broad strategic categories for collecting feedback from each Councilmember:
• Improve, Update and Beautify City-owned infrastructure (e.g., roads, parks, City facilities, trees and landscaping, vehicles, etc.)
• Diversify and expand programming and services surrounding recreational opportunities, sustainability efforts, unhoused outreach/assistance, and other community services programming areas
• Expand the City’s sales tax and property tax producing base (i.e., expand Economic Development efforts)
Moreover, it is understood that all requests will be subject to available funding – whether General Fund, grants, Transit, Local Return Funds (Metro) or other sources -- as well as organizational capacity to implement. It should be noted that the ability to accomplish certain budget priorities may also be impacted by existing Federal or State statutes, rules, guidelines or requirements. In addition, some requests may -- depending on available funding, staff capacity or government regulations – have a longer planning period than the immediate fiscal year (2024-25). Therefore, Staff will be noting priorities which may be longer-term, with the need for additional planning that could span several fiscal years.
Therefore, Staff is requesting City Council feedback on each member’s budget priorities, guided by the three broad categories listed above as well as the resident feedback garnered during the February 15 and 21 community budget forums.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
SUMMARY:
The City Council will provide feedback to Staff on near and long term budget priorities, guided by the three following categories:
• Improve, Update and Beautify City-owned infrastructure (e.g., roads, parks, City facilities, trees and landscaping, vehicles, etc.)
• Diversify and expand programming and services surrounding recreational opportunities, sustainability efforts, unhoused outreach/assistance, and other community services programming areas
• Expand the City’s sales tax and property tax producing base (i.e., expand Economic Development efforts)
Staff will review and analyze the priorities and provide a summary through a follow up memorandum, complementing the summary of resident feedback from the community budget forums held on February 15 and 21 previously provided to the City Council. Future budget presentations in May and June will provide additional updates on funding available in the FY 2024-25 budget – which will dictate the ability to incorporate the priorities in the adopted budget. In addition, those items requiring a longer lead time to accomplish will also be identified and Staff will provide appropriate updates and follow- up. Finally, results from the ongoing budget survey will be presented after the survey period closes in early March. The budget calendar for FY 2024-25 has been attached for reference (Attachment A) to assist with visualizing upcoming budget development milestones.
ATTACHMENT(S)
1. ATTACHMENT A - FY 2024_25 Budget Calendar
NEXT STEPS:
N/A
Budget Calendar
FY 2024-25
Updated 02/20/2024
DATE ACTION DEPARTMENT NOTES
02/14/2024 2nd Quarter/Mid-year FY 2023-24 budget update presented to City Council
CM / Finance
02/15/2024 Communit y Budget Forum #1 (Senior Center)
02/20/2024 Update General Fund revenue and expenditures forecasts for FY 2023-24
Finance
02/21/2024 Communit y Budget Forum #2 (Reggie Rodriguez Park) 02/28/2024 Cit y Council Budget Priority/Input Session CM / Finance 03/04/2024 Budget kick-off email and Budget Calendar sent to Department Directors and Budget Liaisons
Finance
03/04/2024
(week of)
Budget kick-off meeting with Department Directors and Budget Liaisons
Finance
03/07/2024 Send Maintenance and Operations (M&O) budget request/justification templates to Departments
Finance
03/14/2024 Send Department narratives and performance measures to Departments
Finance
03/25/2024 Reivew of Capital Improvement Program budgets and projects CM / Finance / Public Works
03/21/2024 Supplemental Request Template Forms (M&O and Staffing) sent to Departments
Departments
03/28/2024 M&O budget request/justification templates (initial requests) DUE to Finance
Departments DEPARTMENT
DEADLINE
04/01/2024 Department narratives and peformance measures DUE to Finance
Departments DEPARTMENT
DEADLINE
04/08/2024 Supplemental Requests (M&O and Staffing) DUE to Finance
Departments DEPARTMENT
DEADLINE
04/10/2024 Budget Introduction/Overview (City Council Presentation) City Council / CM / Finance /
Departments
04/15 -
04/18/2024
Department meetings with City Manager and Finance (IF
NEEDED
)
CM / Finance /
Departments
05/06/2024 Draft #1 of FY 2024-25 bud
get prepared Finance
05/08/2024 Draft Budget Presentation to City Council City Council / CM / Finance /
Departments
05/22/2024 Final draft of FY 2024-25 budget Presentation to City Council Finance 06/12/2024 Bud
get adoption City Council
ATTACHMENT A
ITEM # 8
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Adrianna Kendricks, Director of Transportation
SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENT, NO. 4180 TO KIMLEY-HORN AND ASSOCIATES, INC. FOR THE BUS STOP
IMPROVEMENT PROJECT (BSIP) CONSULTING SERVICES
REQUEST FOR PROPOSAL NO. 24-7
DATE: February 28, 2024
RECOMMENDATION(S):
It is recommended that the City Council:
1. Award Professional Services Agreement No. 4180 to Kimley-Horn and Associates, Inc. for the Bus Stop Improvement Project (BSIP) Consulting Services for RFP No. 24-7; and
2. Authorize the City Manager to execute and finalize the Professional Services Agreement on behalf of the City of Montebello with Kimley-Horn and Associates, Inc.; and
3. Take such additional, related action that may be desirable.
FISCAL IMPACT:
On January 29, 2024, after further discussion with Montebello Bus Lines’ (MBL) staff, Kimley-Horn and Associates, Inc. (Kimley-Horn) submitted their best and final value contract pricing of One Hundred Sixty-Nine Thousand Nine Hundred Ninety-Six Dollars ($169,996) (Attachment A). The final project cost was determined following a Best and Final Offer (BAFO) meeting where negotiations took place to refine the terms and services outlined in the proposal. During these discussions, the vendor successfully amended their initial proposal, resulting in a reduction in the overall project cost. The project will be funded utilizing Transit operating funds (Account No. 600-90-910-6040.10, Transit Fund, Operations, Contract Services – Outside Contracts). The Fiscal Year 2023-24 budget in this account has sufficient funding for this agreement, therefore no
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
budget amendment is needed.
BACKGROUND/DISCUSSION:
The City of Montebello published RFP No. 24-7 (Attachment B), on October 26, 2023.
RFP No. 24-7 was developed to solicit qualified services from vendors who could provide an in-depth analysis of the entire MBL bus stop infrastructure. This entails conducting a comprehensive survey and inventory of all bus stops, both within and beyond the City's jurisdiction. Furthermore, RFP No. 24-7 was designed to solicit design and amenity recommendations for possible bus stop improvements, including the costs associated with any improvements.
RFP No. 24-7 was published using PlanetBids.com, Transittalent.com, and The Wave publication. Prospective bidders were provided the opportunity to submit questions and concerns, and corresponding answers were published using the City’s advertising platform, PlanetBids.com.
All proposals were due Thursday, December 21, 2023. MBL received two (2) proposals in total. One from Kimley-Horn and the other from Precision Material Management (PMM). However, it was determined that PMM did not submit a proposal that addressed each task outlined in RFP No. 24-7 and was subsequently disqualified from the evaluation process. On January 9, 2024, an Evaluation Committee assessed the proposal from Kimley-Horn to evaluate its alignment with RFP No. 24-7 goals. While the proposal met the RFP No. 24-7 objectives, the Evaluation Committee noted that the submitted price exceeded the project’s expectations. This prompted further negotiations, resulting in a subsequent revised proposal submission from Kimley-Horn.
ENVIRONMENTAL:
N/A
ANALYSIS:
On January 9, 2024, an Evaluation Committee, composed of four raters from the Transportation and Public Works Departments, evaluated the Kimley-Horn Proposal (Attachment C). The Committee adhered to a set of evaluation criteria directly aligned with the project’s scope of work to determine whether the proposal would meet MBL’s work product standards.
The evaluation criteria for the proposal assessment were both qualitative and quantitative in nature with the assigned percentage values listed below:
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
Based on these criteria, the Evaluation Committee produced the following score:
Kimley-Horn’s proposal was scored based on a holistic review of various qualitative attributes, including the efficacy of their project management plan, the competency of the proposed personnel, and their overall qualifications and experience.
Kimley-Horn provided a proposal which addressed the needs of MBL, while complying with and delivering on all the requirements outlined in RFP No. 24-7. Kimley-Horn will provide a comprehensive inventory of all bus stops, design and amenity recommendations, a bus stop assessment, and develop an outline of the future construction RFP that will follow this project within an 11-month period. Further, Kimley- Horn is a nationally recognized planning, surveying, and design consulting firm with a history of completing BSIP’s across the nation.
In addition to the Evaluation Committee and firm research, staff conducted a market price analysis to ensure the proposed purchase price provided the best value to the City.
Kimley-Horn’s proposal and cost sheet were compared with a previous MBL project of similar scope as well as comparable projects from other transit agencies. The data used in the analysis is illustrated in the tables below:
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
AP Construction provided MBL with a bus stop survey (Task 1 only) in 2017 at a cost of $189,549. Kimley-Horn will provide a similar service with design and amenity recommendations, condition assessments, and provide an updated comprehensive report with an outline to create a construction RFP (Tasks 1-5) for a total cost of $169,996. All tasks outlined in RFP No. 24-7 were compared to similar work projects shown in the chart above and found to be comparable to estimated pricing. The original proposal’s cost was addressed during BAFO negotiations after the market cost analysis was conducted. Staff’s findings were presented to Kimley-Horn, and the vendor subsequently returned a revised cost proposal which addressed the concerns that staff presented, ultimately saving the City $10,735. Considering these evaluations and analyses, it is recommended that the City Council award Professional Services Agreement No. 4180 to Kimley-Horn.
CITY COUNCIL AGENDA REPORT - MEETING OF FEBRUARY 28, 2024
SUMMARY:
Staff recommends that the City Council award Agreement No. 4180, attached hereto in substantial form (Attachment D), to Kimley-Horn and Associates, Inc., for the Bus Stop Improvement Project (BSIP) Consulting Services, in response to Request for Proposal No. 24-7 in an amount not-to-exceed One Hundred Sixty-Nine Thousand Nine Hundred Ninety-Six Dollars ($169,996); authorize the City Manager to take action necessary to execute and finalize a contract on behalf of the City and make any amendments thereto; and direct staff to take such additional, and related, action that may be desirable.
ATTACHMENT(S)
1. Attachment A - BAFO Price Sheet
2. Attachment B - Request for Proposal (RFP) No. 24-7
3. Attachment C - Kimley-Horn Proposal
4. Attachment D - Draft Agreement
NEXT STEPS:
N/A
kimley-horn.com 660 S. Figueroa St., Suite 2050; Los Angeles, CA 90017 213-261-4040 February 1, 2024
Matthew Lightner
Montebello Bus Lines, City of Montebello
400 S. Taylor Ave.
Montebello, CA 90640
RE: City of Montebello BSIP Proposal Fee Adjustment
Dear Mr. Lightner,
Kimley-Horn and Associates, Inc. (“Kimley-Horn” or “Consultant”) is pleased to submit this cover letter to communicate fee changes to our Cost Proposal Sheet (Exhibit D) for the City of Montebello (the “City”) Bus Stop Improvement Project (BSIP) project. After discussions with the City on January 29, 2024 , we have adjusted our cost proposal, reducing the total price from $180,731 to $169,996. The breakdown of the prior cost proposal and the adjusted cost proposal by task is presented below, and an updated Exhibit D is attached.
Prior Cost Proposal
Adjusted Cost Proposal
The primary refinement to our cost proposal was reducing the amount for Task 1 (Bus Shelter Inventory).
Although the majority of the cost reduction was attained from Task 1, the costs were also reduced for Project Management (Task 0 as presented in the Work Plan of our proposal). Since the Project Management costs are allocated across Tasks 1 – 5 in our Cost Proposal, the costs for all five tasks were adjusted slightly downward.
ATTACHMENT A
kimley-horn.com 660 S. Figueroa St., Suite 2050; Los Angeles, CA 90017 213-261-4040
We appreciate the opportunity to support the City on the BSIP project and look forward to collaborating closely with your team to successfully deliver the project. Please contact us if you have any questions.
Very truly yours,
KIMLEY-HORN AND ASSOCIATES, INC.
John Jackson
Project Manager
Gregory S Kyle, AICP
Senior Vice President
Attachment: Exhibit D – Cost Proposal Sheet
RFP No. 24-7
40 EXHIBIT D
RFP No. 24-7
BUS STOP IMPROVEMENT PROJECT (BSIP) CONSULTING SERVICES
COST PROPOSAL SHEET
In accordance with the Request for Proposal issued by the City of Montebello Transportation Department), the undersigned proposing company (“Consultant/Proposer”) hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein.
TASK 1: Bus Shelter Inventory $
TASK 2: Design Recommendations $
TASK 3: Amenity Recommendations $
TASK 4: Bus Stop Assessment for Bus Stop Improvement Project $ TASK 5: Plan and Design of Development Phase/RFP Creation $ TOTAL FIRM-FIXED PRICE $
___________________________________
___________________________________
___________________________________
___________________________________
___________________________________
Contact Information:
Name & Job Title:
Business Name:
Address:
City, State, Zip Code:
Phone Number:
E-mail Address:
Authorized Signature: Date:
List other costs/fees: Description
83,996
26,608
12,234
15,512
31,646
169,996
Gregory S. Kyle, AICP - Senior Vice President
Kimley-Horn and Associates, Inc.
660 South Figueroa Street, Suite 2050
Los Angeles, CA 90017
213.261.4109
[email protected]
01/31/24
City of Montebello
REQUEST FOR PROPOSAL (RFP) No. 24-7
B
us Stop Improvement Project (BSIP) Consulting Services
October 26th, 2023
O
NLINE PROPOSAL SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes, or addendums to the RFP are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home
ATTACHMENT B
RFP No. 24-7
2 TABLE OF CONTENT
Section Page(s)
INTRODUCTION 4
COVER LETTER 5
TIMETABLE & SCHEDULE OF EVENTS 6
PROPOSAL SUBMISSION CHECKLIST 7
SECTION 1 - INSTRUCTIONS TO PROPOSERS 8
Proposal Format and Submittal
Examination of Proposal Documents
SECTION 2 - GENERAL TERMS AND CONDITIONS 9-16 Addenda
Clarifications
Discrepancies and Misunderstandings
Withdrawals of Proposal
References
Proposal Signatures
Pre Contractual Expenses
City of Montebello Rights
Licensing, Permits, and Taxes
Responsibility for Compliance with Legal Requirements
Confidentiality and Public Record
Joint Offers
Company Personnel
Single Proposal Response
Protest Procedures
Incorporation of Proposal into Agreement
Time of Completion
Payment
Contract Documents
Scope of Contract
Performance of Work
Award of Contract
Point of Contact
Evaluation of Proposals
Proposal Evaluation Criteria
SECTION 3 - QUALIFICATIONS 17
SECTION 4 - SCOPE OF WORK 18-21
SECTION 5 - FORM OF CONTRACT (SAMPLE) 22- 32
RFP No. 24-7
3 SECTION 6 - FORMS AND CERTIFICATIONS 33-56 Letter of Transmittal
Exhibit A - Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit B – References
Exhibit C – Insurance
Exhibit D – Cost Proposal Sheet
Exhibit E - Disadvantaged Business Enterprise Participation Exhibit F – Bidder’s List of Subcontractor (DBE and Non- DBE) Exhibit F – Federal Requirements
RFP No. 24-7
4 INTRODUCTION
The City of Montebello (City), Montebello Bus Lines (MBL), is soliciting proposals from qualified consultants to provide an in-depth Bus Stop Improvement Project (BSIP) Consulting Services to improve the agency’s transit system.
The City operates MBL to provide reliable and efficient public transportation services to the residents of Montebello and neighboring communities. As the third -largest municipal bus system in Los Angeles County, MBL proudly serves approximately 2.6 million passengers annually throughout the communities of Alha mbra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier.
MBL’s transit system consists of a fleet of sixty-six (67) 35ft-40ft buses (three electric, twenty hybrid, and forty-four Compress Natural Gas (CNG) buses), one 25ft cutaway shuttle, nearly 1,000 bus stops, and 2 transit hubs. MBL buses travel in highly visible corridors throughout various communities. These corridors include colleges and universities, retail areas, and other commercial and industrial areas.
This Request for Proposal (RFP) seeks to secure the most qualified consultant to perform an in- depth analysis of the City of Montebello’s bus shelters and evaluate overall structural needs to provide services to the various customers that MBL serves. The project will act as a guide to improve bus shelters and also facilitate a future construction RFP which will follow the guidelines the c onsultant provides in their final report.
The Scope of Work will include the deliverables to be prioritized and submitted to MBL as follows:
• Bus stop Inventory and Assessment Report.
• Design Recommendations.
• Amenity Recommendations.
• Plan and Design of Development Phase.
• Cost Assessments outlined in Tasks.
• Timeline or schedule to complete each Task.
RFP No. 24-7
5 DATE: October 26th, 2023
ATTENTION: PROSPECTIVE PROPOSERS
SUBJECT: REQUEST FOR PROPOSAL (RFP) NO.24-7
TITLE: CITY OF MONTEBELLO (CITY) and MONTEBELLO BUS LINES (MBL)
BUS STOP IMPROVEMENT PROJECT (BSIP) CONSULTING SERVICES The City of Montebello (City), Montebello Bus Lines (MBL), is soliciting proposals (Proposals) from highly qualified consultants (Consultants) to provide an in-depth Bus Stop Improvement Project (BSIP) Consulting Services to improve the agency’s transit system.
A Pre-Proposal Meeting will be held on Tuesday, November 14th, 2023. The meeting will convene at 10:00 AM Pacific Standard Time in the Transportation Building located at 400 South Taylor Avenue, Montebello.
All correspondence, communications, and contact concerning any aspect of this solicitation or offers shall be only with the following person [or his designated representative if applicable] (hereinafter, the “City’s Point of Contact”).
Name: Matt Lightner
Title: Management Analyst
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625 ext.1344
E-mail: [email protected]
Only substantive inquiries will receive a response. All substantive questions submitted in writing as outlined below will be responded to according to the guidelines contained herein. Responses will be in writing and will be provided to all prospective Proposers and placed on the City’s website. Responses to questions or comments regarding this RFP provided by any other department, or employee, other than the contact person set forth above shall not be considered valid and the City will not be bound by any such comments or responses. Inquiries received via telephone or orally in person will not receive a response.
Proposals must be received by Thursday, December 21 st, 2023 , 3:00 PM Pacific Standard Time and submitted in accordance with the instructions contained in this RFP. No exceptions will be granted regardless of reason or circumstances.
All Proposals must contain an original signature by an authorized officer of the company.
The successful Proposer will be required to comply with all applicable Equal Opportunity Laws and Regulations. The City hereby notifies all prospective Proposers that the City will require each Proposer affirmatively demonstrate that Disadvantaged Business Enterprises are afforded full opportunity to
RFP No. 24-7
6 participate in the performance of contracts and subcontracts financed in part or whole under this RFP and will not be discriminated against on the grounds of race, color, gender, age, or national origin in consideration for an award.
The City reserves the right to reject any or all Proposals, to accept all or any part of any proposal, to waive any informality or minor irregularities in any proposal received to the extent permitted by law and where such action best serves the interest of the City, and to be the sole judge of the merits of t he respective proposal received.
The City is committed to ensuring that no person is excluded from participation in or denied the benefits of its programs and/or services based on race, color, or national origin per FTA Circular 4704.1 and Title VI of the Civil Rights Act of 1964, as amended ("Title VI"). In addition to Title VI, MBL also prohibits discrimination based on sex, age, or disability.
Any person who believes he or she has been subjected to discrimination under Title VI can file a complaint with MBL. For more information on MBL’s Civil Rights Program, and the procedures to file a complaint, contact:
Name: Adrianna Kendricks
Title: Director of Transportation
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625
Fax Number: (323) 887-4643
E-mail: RideMBL.com
You may also contact the Federal Coordination and Compliance Office, Civil Rights Division at the Title VI Hotline: 888-TITLE-06 (888-848-5306) or send a letter to:
U.S. Department of Justice
Civil Rights Division
Federal Coordination and Compliance Section, NWB
950 Pennsylvania Avenue, N.W. Washington, D.C. 20530
More information on Title VI is available from the Justice Department online at www.justice.gov
TIMETABLE & SCHEDULE OF EVENTS
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday October 26th, 2023
Pre-Proposal Meeting Tuesday November 14th, 2023, at 10:00 AM PST Deadline to Submit Questions Tuesday November 28th, 2023, at 3:00 PM PST Responses to Questions Provided Thursday December 7th, 2023 Deadline to Submit Proposals Thursday December 21st, 2023, at 3:00 PM PST Presentations & Intent to Award Week of January 4th, 2024
RFP No. 24-7
7 PROPOSAL SUBMISSION CHECKLIST
This checklist must be completed and returned with the Proposal. Failure to return this checklist may be cause for considering the Proposal non-responsive.
Description Section/
Page
Proposer shall
initial here
1 Proposal Page # 8
2 Letter of Transmittal Page # 33
3 Licensing, Permits, Certificates, and Taxes Page # 11 4 Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit A
5 References Exhibit B
6 Insurance Exhibit C
7 Cost Proposal Sheet Exhibit D
8 Disadvantaged Business Enterprise Participation Exhibit E 9 Bidder’s List of Subcontractor (DBE and Non-DBE) Exhibit F 10 Federal Requirements Exhibit G
OPTIONAL ITEMS
11 Requests for exceptions or deviations. Page # 8
Company Name:
Name of Proposer initialing document (print):
The email address of Company Contact:
Signature:
Title:
Date:
RFP No. 24-7
8 SECTION 1 - INSTRUCTIONS TO PROPOSERS
PROPOSAL FORMAT AND SUBMITTAL
Proposals can be submitted via the https://pbsystem.planetbids.com/portal/33072/portal-home Portal (accessed through the City of Montebello’s official website at https://cityofmontebello.hosted2.civiclive.com/cms/One.aspx?portalId=58756&pageId=84839) up to the hour of 3:00 p.m. on Thursday, December 21st, 2023.
All Proposals must contain an original signature by an authorized officer of the company. Proposals received after the above-listed date and time will not be considered.
Proposals shall not include a photocopy of the following:
· INSTRUCTIONS TO PROPOSERS
· QUALIFICATIONS
· SCOPE OF WORK
Proposals shall be typed, single -spaced, and submitted on 8 1/2“x11” paper. Proposals shall not include any unnecessarily elaborate or promotional material. Proposals may not be modified or corrected after being opened unless an addendum is issued requesting resubmissions. Proposals will not be valid until all information has been verified and the Proposers' references have been checked. All Proposals shall be accompanied by a completed and signed Letter of Transmittal provided as a part of this RFP.
All requests for exceptions or deviations as a result of this RFP shall be identifiable by a separate section of the Proposer’s submitted Proposal for review by the City. It shall be the right of the City to accept or reject any portion of the submitted requests.
Proposals shall be submitted in accordance with the form prescribed herein. Failure to respond in this manner may render the Proposal non -responsive. Unauthorized conditions, limitations, or provisions attached to a Proposal will render the Proposal non -conforming and non-responsive and may cause its rejection. The completed Proposal shall be without interlineations, alterations, or erasures. Proposer s submitting basic conforming Proposals may choose to submit alterna te Proposals as complete and separate offers if the alternate Proposal offers technical or other improvements or modifications, which are to the overall benefit to the City. All alternate Proposals must be submitted in writing and included with the original proposal, conforming to the requirements as stated herein. No verbal modifications will be accepted.
Proposal documents shall be deemed to include by reference each one of the following:
1. Request for Proposal (RFP)
2. Addenda to RFP
3. Supplements to RFP
4. All other required forms
RFP No. 24-7
9 EXAMINATION OF PROPOSAL DOCUMENTS
By submitting a Proposal, Proposer represents that: (1) Proposer has thoroughly examined and become familiar with the Scope of Work required under this RFP, (2) Proposer comprehends all conditions that may impact the Proposal, (3) Proposer has reviewed all addenda, and (3) Proposer is capable of providing the equipment, goods , and services necessary to perform the Scope of Work and/or meet the specifications outlined in this RFP, in a manner that meets the City’s objectives. Failure to examine the documents and inform itself shall be at the Proposers’ own risk. A Proposer shall have no claim against the City based upon ignorance of or misunderstanding of the RFP documents. Once the award has been made, failure of a Proposer to have read all of the conditions, instructions and the Agreement shall not be cause to alter any term of the Agreement nor shall such failure provide valid grounds for a Proposer to withdraw its Proposal or to seek additional compensation.
SECTION 2 – GENERAL TERMS AND CONDITIONS
ADDENDA
Any changes made by the City to the requirements in this RFP will be made by written addenda. Any written addenda issued to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modifications to or deviations from the requirements outlined in this RFP as the result of oral instructions. The City reserves the right to revise or withdraw this RFP at any time and for any reason.
CLARIFICATIONS
Should a Proposer require clarifications of this RFP, the Proposer shall notify the contact person identified in this RFP in writing. Should the City, in its sole discretion, determine that the point in question is not clearly and fully set forth, the City will issue a written addendum clarifying the matter. The afores aid addendum shall be posted on the PlanetBids.com web page.
All questions, clarifications , or comments must be submitted to or no later than 3:00 pm, Tuesday, November 28
th, 2023. No questions will be answered individually by the City or Transportation Departments.
Requests for clarification, questions, and comments must be posted on the PlanetBids.com Q & A section.
The City is not responsible for failure to respond to a request that has not been submitted in accordance with this section.
Responses by the City to the clarifications, comments , and questions will be communicated via PlanetBids.com. Every attempt will be made to respond to all Proposers in accordance with the procurement schedule for this RFP. Inquiries received after the deadline will not be accepted and will be returned to the sender without a response.
Requests for clarifications and questions should be formatted in the following manner:
1. Section
2. Paragraph number
3. Page number
4. Text of passage being questioned
5. Question
RFP No. 24-7
10 DISCREPANCIES AND MISUNDERSTANDINGS
Proposing Companies must satisfy themselves by personal examination of any worksite, drawings, Scopes of Work, and by any other means as they may believe necessary, as to the actual physical conditions, requirements, and difficulties under which the work must be performed. No Proposing Company shall at any time, after submission of the Proposal, ma ke any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in any plans, specifications, or other documents provided, shall be called to the attention of the Buyer , and clarified before the submission of Proposals.
WITHDRAWAL OF PROPOSALS
Proposers may withdraw their Proposals in writing, provided that such requests are received by the City before the scheduled deadline for Proposal submission or within six months following the scheduled deadline for Proposal submission when no contract has been awarded.
REFERENCES
All reference information requested in this RFP and specified in the form included in this RFP must be submitted with the Proposal. Refer to Exhibit “B”.
At the discretion of the Evaluation Committee, the City may elect to perform site visits at the Proposer’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFP Evaluation Committee members would travel, at City expense, to sites at which finalist Proposers are performing like services. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the Proposer’s implementation and performance.
PROPOSAL SIGNATURES
If an individual makes the Proposal, it shall be signed, and the full name and address of the Proposer shall be given.
If a partnership makes the Proposal, it shall be signed with the partnership name, by a member of the partnership who shall sign by name and the name and address of each partner shall be given.
If a corporation prepares the Proposal, the name of the corporation shall be provided and signed by two (2) duly authorized Officers and, if available, stamped with the corporate seal, and the names and titles of all officers of the corporation shall be given. If a corporation provides a certified letter stating that one (1) duly authorized officer signature is binding for the corporation, this will suffice to omit the second signature requirement in the Proposal. A certified letter is to be included in the Proposal accompanied by the Letter of Transmittal.
PRE-CONTRACTUAL EXPENSES
The City will be under no obligation for payment of pre -contractual expenses. Pre-contractual expenses are defined as expenses incurred by Proposer in:
· Preparing the Proposal in response to this request
RFP No. 24-7
11 · Submitting that Proposal to the City
· Negotiating with the City any matter related to this Proposal, and/or · Any other expenses incurred by the Proposer before the date of the award
CITY OF MONTEBELLO RIGHTS
In its discretion, the City reserves the right to:
1. Reject any and/or all Proposals for no reason or any reason including but not limited to the following:
a. The Proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.
b. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.
c. The Proposer failed or neglected to complete and submit any information within the time specified by the City, and as may be otherwise required herein.
2. Reject any Proposal that, in the opinion of the City, is so unbalanced in comparison to other Proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform.
3. Accept all or any part of a Proposal.
4. Cancel the entire RFP.
5. Issue subsequent RFPs.
6. Waive any errors or informalities in any Proposal, to the extent permitted by law.
LICENSING, PERMITS, AND TAXES
The Proposer shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses and/or permits shall be the responsibility of the successful Proposer. The successful Proposer is liable for all taxes due as a result of the contract.
RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Proposer’s products, services, and facilities shall be in full compliance with all applicable Federal, State, and local regulations, standards, and ordinances, regardless of whether or not they are referred to in the RFP.
CONFIDENTIALITY AND PUBLIC RECORD
All Proposers are hereby put on notice that each Proposal received shall become the exclusive property of the City. Notwithstanding authorized exemptions and privileges, each Proposal shall be subject to disclosure according to the California Public Records Act and/or the Federal Freedom of Information Act.
The City shall not in any way be liable or responsible for the disclosure if required to do by law.
JOINT OFFERS
Where two or more Proposers desire to submit in response to this RFP, they shall do so on a prime -sub consultant basis rather than as a joint venture. The City of Montebello intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any Proposal submitted on behalf of any form of a joint venture or partnership between two (2) existing Proposers may be considered collusive and may be rejected as non-responsive.
RFP No. 24-7
12 COMPANY PERSONNEL
It shall be the burden of the successful Proposer to ensure all personnel possesses qualifications and/or experience. All personnel required in performing the services herein shall be secured at the expense of the successful Proposer. Personnel shall not b e employees of or have any contractual relationship with the City. Successful Proposer’s personnel shall conduct themselves in a professional manner to all City employees at all times. Rude or discourteous behavior by the successful Proposer will not be to lerated and the offense can be justification for termination of the contract. All sub -Consultants of successful Proposer shall abide by all the requirements outlined in this section.
SINGLE PROPOSAL RESPONSE
If only one Proposal is received in response to this RFP, a detailed cost/price Proposal may be requested of the Proposer. A cost or cost and price analysis and evaluation and/or audit of the cost may be performed to determine if the price is fair and reasonable. If the City determines a cost analysis is required, the Proposer must be prepared to provide, upon request, cost summaries of estimated costs ( i.e., labor, equipment, supplies, overhead costs, etc.) and documentation supporting all cost elements.
PROTEST PROCEDURES
All protests must be filed in accordance with the following:
1. The protest must be in writing and identify the solicitation (RFP) number.
2. The protest must be submitted by some return receipt method or guarantee of delivery that ensures that the protest was received promptly. The City is not responsible for lost or delayed deliverables.
3. The party’s standing to protest must be identified.
4. Identification of the specific provision, law, regulation, specification, procedure , or policy violated.
5. A statement of the relief requested.
Protests related to the content of the RFP shall be received no later than ten (10) days before the Proposal due date; or within five (5) days after proposal opening. If the Protest does not comply with the preceding requirements, it may not be evaluated and may be returned to the Protestor.
All protests shall be submitted to the contact person identified in this solicitation. If the solicitation is funded with Federal Transit Administration (FTA) monies, a protest may be filed with the FTA. Howe ver, the FTA only accepts protests alleging that a grantee failed to have written protest procedures or did not comply with those procedures or protests that involve a conflict of interest or fraud.
INCORPORATION OF PROPOSAL INTO AGREEMENT
This RFP and the Proposer’s response, including all promises, warranties, commitments , and representations made in the successful Proposal, shall be binding, and incorporated by reference in the City’s contract with the successful Proposer.
RFP No. 24-7
13 TIME OF COMPLETION
The contract time shall commence from the date on the Notice to Proceed (NTP) as authorized in writing by the City. The services shall be completed within the period specified in the Request for Proposal. In case the services under the terms of these provisions and related purchase contract shall be necessarily delayed because of a strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the awarded consultant (or “consultant”), the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between consultant and MBL.
PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to the City of Montebello, Attn: Accounts Payable, 1600 West Beverly Boulevard, Montebello, California, 90640.
Payment will be made within thirty (30) days after acceptance and approval of the invoice.
Payment Schedule: Monthly
Provide (1) One invoice monthly.
CONTRACT DOCUMENTS: ORAL CHANGES / CONTRACT TERMINATION
Oral Changes: Oral changes and oral change orders are not permitted. All proposed changes must be submitted in writing to, and approved by, MBL prior to becoming a Contract modification.
Contract Termination: MBL may terminate any resulting Contract for convenience at any time by giving the consultant written notice thereof. Upon termination, MBL shall pay the consultant his allowable cost incurred to the date of termination, and those costs deemed reasonably necessary by MBL to affect such termination, determined in accordance with Part 1 -8.705-1 of the Federal Procurement Regulations (41CFR 1 -8) or other applicable portion(s) of said Regulations. In addition, MBL shall pay the consultant a percentage of the project, which relates to Contract work accomplished to date of termination. The effective date of termination shall be the date of Notice of Termination.
In the event the consultant breaches the terms or violates the conditions of the contract, and does not within ten days, thereafter, cure such breach of violation, MBL may immediately terminate the Contract for default. consultant shall be liable for any and all costs incurred by MBL as a result of such default.
SCOPE OF CONTRACT
Consultant shall provide all services necessary as per the Scope of Work described in this Request for Proposal.
PERFORMANCE OF WORK
It is the intent of these specifications to provide only services of the highest quality. The cost to be quoted and submitted shall include all items of service and any other costs necessary to fully complete the work
RFP No. 24-7
14 according to the provisions. It is the aim of these specifications that the consultant provides complete services of the type prescribed. Any items omitted from such specifications that are necessary for the completion of such services shall be considered a portion of such services, although not directly specified or called for in these specifications. No advantage shall be taken by the consultant in the omission of any detail which goes to make the services complete, even though such detail is not mentioned in these specifications.
AWARD OF CONTRACT
The contract resulting from this RFP will be awarded to the responsive and responsible Proposer whose proposal, conforming to the requirements of the RFP, is determined to be the most advantageous (“Best Value” as described in the Federal Transit Administr ation Circular 4220.1F) to the City, based on the Evaluation Criteria. No agreement shall exist until the City Council, or the City Manager has awarded the Agreement, and it has been mutually executed. The City reserves the right to:
(a) Accept all or any part of a proposal;
(b) Reject any or all proposals for any reason;
(c) Waive any informality or minor errors to the extent permitted by law; (d) Award the Agreement as the interest of the City may require; (e) Cancel the entire RFP; or
(f) Issue subsequent RFP’s.
An Evaluation Committee comprised of MBL staff in accordance with the Proposal Evaluation Criteria set forth in the Evaluation Criteria section of this RFP, will evaluate all the proposals. During the evaluation period, the City may interview some or all the proposing firms. Proposers should be aware; however, that award may be made without interviews or further discussions.
The City may negotiate contract terms with the selected Proposer prior to award, and expressly reserves the right to negotiate with several Proposers simultaneously and, thereafter, to award a contract to the Proposer offering the most favorable terms to the City. However, negotiations may or may not be conducted with Proposers; therefore, the proposal submitted should c ontain the most favorable terms and conditions, since the selection and award may be made without discussion with any Proposer.
No agreement shall exist until the City Council or City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to reject any and all Proposals for any reason, to waive any informality or minor errors as determined by the City in any Proposal and to award the Agreement as the best interests of the City may require. The award, if any, may be made by the City within ninety (90) calendar days after the opening of the Proposals.
Point of Contact
This RFP is issued by the City, and the Management Analyst will be the sole point of contact (“Point of Contact”) during the RFP submission and procurement process. Communications initiated by respondents to this RFP with members of the City Council, or officers, personnel or employees of the City, other than as coordinated by the Point of Contact, may be grounds for disqualification. Any inqui ries or requests during this submission or procurement process shall be submitted in writing to the following Point of Contact:
RFP No. 24-7
15 City of Montebello Transportation Department
Attention: Matt Lightner,
Management Analyst
400 South Taylor Ave.
Montebello, CA 90640
(323) 558-1625 ext. 344
Email: [email protected]
If the Point of Contact determines a response to any such inquiry is warranted, said response will be issued to all prospective Proposers via PlanetBids.com.
EVALUATION OF PROPOSALS
MBL uses a selection process in which proposals contain both price and qualitative components, and the award is based upon a combination of price and qualitative considerations. Qualitative considerations may include experience and qualifications, technical approach, quality of proposed personnel, and/or management plan. The award selection is based upon consideration of a combination of technical and price factors to determine the offer deemed most advantageous to MBL.
An Evaluation Committee will be appointed to review all proposals. The committee will be comprised of MBL staff. Committee members will initially evaluate each proposal using the pass or fail criteria identified herein. Proposers who pass this first stage of testing will progress to the next step in the evaluation.
MBL will evaluate the offers based on the following criteria: Pass/Fail Criteria • Proposer has demonstrated the ability to meet the insurance requirements described in the Agreement. Proof of ability, for example a sample certificate with another agency, or a statement that the proposer can meet the insurance requirements in the RFP shoul d be attached to proposal.
• Proposer has demonstrated evidence of good standing. If the Proposer is a corporation or limited liability company, provide evidence that it is in good standing in the state of its incorporation/organization and qualified to do b usiness in California. If the Proposer is a partnership or joint venture, provide such evidence for all partners or members. The evidence provided must be in the form of (i) an official certificate of good standing issued by the state of incorporation/organization and (ii) qualification to do business issued by the California Secretary of State. If the Proposer is operating under a fictitious name or trade name, provide evidence that the Proposer has filed for and/or registered the fictitious name with the county where the Proposer’s business is located.
On the completion of the initial Pass/Fail review, the committee will evaluate proposals using the two - step process. Qualitative considerations will be reviewed and scored first without attention to the price.
The committee will then present the cost and price proposals and evaluate and score them a ccordingly.
During the qualitative evaluation, the committee, at its sole discretion may contact any or all the Proposers with specific questions or requests for c larification. After both the qua litative and cost/price proposals have been evaluated and scored, the committee will arrive at a “comprehensive proposal score” for each proposal. A list of top-ranked proposals within a competitive range will be developed based upon the total comprehensive scores provided by committee members. At this time, the committee may decide
RFP No. 24-7
16 that the evaluation process is complete and submit a final recommendation to the Director of Transportation.
The committee may ask the Proposers to consider the dialog of negotiations and revise their proposals. A deadline will be set for the submission of the revised proposals. If a Proposer is unable to meet the deadline or chooses not to revise its proposal, i ts existing proposal will be rescored along with revised proposals in the same manner as the original proposals.
EVALUATION CRITERIA
Award will be made to the Offeror whose proposal offers the best value to the City. Proposals that meet the pass/ fail criteria now will be evaluated in accordance with the following criteria:
Qualitative Considerations
The Proposer’s Qualitative Proposal will be evaluated on the basis of the following factors, each having the weighted value set forth below:
1 Project Management Plan
The proposal shall contain a detailed explanation of the project and not a reiteration of the RFP itself. The information offered should be a compendium of the Proposer’s knowledge of the standards outlined in the Scope of Work.
20 points
2 Proposed Project Team
Qualifications and experience of management and staff and other personnel; comprehensiveness of plan and team’s familiarity with the provision of BSIP Consulting Services.
10 points
3 Qualifications and Experience
Demonstrate experience completing consulting services for BSIP of the same or similar magnitude. Presentation of a catalog of BSIP experience and expertise most advantageous to the City.
10 points
4 Technical Approach
Contractor will submit with their proposal a written plan of action. Plan of action shall include contact persons and schedule adherence, as well as invoicing process.
Understanding of the RFP requirements and illustrating the ability to meet performance objectives, compliance with all te chnical and administrative requirements, financial viability, accounting, and reporting.
35 points
TOTAL 75 points
Price Considerations
The Price proposals will be evaluated as follows:
5 Price
The Proposer’s Price proposal will be compared to the proposal with the Best Value to the City. The best value responsive price will receive the total weighted value for this criterion.
25 points
TOTAL 25 points
RFP No. 24-7
17 SECTION 3 – QUALIFICATIONS
DESIRED QUALIFICATION
The consultant shall possess the capability and expertise required to complete the following tasks:
A. Conduct a resourceful in-depth examination of MBL’s existing operation.
B. Provide specialized knowledge of the transit environment including infrastructure, operational, and regulatory expertise to make recommendations in service improvements.
C. Complete quantitative and qualitative research and analysis to review transit design, statistical trends, and historical information.
D. Utilize subject matter experts and deep industry knowledge to improve current operations and the effectiveness of MBL’s transportation services.
E. Provide accurate and professional cost estimates and expense projections for a variety of goods and services associated with a Bus Stop Improvement Project.
F. Demonstrate strong communication and coordination skills with MBL staff and outside parties in a constructive solution-focused style.
To be considered responsive to the RFP, firms must demonstrate that they meet the following minimum qualifications by providing a thorough response and verifiable evidence of compliance. Non -compliance with these requirements may disqualify your proposal from further consideration.
A. List and describe a minimum of three (3) projects or experiences, similar in nature to the Project contemplated in this RFP, which the Proposer is currently performing or has performed within the last thirty-six (36) months.
B. The firm has not defaulted on a contract within the past five (5) years or declared bankruptcy or been placed in receivership or been denied credit within the past three (3) years.
C. The firm has not been assessed any penalties for non -compliance with any federal, state, local, city, or county labor laws and/or regulations within the past five (5) years.
D. The firm is currently not under investigation for any charge or claim for noncompliance with any federal, state, local, city, or county labor laws and/or regulations including, withou t limitation prevailing wage laws and apprenticeship laws.
E. Licensed to do business in the State of California. The firm can provide applicable Certifications (if required).
F. The firm possesses a professional staff with (5) years of knowledge and expertise to complete the BISP project.
G. Financial capacity.