CITY OF POMONA
COUNCIL REPORT
May 16, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Benita DeFrank, Neighborhood Services Director SUBJECT: AWARD AN EXTENSION OF THE EXISTING CONTRACT WITH BARR AND CLARK, INC. FOR UP TO SIX MONTHS TO CONTINUE TO PROVIDE LEAD BASED PAINT INSPECTION AND RISK ASSESSMENT FOR THE CITY’S VARIOUS HOUSING PROGRAMS RECOMMENDATION: It is recommended that the City Council take the following actions:
Approve an extension of up to six months for the existing contract with Barr and Clark, Inc.; and, Authorize the City Manager, or his designee, to execute the extension to the contract on behalf of the City, subject to the review by the City Attorney.
EXECUTIVE SUMMARY:
Barr and Clark, Inc. performs lead based paint inspections and risk assessments on the City’s housing rehabilitation projects that receive assistance of $5,000 or more from the Department of Housing and Urban Development (HUD). These projects include: the Lead Education Awareness and Control (LEAC) program, the Substantial Housing Rehabilitation Loan and Housing Improvement Programs. The current contract with Barr and Clark, Inc. expires on May 14, 2022. This request is to authorize a contract extension of up to six months, which would cover the period of May 15, 2022 to November 14, 2022 with the same terms and conditions under the existing contract. This will allow staff to process a Request for Proposal (RFP) for the same services.
FISCAL IMPACT:
Lead inspection and risk assessment are funded directly through various funding sources of the City’s housing programs. For the LEAC Program, funding for lead inspections and risk assessment for Fiscal Year (FY) 2021-22 is $110,547 (a portion of 229-1791-52285-58706). Funding for FY 2022-23 will be $140,405 (a portion of 229-1791-52285-58706) once the City’s Operating Budget is approved. The other HUD programs incorporate the cost of lead inspection and risk assessment into the individual project cost as allowed by HUD. Total cost for other HUD programs averages $5,000 annually.
PREVIOUS COUNCIL RELATED ACTION:
On May 15, 2017, the City Council awarded a contract to Barr and Clark, Inc. for lead inspection and risk assessment in an amount not to exceed $79,500. The term is for three years, or from May 15, 2017 to May 14, 2020. On November 4, 2019, Council approved an amendment to the contract increasing the funding amount by $170,720 and extending the contract term by two additional one-year terms.
DISCUSSION:
Lead inspection and risk assessment are necessary components of the City’s various housing rehabilitation programs. The LEAC Program requires testing of homes built prior to 1978 for the presence of lead based paint hazards, assessing the risk to occupants, and completely removing or containing the hazard. For the City’s other housing programs, depending on the nature of work and amount of HUD assistance, lead testing, risk assessment and addressing the hazards are also necessary to comply with the requirements of the Regulation for Lead Safety in Federally Assisted Housing (Title X) and the Lead Safe Housing Rule (24 CFR Part 35).
The City contracts with Barr and Clark, Inc. to perform the lead testing and risk assessment. The contract with Barr and Clark expires on May 14, 2022. In order to provide adequate time to prepare an RFP, staff requests that the existing Professional Service Agreement with Barr and Clark, Inc., be extended for six months ending on November 14, 2022. Per City Code 2-984, only the City Council can approve a contract to extend past five (5) years. During this time, staff will rebid for a new 3-year contract, with an option to renew for two additional one-year terms. The extension will also allow the City to continue the operation of its various housing rehabilitation programs while the procurement is underway.
It is anticipated that the RFP process can be completed and a recommendation presented to the City Council no later than the meeting scheduled for November 7, 2022.
Prepared by:
Maria Siacunco
Housing Grants Supervisor
Six-Month Contract Extension for Barr & Clark, Inc.