Project Readiness
Actual Completion Date Estimated Completion Date
Concept Level Site Plan 7/2025
Engineer Cost Estimate for
Further Design Development
7/2025
Construction Documents 11/2026
Construction Permits 11/2026
Bid Package Prepared 01/2027
Applicant’s Eligibility
Has the City administered a competitive bond act or federal grant with OGALS since 2000? If yes, does the City have any unresolved conversion or prior failure to comply with OGALS grant requirements?
If yes, does the City have a recent track record of failing to complete or otherwise comply with grant and project operation/maintenance requirements of grant-funded sites administered by OGALS?
If no, what are the City’s most recent successes from any funding sources? List recent federal, state, or local acquisition or development grants successfully administered by the City. Provide up to 5 examples that include date of completion, funding amount, scope, and funding source.
Response still being prepared, awaiting details and information from city staff.
Project Name:
Project Number: 06-
Grant Amount: $650,000
A. Scope of Work Elements
(General Description)
B. Number
of Units
C. Cost
Per Unit
D. Total
Line Cost
E. LWCF Grant
Amount
(Federal Share)
F. Match Amount
(non Federal
Share)
G. Total
(Grant + Match) Cost
H. Category
Subtotals
I. Pre-Award
Planning Cost
J. Milestones
(Month/Year)
K. Percentage (%)
Complete
L. Basis of Cost (Methodology)
for each line item
M. Justification
for each objective/scope item
Instructions listed below each cost category. Include the number of units for each scope of
work element. For
example, if a project
includes 5 Full Court
Basketball Courts. "Full
court basketball courts"
would be listed in
column A, then column
B would list the number
of basketball courts
("5"). For costs that are
a 1:1 ratio, enter "1".
Include the PER
UNIT cost for each
Scope of Work
Element.
For example,
column A -
"Basketball Court",
column B - 5 UNITS,
column C - $150.00
cost per unit, column
F - Total Line Cost
$750.
This column
autocalculates.
This column autocalculates. This column
autocalculates.
Enter the pre-award planning costs
that will occur before NPS awards
the project. Pre-Award Planning
Costs can only be backdated up to
three years from the date of
application submission to NPS.
ORLP projects are limited to 25% of
the total project cost and LWCF has
no limit. Remember, no ground
disturbance can occur before the
award is made.
Examples include Section 106,
Design Costs, CEQA, and NEPA.
Applicant: List the month and
year each line cost is estimated
to be complete. If the project is
selected, these dates are flexible
and can change throughout the
grant performance period.
Grantee/Post Award: Update
the month and year of each line
with each progress/status report
and reimbursement request to
reflect updated estimates, or
actual date of completion.
Applicants: List the
percentage
complete of each
line at the time of
application.
Grantee/Post
Award: Update the
percentage
complete of each
line with each
progress/status
report and
reimbursement
request.
Describe the methodology for how each cost
was estimated. For example, engineering
estimates, prior construction experience, etc.
Example: For completion of the project.
Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Jan-00 0%
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00 $0.00 $0.00
Subtotals (Columns D,G, and H should match) $0.00 $0.00 $0.00 $0.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective $0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $0.00 $0.00 $0.00 $0.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective $0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $0.00 $0.00 $0.00 $0.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective Design Engineering 1 $82,800.00 $82,800.00 $41,400.00 $41,400.00 $82,800.00 $82,800.00 Jan-27 0% Percentage of construction subtotal For completion of design of the project.
Construction Management and Inspection 1 $90,200.00 $90,200.00 $45,100.00 $45,100.00 $90,200.00 $0.00 0% Percentage of construction subtotal For completion of the project $0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $173,000.00 $173,000.00 $173,000.00 $82,800.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective
3. Acquisition only - Relocation expenses
Cost of relocation expenses & payments.
Professional services of an architectural or engineering nature. Including studies, investigations, surveying, mapping, tests, evaluations, consultations, comprehensive planning, program management, conceptual designs, plans and specifications, value engineering, construction phase services, soils engineering, and drawing reviews. For example: Section 106, NEPA, CEQA etc.
Detailed Budget Narrative
Direct costs associated with administrative or clerical services integral to the project or activity.
Individuals involved can be specifically identified with the project.
Renovate existing dog park, upgrade restroom facilities, add lighting, and improve walking paths.
When listing the cost of land, structures, right-of-way, appraisals, etc., include the Assessor Parcel Number (APN) and acres.
2. Acquisition only - Cost of Land, structures, rights-of-way, appraisals, etc.
1. Administrative and Legal Expenses
Del Norte Park Improvements
Project Scope: State: California
6. Project Inspection Fees
4 & 5. Architectural and Engineering Fees
Inspection fees including municipal inspection and other required professional inspection fees. 7/8/2025
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $0.00 $0.00 $0.00 $0.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective $0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $0.00 $0.00 $0.00 $0.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective Building Demo 1 $75,000.00 $75,000.00 $37,500.00 $37,500.00 $75,000.00 $0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $75,000.00 $75,000.00 $75,000.00 $0.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective Dog Park Renovation with fencing, lighting, 12 waste
receptacles, 3 drinking fountains, 6 benches, and dog
play equipment
1 $555,000.00 $555,000.00 $277,500.00 $277,500.00 $555,000.00 $0.00 0% Engineering estimate For completion of the project Recreational Trails (concrete paving) 1 $100,000.00 $100,000.00 $50,000.00 $50,000.00 $100,000.00 $0.00 0% Engineering estimate For completion of the project Restroom Improvements 1 $250,000.00 $250,000.00 $125,000.00 $125,000.00 $250,000.00 $0.00 0% Engineering estimate For completion of the project $0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
9. Construction
Construction means installation and materials associated with the scope of work elements. Only a general description is needed. Some examples are age 5-12 playground(s), shade structures, athletic field with natural turf and field lights, walking paths with lights, perimeter fencing, large and small dog park with fencing, etc.
7. Site Work/Site Prep
Mobilization, grading, trenching, etc.
8. Demolition and Removal
7/8/2025
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $905,000.00 $905,000.00 $905,000.00 $0.00 Scope of Work Elements Number of Units Cost Per Unit Total Line Cost (auto calculated) Federal Share Match Share Total Grant + Match(auto calculated) Category Subtotal Pre-Award Planning Costs Month/Year % Complete Cost Methodology Justification Objective Construction Contingency 1 $147,000.00 $147,000.00 $73,500.00 $73,500.00 $147,000.00 $0.00 0% Percentage of construction subtotal For completion of the project $0.00 $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
Subtotals (Columns D,G, and H should match) $147,000.00 $147,000.00 $147,000.00 $0.00 $650,000.00
$650,000.00
$1,300,000.00
50.00%
$82,800.00
6.37%
10. Contingencies Costs
Pre-Award
*Note: ORLP projects are limited to 25% pre-award costs .
LWCF projects do not have a pre-award cost limit.
By submitting this document, the APPLICANT understands that this form will be used to establish the expected GRANT deliverables that must be completed before final GRANT payment is processed as specified in the LWCF Grant Administration Guide. The APPLICANT understands the ELIGIBLE COSTS shown in the LWCF Application Guide. The APPLICANT also understands that the remaining portion of the estimated total project cost not funded by an LWCF grant is the required MATCH. *Although this is the current rate of reimbursement estimate based on this budget narrative, should the grantee spend less than the full grant amount listed or the total project cost change, the rate will change.
Total Federal Share
Total Match
Total Pre-Award Cost
Total Project Cost (sum of all category subtotals)
Rate of Reimbursement*
7/8/2025
A. Name of the Funding Source B. Match Amount/Value
C. Source
(State, Local City/County, Federal,
or Private)
Type (Cash or In-kind)
E. Date Secured
(before the application
deadline)
List the name of the funding source contributing to the overall total project cost (match and grant). For
example, Statewide Park (SPP), General Fund,
Measure A - Park & Recreation, etc.
List the dollar value of each
funding source. If
requesting a maximum and
minimum grant range, use
the highest amount of the
range to calculate the
funding source amounts.
Both match and grant must
be eligible sources for
reimbursement under the
program.
List whether the funding source is
state funding, local (for example,
city or county), private, or federal.
Note: there are strict limits on
what federal funding can be used
as a match. Federal sources are
generally only eligible if named
explicitly in the enabling legislation
authorizing their use as an LWCF
match (e.g., CDBG and FAST
Act). If using federal funds please
contact your project officer.
Include the source's type,
such as donations,
grants, tax measures, or
general funds.
List the commitment date
for each fund source
secured or committed to
the grant project. All
funding sources must be
secured before the
application deadline.
Park Dedication Fee $1,300,000.00 Local City
Cash - Development
Impact Fee 7/1/2025
$0.00
$0.00
$0.00
$0.00
$0.00
Total Project Cost* $1,300,000.00
Funding Sources
By submitting this document, the APPLICANT understands the definition of COMMITTED FUNDS as defined in the LWCF Application Guide and the APPLICANT certifies that they have eligible MATCH sources and can cash-flow 100 percent of the Project, which will be partially reimbursed at the RATE OF REIMBURSEMENT.
*The total project cost on this tab must match the total project cost on the Detailed Budget Narrative tab.
CEQA Compliance Certification Form
APPLICANT/GRANTEE: PROJECT Name:
PROJECT Address:
When was CEQA analysis completed for this PROJECT? Date:
What documents were completed for this PROJECT’S CEQA analysis (check all that apply)? Initial Study Environmental Impact Report
Negative Declaration Mitigated Negative Declaration
Notice of Exemption Notice of Determination
State Clearinghouse Receipt Other:
Please attach all checked documents.
If these forms were not completed, please attach a letter from the Lead Agency explaining why, certifying the PROJECT has complied with CEQA, and noting the date that the PROJECT was approved by the Lead Agency.
Lead Agency Contact Information:
Agency Name: Contact Person:
Mailing Address:
Phone: Email:
Certification:
I hereby certify that the Lead Agency listed above has determined that it has complied with the California Environmental Quality Act (CEQA) for the PROJECT identified above and that the PROJECT is described in adequate and sufficient detail to allow the PROJECT’S construction or ACQUISITION.
I certify that the CEQA analysis for this PROJECT encompasses all aspects of the work to be completed with GRANT funds.
AUTHORIZED REPRESENTATIVE Date AUTHORIZED REPRESENTATIVE (Signature) (Printed Name and Title)
11.28.22 California State Parks Community FactFinder Report This is your project report for the site you have defined. Please refer to your Project ID below in any future communications Project ID Coordinates Date Address
114659 34.0785255, -117.9373186 07/07/2025 1500 West Rowland Avenue West Covina, CA 91790 Field Value
Total Population 5,761
Youth Population 1,191
Senior Population 1,036
Median Household Income $111,738
Per Capita Income $36,476
People in Poverty 507
Households Without Access to a Car 76
Parks Total Area 9.23
Parks per 1,000 People 1.6023
Project Area Map
Map description: Within a half-mile radius
around "1500 W Rowland Ave, West
Covina, CA 91790", there are 9.2 acres of
parks shown in green. The circle does not
contain severely disadvantaged
communities but does contain
disadvantaged communities.
SCORP Community FactFinder is a service of
the California Department of Parks and
Recreation (CDPR) https://www.parks.ca.gov/
SCORP Community FactFinder created by
GreenInfo Network in consultation with
CDPR https://www.greeninfo.org/
California State Parks Park Access Tool Report
This is your project report for the site you have defined.
Date
07/07/2025
Statewide Value
Percent who live farther than a half mile
from a park 21%
Percent who live in areas with less than 3
acres of parks per thousand residents 61%
Location
West Covina (city)
Field Value
Percent who live farther than a half mile
from a park 22%
Percent who live in areas with less than 3
acres of parks per thousand residents 60%
Map: Living farther than a half mile from a park
Map: Park acres per one thousand residents
SCORP Community FactFinder is a service of
the California Department of Parks and
Recreation (CDPR) https://www.parks.ca.gov/
SCORP Community FactFinder created by
GreenInfo Network in consultation with
CDPR https://www.greeninfo.org/
Concept Level Site Plan
Del Norte Park Improvements Project
Concept Level Site Plan
Del Norte Park Improvements Project
Large Scale site plan still being developed—to be inserted.
Land Tenure Requirement
Del Norte Park Improvements Project
Property report for each parcel still being developed—to be inserted.
Project Location Map
Del Norte Park Improvements Project
Project location map still being developed—to be inserted.
LWCF Boundary Map
Del Norte Park Improvements Project
Boundary map still being developed—to be inserted.
Photos of Project Site
Del Norte Park Improvements Project
Site photos still being developed—to be inserted.
AGENDA ITEM NO. 11
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: July 15, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF PROFESSIONAL SERVICES AGREEMENT BETWEEN FIRE
RECOVERY USA AND THE CITY OF WEST COVINA FOR INSPECTION AND PERMIT
BILLING SERVICES
RECOMMENDATION:
It is recommended that the City Council authorize the Acting City Manager to execute a Professional Services Agreement with Fire Recovery USA, LLC for inspection and permit billing services for a five-year term, in such final form as approved by the City Attorney.
BACKGROUND:
Pursuant to California Health & Safety Code Section 13145 and 13146, the Fire Department conducts annual state-mandated inspections of state-regulated buildings and structures, such as daycare facilities, schools, institutional facilities, multifamily residential dwellings, and high-rise buildings.
Also, in accordance with the California Fire Code sections 105.1.1 through 105.7.18, the Fire Department conducts annual operational inspections that allow the applicant to conduct an operation or a business for which a permit is required. The fees for these inspections are set forth in the City's Master Fee Schedule.
DISCUSSION:
Fire Recovery USA provides third-party billing services for Fire Department inspections and other Fire Department services. The Fire Department spends a significant amount of time billing for and receiving payment for state-mandated fire inspections and annual operational inspections. It is more efficient and cost-effective to have a third party bill for these fire inspections. By using a third-party billing service for these administrative responsibilities, fire inspectors can focus their efforts on conducting inspections to ensure compliance with the Fire Code.
Fire Recovery USA is the nation's largest cost-recovery company created to serve fire departments across the U.S. Since 2006, they have provided cost recovery services to departments in 33 states and are the leading provider of incident cost recovery in the nation. Their proprietary system and software allows Fire Recovery USA to efficiently and effortlessly bill for fire inspections in accordance with the City's Master Fee Schedule. Because of efficiencies delivered by their software and support services, Fire Recovery USA offers cost recovery that is extremely efficient and cost-effective.
Section 2-335(7) of Division 2 of Article VII of the West Covina Municipal Code provides an exemption from competitive bidding requirements for purchases made using another governmental or public from competitive bidding requirements for purchases made using another governmental or public agency's contract or substantially the same terms, provided: (a) the other agency used a solicitation method substantially similar to the method required by the City; and (b) the Purchasing Officer determines the City will realize overall value by utilizing the other agency's contract or contract terms compared to the City performing its own procurement. The Purchasing Division has verified that the City of San BuenaVentura's RFP (Attachment No. 1) meets the City of West Covina's bidding requirements as outlined in the City's Municipal Code and has confirmed that City will realize a greater overall value in cost savings and efficiency by using substantially the same terms as the City of San BuenaVentura's agreement with Fire Recovery USA (Attachment No. 3). During the San BuenaVentura RFP process, Fire Recovery was the only company to submit a bid.
Fire Recovery USA will process, invoice, and collect the inspection billing revenue on behalf of the City.
Fire Recovery USA charges the City $18.50 per paid collection. It collects its fees from the amounts collected on behalf of the City prior to issuing such amounts to the City. Because Fire Recovery USA is conducting cost-recovery services for the City and deducting its fees directly from the amounts collected on behalf of the City, there is no maximum compensation amount specified in the agreement. However, staff estimate that Fire Recovery USA's compensation will not exceed $30,000 annually.
The current agreement with Fire Recovery ended on June 30, 2025. The company has agreed to continue providing services on a month-to-month basis until a new agreement can be finalized.
Currently, the Fire Department does not have the staffing to manage this billing internally. Over the past five years, Fire Recovery has collected an average of $152,647 annually in revenue for the Fire Department and their cost for inspection billing is $4,932. Fire Recovery has staff dedicated to:
Creates invoice immediately after the completed inspection.
An invoice is emailed. If an email is not provided, Fire Recovery will mail the invoice.
Offers payment options: check or credit card.
Each invoice's progress is tracked and processed.
If payment is delayed, notifications are sent every 30, 60, 90 days.
If it is over 90+ days, an invoice is sent to finance for collections.
Fire Recovery keeps an entry log regarding every invoice (dates, time, notes).
Fire Recovery makes every effort to collect fees.
Given these factors and considering Fire Recovery is the largest cost-recovery company serving fire departments across 33 states, it is unlikely that an in-house solution could match the efficiency or cost-effectiveness of continuing with the current provider.
LEGAL REVIEW:
The City Attorney's Office has reviewed the draft agreement and approved it as to form and will review and approve the final form of the agreement prior to execution.
OPTIONS:
The City Council has the following options:
1. Approve staff's recommendation; or
2. Provide alternative direction.
Prepared by: Mike Browne, Acting Fire Chief
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
For each inspection conducted for state-mandated properties (ex. daycare facility commercial/residential, convalescent hospital, medical facility, hospitals, high-rise buildings, hotels/motels/apartments, schools, public/private) and operational annual inspections (ex. aerosol products, battery system, combustible fiber storage handling, combustible material storage, etc.), Fire Recovery will charge a $18.50 fee per each paid inspection. Each time Fire Recovery generates an invoice, the $18.50 fee is applied. If Fire Recovery is unable to collect on an invoice, the $18.50 fee does not apply, and the City will not need to reimburse Fire Recovery.
Fiscal Year Revenue to City
Fiscal Year 2019-2020 $148,116
Fiscal Year 2020-2021 $158,515
Fiscal Year 2021-2022 $140,591
Fiscal Year 2022-2023 $169,434
Fiscal Year 2023-2024 $146,584
Fire inspectors work hard to obtain accurate responsible party information when the inspection is conducted so that the billing process will be simplified for Fire Recovery. When Fire Recovery has an outstanding non-paid bill in excess of 90 days, they will ask the City to recover the inspection fee using the City's collection agency. If successful, the City would pay Fire Recovery the $18.50 fee.
Attachments
Attachment No. 1-RFP No. 20 Fire department 3rd Party Inspection Billing Attachment No. 2-Total Proposal - Ventura
Attachment No. 3 - Agreement between Ventura and Fire Recovery USA Attachment No. 4 - Ventura - First Amendment
Attachment No. 5 - Professional Services Agreement
Attachment No. 6_Agreement-Fire Recovery USA LLC_Inspection and Permit Billing Services Attachment No. 7_FRUSA Inspection and Permit Billing Services_Amendment No. One CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
Enhance City Image and Effectiveness
-
FIRE DEPARTMENT 3
RD PARTY INSPECTION BILLING
REQUEST FOR PROPOSALS
PROPOSAL NO. P-130000622
March 1, 2021
The City of Ventura invites your proposal for Fire Department Inspection Billing Services, per the attached Instructions/General Background, Scope of Work, Proposal Submittals, Proposal Format, Evaluation Factors, Evaluation Criteria, Award of Contract, General Provisions for Standard Form Contracts, and Attachment “A” - Standard Form General Services Agreement.
All questions shall be submitted via email to Jennifer Yates, Purchasing Supervisor, at [email protected], no later than Wednesday, March 10, 2021, at 2:00 PM.
Closing Time and Date
Your proposal and six (6) identical copies and a digital copy must be submitted in a sealed envelope marked “RFP No P-130000622.” prior to:
Wednesday, March 31, 2021, at 4:00pm
Until further notice Purchasing and Contracts will only accept electronic bid submittals. Please follow the instructions on how to utilize the Form Center to submit your bids/proposals.
1. Go to https://www.cityofventura.ca.gov/FormCenter/Purchasing-13/Bid-Opportunity-93
2. Enter all the fields listed. “Bid Number” is the only required field, but we are asking bidders to fill in all the fields.
3. Select “Browse…”. to upload your bid/proposal. NOTE: Each File size cannot exceed 20 MB.
4. Check “Receive an email copy of this form” and enter your email address
5. Select Submit
6. For additional information, please contact Jennifer Yates at (805) 658-4710.
Proposals received after the scheduled submittal deadline will be returned unopened.
Proposals will not be opened publicly, and the City will endeavor to keep such confidential until an award of contract.
Any communication with City staff, except for the Purchasing and Contracts Division, regarding this RFP, is prohibited. Disregard of this provision shall the result in rejection of the proposal.
Copies of the bid package and subsequent addenda may be obtained at www.cityofventura.ca.gov/bids
ATTACHMENT NO. 1
Table of Contents
FIRE DEPARTMENT 3RD PARTY INSPECTION BILLING ........................................................ 1 REQUEST FOR PROPOSALS.................................................................................................. 1
1. RFP Overview..................................................................................................................... 3
1.1. Background ..................................................................................................................... 3
1.2. Statement of Purpose and Objectives.............................................................................. 4
1.3. Basic Information Requested........................................................................................... 4
1.4. RFP Schedule of Events.................................................................................................. 5
1.5 Term of Agreement………………………………………………………………………………..6
2. Content Requirements and Information.................................................................................. 6
2.1. Responsibilities of Vendor ............................................................................................... 6
2.2. Basic Qualifications of Vendor......................................................................................... 6
2.3. Vendor’s Employee Conduct ........................................................................................... 6
2.4. Staffing ............................................................................................................................ 7
3. Proposal Submission Requirements ...................................................................................... 7
3.1. General Instructions ........................................................................................................ 7
3.2. Proposal Format.............................................................................................................. 8
4. Proposal Evaluation ............................................................................................................... 9
5. CITY OF SAN BUENAVENTURA - GENERAL PROVISIONS FOR STANDARD FORM CONTRACTS............................................................................................................................11
6. AUTHORIZATION SHEET.................................................................................................18 Attachment “A” – General Services Agreement………………………………………………………19
1. RFP Overview
1.1. Background
City of Ventura Description
The City of Ventura (City), incorporated in 1866 as the City of San Buenaventura, has a population of 109,000 and employs approximately 660 full-time employees and up to 450 temporary employees. Located in the State of California thirty (30) miles south of Santa Barbara, and sixty (60) miles northwest of Los Angeles, Ventura is a coastal community known for its historic downtown, harbor, pier, golf courses, beaches, parks, and passion for art and culture. The City operates under its own charter with the Council-Manager form of government. Ventura is a fullservice city providing police and fire services, parks and recreation, public works, and community development in addition to water treatment and distribution, stormwater processing, and wastewater management.
City of Ventura Fire Department
The Ventura City Fire Department maintains a highly trained and skilled workforce in many disciplines due to the unpredictable nature of emergencies. Our Firefighters provide exemplary service out of six fire stations located strategically across the City. The Fire Suppression/Operations Division provides daily staffing of 22 Firefighters to protect the city, with one Battalion Chief overseeing the on-duty crews as well as a three-man 40-hour roving engine.
In 2018, Ventura City Fire responded to over 16,000 calls for service.
The Fire Prevention Division is responsible for developing and implementing programs and policies that prevent or reduce the magnitude of emergency occurrences such as loss of property and life, personal injury, or environmental damage. In addition, this division reviews permits and oversees the proper installation of fire sprinkler, fire alarm, and fire suppression systems. Fire inspectors conduct inspections to ensure that current codes and standards are followed.
Hazardous Materials Specialists provide inspections for regulatory programs involving storage tanks and dangerous materials.
A program administered by the Fire Prevention Division is the state mandated annual inspection program which involves performing annual inspections of over 2,600 buildings including public and private schools, apartments, hotels/motels, condominiums, other R1 or R2 occupancies and Jails. Additionally, the Fire Prevention Division performs fire clearance, operational permit inspections, approximately 6,500 annual Fire Hazard Reduction Inspections, and other fire/life inspections of occupancies and parcels. In addition, the FPD also performs complaint inspections for complaints related to fire/life safety hazards at properties while another division within the City, Code Enforcement (which is part of the Community Development Department), performs nuisance and other non-life safety related complaint inspections.
1.2. Statement of Purpose and Objectives
The primary objective of this request for proposal is to seek a vendor to provide a range of billing for fire inspections and other fire prevention services as per the City adopted fee schedule for five years (beginning May 2021) with the option to extend services on a year-toyear basis after May 2026. The fee schedule is adopted by the City Council annually for fee increases and every two years for more substantial fee schedule changes. The revenues from these services will be utilized for the Fire Department to appropriately staff the Fire Prevention Division to perform the required inspections.
The Ventura Fire Department currently utilizes the Digital Health Department (DHD, a Tyler product) to document performance of inspections from the field on a tablet. Billing for inspections would be based on the City approved fee schedule and data from the DHD inspection program (from a billing export report provided to the vendor by the City on a recurring basis) on recent inspections performed.
The vendor must indicate what information is needed from the City (i.e., billing contacts, billing amount, etc.) in order to administer billing for the above programs. Additionally, the vendor must identify the cost to bill which will be added onto the customer’s invoice; consideration should be given to the invoice amount. A 7% Technology fee will also be added to each invoice as per the City’s adopted fee schedule.
Vendor billing and collections for services rendered on behalf of the Fire Department and City must be handled efficiently and effectively by an organization with experience providing similar services. We are looking for specified criteria in addition to an organization that will be responsive to staff needs. We are also seeking an organization that will be attentive to customer needs and inquiries through a friendly and helpful customer service-oriented staff.
The Fire Department billing for Hazardous Materials inspections as participating agency (PA) in the California Environmental Reporting Agency (CUPA) Program is currently performed by the County CUPA and new construction fire protection system plan check, and inspections are billed by the City; services for billing types do not need to be included in the vendors proposal.
Thus, the City of Ventura and the Ventura Fire Department (Herein referred to as the CITY) is accepting proposals that meet the terms, conditions, guidelines, and special requirements listed in this request for proposals.
1.3. Basic Information Requested
To be considered to begin an association with the City of Ventura, please include all applicable scope of services offered as well as the following:
A. Billing Procedure – Utilization of billing contacts, updating billing contacts, creating and mailing/emailing invoices, invoice and payment tracking, late notice reminders/tracking/billing, account reconciliation, payment processing, City access to
billing software program for checking payment status, internal workings.
B. Cashing Procedure – Payment processing fee, internal schedule of procurement and deposit or mailing of check for revenues collected (on behalf of the City) to City Finance Department.
C. Customer Service – As a professional representative of the Ventura Fire Department and City, specify how the vendor will address answering questions from customers on billing (process, the reason for billing, etc.), retrieving phone calls, accessibility, designated email address, online payment and other payment options for customers, response time to customer inquiries/messages, etc. Vendors should consider that the City is seeking a vendor to provide the full scope of billing service from start to finish to reduce the workload on Fire Department and City staff (which is not staffed sufficiently to perform billing services without a 3rd party vendor performing the billing, accounts receivable, collections, answering customer questions on billing contacts used/amounts/fire services provided, and complaints before escalating to Fire or City staff) to administer a billing program.
D. Reporting: Recurring reporting to the City on amounts billed and collected (cost recovery percentages) based on billing types.
E. Billing Structure: Consider and specify billing costs for specific types of billing. For instance, vendor should specify whether billing amounts are graduated (based on invoice amount or inspection type such as a parcel inspection vs. an occupancy inspection). Note: The City may pursue billing for additional services in the future (as approved with fee schedule changes) such as for short duration inspections (i.e., a fifteen-minute inspection billable at an hourly rate) and the cost for invoicing for those inspections vs. longer duration inspections should be considered and specified.
F. Cost recovery methodology and track record on cost recovery percentages G. Information and City involvement for vendor to provide the above services.
H. Billing Implementation Process and proposed timeline
1.4. RFP Schedule of Events
Request for Proposal Issued March 1, 2021
Deadline for Submitting Questions March 10, 2021, by 2:00 PM Proposal Submission Deadline March 31, 2021
Interviews/Selection of selected firm Completed by April 30, 2021 Planned Award of Contract May 2021
1.5. Term of Agreement
The term of this Agreement shall be May 2021, or the date both parties execute this Agreement (the “Effective Date”) and ending June 30, 2024.
Option to Extend for Good Performance: The City, with the consent of the Contractor, shall have the option for two (2) consecutive (1) one-year extensions, in accordance with the scope of work and general terms and conditions of the General Services Agreement. Any price increases or decreases shall be negotiated at the time of contract extension.
2. Content Requirements and Information
2.1. Responsibilities of Vendor
Provide adequate staffing that has a high enough level of expertise to implement a billing program meeting the needs of the City and City customers.
Consultant technician(s) is expected to provide their own transportation between City sites during their support activities.
Identify level of information and resources to collect from City departments. Identify level of City staff time across all development services’ departments needed to participate in project scope of work.
2.2. Basic Qualifications of Vendor
The qualified firms shall have extensive experience performing the billing services required for agencies of similar size and range of services as the City of Ventura.
The qualified firms must be properly licensed, staffed, equipped, and financed to perform the work relevant to a project of this nature.
The qualified firms shall have proven methodologies for implementation of billing programs in coordination with agencies and shall provide a project manager to lead the vendors efforts in implementing the required billing services.
2.3. Vendor’s Employee Conduct
Vendor will agree to remove any employee whose conduct is improper, inappropriate, or offensive as determined by the City. A removed employee is not to work on City premises or services for
the City without the written consent of the City. The Vendor will remove any employee from working in, or delivering to, City facilities that are convicted of a felony during his/her employment.
2.4. Staffing
The City may, at its sole discretion, relinquish the services of any and all of the Vendor’s staff without further obligation to the Vendor. In the event that the City relinquishes the services of one or more staff of the Vendor, the City may elect but shall not be obligated to accept alternate personnel from the Vendor to fulfill outstanding requirements. The vendor shall have the right to withdraw the services of individual Vendor staff upon 14 days written notice to the City.
3. Proposal Submission Requirements
3.1. General Instructions
Proposals should provide a straightforward, concise description of the vendor’s qualifications, proposed solution, and capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content and any specific data/staff time needed from City departments to implement the specified services. Glossy sales and marketing brochures are not necessary or desired. Proposals should be organized, consistent with the outline provided in this section of the RFP. Vendors must follow all formats and address all portions of the RFP set forth herein, providing all information requested. Vendors may retype or duplicate any portion of this RFP for use in responding to the RFP.
3.1.1 Examination of the Content of the RFP: By submitting a proposal, the Vendor represents that it has thoroughly examined and become familiar with the contents of the RFP and that itcan perform quality work to achieve the City objectives. The submission of a signed proposal shall be considered an agreement to all the terms, conditions, and specifications provided in theRFP.
i. Sample Agreement: A Sample General Services Agreement is attached (Attachment “A”) for the purpose of informing the proposer of the fixed, predetermined, standard contract provisions with which they will be required to comply. These provisions are subject to revision by the City at any time prior to the signing of the agreement. ii. Exceptions: If the Vendor suggests alternatives or states exceptions to any term or condition in the Agreement, or to any provision or recurrent of the RFP, such alternative or exception shall be clearly stated and identified in the submitted proposal. Otherwise, the successful Vendor will be expected to sign the Agreement upon award of the contract. Any alternative proposed must satisfy all minimum qualifications specified in the RFP. The City expressly reserves the right, in its sole discretion, to (1) reject a proposal containing any exception or alternatives as non-conforming, or (2) accept any proposal alternative or exception and to award a contract based thereon if determined to be in the best interest of the City.
3.2. Proposal Format
Proposals must be structured, presented, and labeled in the following manner:
Section 1.0 – RFP Cover Page: Provides basic Vendor contact information and an authorized signature accepting the City’s terms and conditions as stated in this solicitation. This section of the proposal must include the following company information:
1. Provide the legal entity name, Federal Employer Identification Number (EIN), and form of business (i.e., Corporation, LLC, etc.).
2. Identify if the vendor is a subsidiary of a larger company. If so, whom?
3. Provide the proposal contact name, address, phone number, and email address.
4. Identify the location of company headquarters and office which will support the service.
5. Identify any pending litigation against the vendor.
6. Identify if the vendor has filed any bankruptcy or insolvency processing in the last 10 years.
7. Identify any mergers, acquisitions, or sales of the vendor company within the last five years (if so, an explanation providing relevant details).
Section 2.0 – Vendor Response to RFP: Answers should be complete and in the order presented. The proposal should be as short as possible and do not include generic marketing materials.
Section 3.0 – Optional Appendices or Exhibits: Vendors may include sample reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the Vendor.
Do not include generic marketing materials.
Section 4.0 – Company Background
This section should identify the following:
1. A description of the vendor’s background, nature of business and organizational history.
2. A statement of how long the vendor has been providing support as required by this RFP.
The Company Background section should not exceed three (3) pages.
Section 5.0 – Company Qualifications
In this section of the proposal, identify company and staff qualifications and experience providing the requested services.
More specifically, this section should identify the following:
1. Describe your experience in government/municipal billing
2. Identify your existing client base including the number of clients you provided the services being proposed here.
The Company Qualifications section should not exceed three (3) pages.
Section 6.0 - References
Provide at least three references. For each reference, provide a technical and functional contact.
To the extent possible, the City prefers references from local government agencies with full City services like the City of Ventura.
For each reference, vendor should provide the following information:
1. Entity name
2. Customer technical and functional contact information (name, title, phone, and email)
3. Scope of work performed identifying the services provided Section 7.0 - Pricing
The City is seeking a clear and comprehensive understanding of all costs associated to provide the requested services.
4. Proposal Evaluation
Evaluation:
➢ Firm/Consultant Qualifications, services offered to satisfy RFP criteria, Experience, and Resources: experience, qualifications, and resources of the Proposer as reflected in the nature of its organization, its past experience, and its reputation.
➢ Completeness of Proposal: compliance with Proposal submittal requirements, including overall quality, clarity and concise presentation. ➢ References: quality of service, communications, and professionalism. ➢ Reasonableness of Cost.
Evaluation Criteria and Award of Contract
Proposals submitted will be subject to the City’s selection procedures for consultants. Accordingly, the final selection will be based upon overall capability to perform services, and not exclusively upon cost of services.
All proposals received by the submittal deadline will be evaluated in two phases by an evaluation team, based on the selection criteria described herein, and its associated point value.
The City of Ventura reserves the right to reject any or all proposals, in part or in their entirety. In addition, the City will award any resulting contract in a manner consistent with the City Purchasing and Contracts ordinance.
A selection panel will evaluate proposals that satisfactorily meet the evaluation criteria. These proposals will be evaluated in the following areas:
Scoring Component % of Score
1. Qualifications, services offered to satisfy RFP
criteria, experience, resources, including expertise,
competence, and availability of consultant 50%
2. Completeness of Proposal 10%
3. References 20%
4. Reasonableness of Cost 20%
Total Possible Score 100%
5. CITY OF SAN BUENAVENTURA - GENERAL
PROVISIONS FOR STANDARD FORM
CONTRACTS
Please Read Carefully
These provisions are part of your Bid/Proposal/Quotation and any resultant Agreement Definitions:
A. “Bidder’ is any individual, partnership, or corporation that submits a bid, proposal, or quotation.
B. “Bid,” “Proposal,” or “Quotation” shall hereafter be referred to as “Bid.” C. “Assistant Finance Director” shall mean the Assistant Finance Director or designee.
The Bidder agrees that:
A. Bidder has carefully examined the specifications, and all provisions relating to the item(s) to be furnished or the work to be done;
B. Bidder understands the meaning, intent, and requirements of the items to be furnished or work to be done; and
C. Bidder will enter into a written contract and furnish the item(s) or complete the work required in the time specified, in strict conformity with the specifications of the City of San Buenaventura (“City”) for the prices quoted.
1. Prices:
All prices and notations must be in ink or typewritten. Mistakes may be crossed out and corrections typed or written in with ink adjacent to the error. The person signing the bid must initial corrections in ink.
Bids shall indicate the unit price extended to show the total price for each item bid. Any difference between the unit price extended and the total price shown for all items bid shall be resolved in favor of the unit prices.
2. Bidder’s Security: NOT REQUIRED
A bid deposit in an amount equal to at least 10% of the bid may be required as a bid security by the City.
The bid security may only be in cash, a cashier’s check, a certified check made payable to the City, or a bid bond. If the bid security is a bond, it shall be executed by an insurer authorized to issue surety bonds in the State of California. The bid security must be executed by the Bidder and enclosed with the bid in the sealed bid envelope.
3. Faithful Performance Bond: NOT REQUIRED
If required, the Bidder will furnish the City with a surety bond conditioned upon the faithful performance of the contract. This may take the form of a bond executed by a surety company authorized to do business in the State of California and approved by the City, an endorsed Certificate of Deposit, or a money order or a certified check drawn on a solvent bank. The bond shall be in a sum equal to one hundred percent (100%) of the amount of the contract price. Such bond or deposit shall be forfeited to the City in the event that bidder receiving the contract shall fail or refuse to fulfill the requirements and all terms and conditions of the contract.
4. Items Offered:
If the item offered has a trade name, brand, and/or catalog number, such shall be stated in the bid. If the Bidder proposes to furnish an item of a manufacturer or bidder other than that mentioned on the face hereof, Bidder must specify maker, brand, quality, catalog number, or other trade designation. Unless such is noted on the bid form, it will be deemed that the item offered is that designated even though the bid may state “or equal.”
5. Brand Names:
Whenever reference to a specific brand name is made, it is intended to describe a component that has been determined to best meet operational, performance, or reliability standards of the City, thereby incorporating these standards by reference within the specifications. These specifications are not meant to limit the Bidder. They are guidelines to minimum qualifications. The Bidder shall indicate their compliance or non-compliance for each line of the specification. Any deviations from the specifications, or where submitted literature does not fully support the meaning of the specifications, must be clearly cited in writing by the Bidder.
An equivalent (“or equal”) may be offered by the Bidder, subject to evaluation and acceptance by the City.
It is the Bidder’s responsibility to provide, at Bidder’s expense, samples, test data, or other documentation the City may require to fully evaluate and determine acceptability of an offered substitute. The City reserves the right to reject a substituted component that will not meet or exceed City specifications.
6. Samples:
Samples may be required for bid evaluation and testing purposes. Bidders agree to provide samples within forty-eight (48) hours upon request and at no additional cost to the City.
7. Verification of Quotations:
Prices must be verified prior to bid submittal, as withdrawal or correction may not be permitted after the bid has been opened.
8. Firm Prices:
Prices on bid shall be firm prices not subject to escalation. In the event the specifications provide for escalation, the maximum limit shall be shown, or the bid shall not be considered. In the event of a decline in market price below a price bid, the City shall receive the benefit of such decline.
9. Alternative Bids:
To be responsive, Bidder must submit a bid that meets all specific bid requirements. Once Bidder has proposed a product which is responsive to the specification, Bidder may include with the bid any additional bids or alternative products that Bidder believes can meet or exceed the City’s requirements and that may offer additional advantages, benefits, or cost savings. The City reserves the right to evaluate, and accept or reject, such alternatives as though they were part of the original specifications without advertising for further bids, when in the best interests of the City. Any awards so made will be based on operational and cost analysis considerations that would result in the optimum economic advantage to the City.
10. Confidential Information:
Any information deemed confidential or proprietary should be clearly identified by the Bidder as such. It may then be protected and treated with confidentiality only to the extent permitted by law. Otherwise, the information shall be considered a public record. Information or data submitted with a bid will not be returned.
11. Quality:
Unless otherwise required in the specifications, Bidder shall assume that all goods furnished shall be new and unused.
12. Tropical Hardwoods:
Bidder shall not provide any tropical hardwood items to the City.
13. Modification or Withdrawal of Bids:
Bids may be modified or withdrawn by written notice sent by regular U.S. mail or email and received by the Purchasing and Contracts Section of the City’s Finance & Technology Department prior to the exact hour and date specified for receipt of bid. A bid may also be withdrawn in person by a bidder, or bidder’s authorized representative, prior to the exact hour and date set for receipt of bids. Telephone withdrawals are not permitted.
14. Late Bids:
Bids received after the exact time and date specified for receipt will not be considered.
15. Mistake in Bid:
(a) If the Bidder discovers a mistake in the bid prior to the hour and date specified for receipt of bid, Bidder may correct the mistake by modifying or withdrawing the bid in accordance with Section 13 above. (b) If prior to the issuance of a purchase order or a contract, the apparent low and best bidder discovers a mistake in the bid of a serious and significant nature which is unfavorable to Bidder, Bidder may request consideration be given to modify the bid if it remains the lowest, responsive, and responsible bid. The right is reserved by the City to reject any and all requests for correction of mistakes in bids received after the hour and date of the bid closing. The decision of the Assistant Finance Director is final with regard to acceptance or rejection of requests for correction of bids.
16. Signature:
All bids shall be signed, and the title and firm name indicated. A bid by a corporation shall be signed by an authorized officer, employee, or agent, and indicate his or her title.
17. Litigation Warranty:
The Bidder warrants that Bidder is not currently involved in litigation or arbitration concerning the materials or performance relative to the same or similar material or service to be supplied pursuant to this bid. Bidder further warrants that no judgments or awards have been made against Bidder on this basis. Disclosure to the City in the bid of pending litigation, arbitration, judgment, or award involving the same or similar material or service as to be supplied herein may disqualify the Bidder. The City reserves the right to consider the facts surrounding such disclosure and, in the event the bid is awarded to Bidder, to require Bidder to furnish the City with a surety bond pursuant to Section 2, above.
18. Royalties, Licenses and Patents:
Unless otherwise specified, the Bidder shall pay all royalties, license fees, and patent fees. The Bidder warrants that the materials to be supplied do not infringe any patent, trademark, or copyright, and further agrees to defend any and all suits, actions, and claims for infringement that are brought against the City, and to defend, indemnify, and hold harmless the City from all loss or damages, whether general, exemplary or punitive, as a result of any actual or claimed infringement asserted against the City, the Bidder, or those furnishing materials to Bidder to meet the bid specifications.
19. Performance Standards:
Performance of work and acceptability of equipment or materials supplied pursuant to any contract or award shall be to the satisfaction of the City.
20. Warranties:
(a) All material, labor, or equipment provided under the contract shall be warranted by Bidder and/or manufacturer for at least twelve (12) months after acceptance by City. Greater warranty protection will be accepted. Lesser warranty protection must be indicated by Bidder on the bid as an exception. (b) Bidder shall be considered primarily responsible to the City for all warranty service, parts, and labor applicable to the goods or equipment provided by Bidder under this bid, regardless of whether Bidder is an agent, broker, fabricator, or manufacturer’s dealer. Bidder shall be responsible for ensuring that warranty work is performed at a local agency or facility convenient to City and that services, parts, and labor are available and provided to meet City’s schedules and deadlines.
21. Addenda:
Before submitting a bid, each bidder shall ascertain whether any addenda have been issued. Failure to cover in this bid any such addenda issued may render the bid non-responsive and result in its rejection.
22. Taxes:
The City is exempt from Federal Excise Tax. The City is liable for State, City, and County Sales Taxes.
23. Living Wage Requirements:
Bidder understands and agrees that if Living Wages are applicable subject to the provisions of Chapter
2.525 of the San Buenaventura Municipal Code (the “Code”) entitled, “Living Wages and Benefits for City Services” (a copy of which is available upon request), Bidder will pay and/or provide the wages and/or benefits required therein to all of its employees engaged in whole or in part in performing the services required pursuant to the solicitation.
Moreover, Bidder will require any of its successors, assigns, and subcontractors who receive any compensation or other emoluments arising out of the performance of the services required to similarly pay and/or provide such wages and/or benefits to all of their employees engaged in whole or in part in performing such services.
24. Prevailing Wage Requirements:
Effective January 1, 2015, the payment of State prevailing rates of wages as designated for Ventura County for on-site work and delivery of materials shall apply to projects for alteration, demolition, repair, or maintenance work over $15,000. Prevailing wages are required to be paid to all workers, including subcontracted employees.
For information, go to:
https://www.dir.ca.gov/Public-Works/PublicWorksSB854FAQ.html Use of Prevailing Wages vs. Living Wages: In the event that there is a difference between the amount of wages to be paid under the City’s local Living Wage requirements and the requirements of this provision, the wage rate that is the higher of the two shall be applicable to the contract. PLEASE NOTE, with respect to Federal contracts, other requirements may apply, in which case, the highest of the federal Prevailing Wage, state Prevailing Wage and local Living Wage prevails.
It is unlawful to split, or separate into small portions, work orders, projects, purchases, or public works projects for the purpose of evading these prevailing wage requirements.
25. Conflict of Interest:
No City employee or elected or appointed member of City government, or member of the employee’s immediate family, may participate directly or indirectly in the procurement process pertaining to this bid if they:
(a) Have a financial interest or other personal interest that is incompatible with the proper discharge of their official duties in the public interest or would tend to impair their independence, judgment, or action in the performance of their official duties.
(b) Are negotiating for or have an arrangement concerning prospective employment with Bidder. The Bidder warrants to the best of his knowledge that the submission of the bid will not create such conflict of interest. In the event such a conflict occurs, the Bidder is to report it immediately to the Assistant Finance Director. For breach or violation of this warranty, the City shall have the right to annul this contract without liability at its discretion, and Bidder may be subject to damages and/or debarment or suspension.
26. Gratuities:
The City may rescind the right of the Bidder to proceed under this agreement if it is found that gratuities in the form of entertainment, gifts, or otherwise are offered or given by the Bidder, or any agent or representative of the Bidder, to any officer or employee of the City with the intent of influencing award of this agreement or securing favorable treatment with respect to performance of this agreement.
27. Insurance: REQUIRED
Prior to commencement of the services required by this bid, the Bidder shall procure and maintain in full force and effect all of the insurance required by Exhibit “C,” attached hereto and incorporated herein by this reference.
28. Indemnification:
As a separate and independent covenant from BIDDER’s obligations under Section 27 hereof, BIDDER shall indemnify, protect, defend with counsel acceptable to the CITY, and hold CITY and CITY’s officers, employees, agents, and volunteers harmless and free from any and all claims, liabilities, or expenses, including attorney’s fees, arising out of or relating to any negligent act, negligent omission, or wrongful conduct related in any way to BIDDER’s performance of its services pursuant to this Agreement. In the event CITY and/or any of CITY’s officers, employees, agents, or volunteers are named in any lawsuit, or should any claim be made against it or any of them by lawsuit or otherwise arising out of or relating to such negligent act, negligent omission, or wrongful conduct, BIDDER shall indemnify them for any judgment rendered against them for such negligent act, negligent omission, or wrongful act, any sums paid out in settlement or otherwise, and all costs incurred by them in their defense, including but not limited to attorney’s fees.
BIDDER also understands and agrees that it is being employed to perform the services provided for by this Agreement because of BIDDER’s professed expertise and experience in performing such services. In addition, BIDDER understands and agrees that while CITY or CITY’s officers, employees, agents, or volunteers may elect to do so, they have no duty to review, inspect, monitor, or supervise the work performed by BIDDER pursuant to this Agreement except as otherwise expressly provided for by this Agreement. As a consequence, BIDDER waives any right of contribution against CITY or any of CITY’s officers, employees, agents, or volunteers arising out of such failure to inspect, review, monitor, or supervise the work performed by BIDDER pursuant to this Agreement.
The BIDDER’s obligations under this Section of the Agreement shall survive the termination of the agreement.
29. Award of Contract:
(a) Bids will be analyzed, and award will be made to the lowest, responsive, and responsible bidder whose bid conforms to the solicitation and whose bid is considered to be most advantageous to the City. (b) The City reserves the right to reject any item or items. (c) The City reserves the right to award one or more contracts on the bids submitted, either by award of all items to one bidder or by award of separate items or groups of items to various bidders as the interests of the City may require unless the bidder clearly specifies otherwise in his bid.
Upon acceptance by the City, the solicitation, bid, price quotation, and a purchase order issued to the successful bidder shall be deemed to result in a binding contract incorporating those terms and these General Provisions.
30. Request for Proposal (RFP) Submittals:
The documents submitted by prospective bidders are competitive sealed proposals and not competitive sealed bids. When proposals are opened, prices and other information will not be made public until the proposal is awarded. There will be no disclosure of any bidder’s information to competing bidders prior to the award of the proposal. At that time, the executed contract and proposals will become public information.
31. Protests:
Protests by unsuccessful bidders to the selection for award shall be submitted in writing to the Assistant Finance Director no later than ten (10) calendar days from the date of the letter of notice. Failure to submit a timely written protest to the Assistant Finance Director shall bar consideration of such protest. The Assistant Finance Director shall consider the merits of the protest and make a determination that shall be immediately communicated to the protesting bidder. Any appeal concerning the determination of the Assistant Finance Director shall be submitted in writing to the Finance & Technology Director no later than five (5) calendar days after the original determination is communicated to the Bidder. The Finance & Technology Director shall hear the documented arguments of the protest and a written determination will be made and returned to the affected bidder(s). Determinations by the Finance & Technology Director concerning protests are final.
32. Documentation:
Due to the time constraints that affect contract performance, all required documents, certificates of insurance, and bonds shall be provided to the City within ten (10) calendar days following award or date of request by City, whichever is later. Any failure to comply may result in the bid being declared non-responsive and rejected, and at City’s option, if a bid bond was required, it may be attached for damages suffered.
33. Document Ownership:
(a) All technical documents and records originated or prepared pursuant to this solicitation, including papers, reports, charts, and computer programs, shall be delivered to and become the exclusive property of the City and may be copyrighted by the City. Bidder assigns all copyrights to City by undertaking this agreement.
(b) All inventions, discoveries, enhancements, changes, or improvements of computer programs developed pursuant to this solicitation shall be the property of the City, and all patents or copyrights shall be assigned to City, unless otherwise agreed. Bidder agrees that City may make modifications to computer software furnished by Bidder without infringing Bidder’s copyright or any license granted to City.
34. Advertisements, Product Endorsements:
City employees and agencies or organizations funded by the City are prohibited from making endorsements, either implied or direct, of their company, commercial products, or services, without prior written approval of the City Manager.
35. Optional Cooperative Purchase Agreement
It is intended that any other public agency (i.e., city, district, public agency, municipality, or state agency) located within California shall have the option to participate in any award made as a result of this bid. The City shall incur no financial responsibility in connection with purchase orders or contracts made by the Bidder with another public agency resulting from this bid. The public agency shall accept sole responsibility for placing orders and making applicable payments to the Bidder. The option shall not be considered in the bid evaluation.
36. City Provisions to Prevail:
The City’s General Provisions shall govern any contract award. Any standard terms and conditions submitted by Bidder may result in the rejection of the bid. To the extent not otherwise provided for by the contract documents, the California Commercial Code shall apply.
37. Invalid Provisions:
In the event that any one or more of the provisions of this bid shall be found to be invalid, illegal, or unenforceable, the remaining provisions shall remain in effect and be enforceable.
38. Lawful Performance:
Bidder shall abide by all Federal, State and Local Laws, Ordinances, Regulations, and Statutes as may be related to the performance of duties under this solicitation. In addition, all applicable permits and licenses required shall be obtained by the Bidder, at Bidder’s sole expense.
39. Venue:
This agreement shall be governed by and interpreted according to the laws of the State of California, and venue for any proceeding shall be in the Superior Court of California, County of Ventura.
40. Small Local Business Purchasing Preference: NOT APPLICABLE In determining the lowest responsible bidder for any city purchase of goods or public works construction contract that is for $250,000 or less, and when responsibility and quality are equal, a credit of five percent (5%) of the bid submitted by the lowest responsible bidder meeting specifications shall be given to a bidder that meets the definition of a “Small Local Business,” as defined in Attachment “B.” Certification: Should Bidder meet the requirements of a Small Local Business, Attachment “B” must be completed and returned with a valid and authorized quotation.
APPROVED AS TO FORM
PER SBMC, SECTION 4.600.050
Gregory G. Diaz, City Attorney
6. AUTHORIZATION SHEET
REQUEST FOR PROPOSAL P-130000622 FIRE DEPARTMENT 3
RD PARTY INSPECTION
BILLING SERVICES
1. Price, terms and any other conditions quoted shall remain valid and in effect from bidclosing date to _____________.
2. This is to certify that I have carefully reviewed the City of San Buenaventura’s Proposal for REQUEST FOR Proposal NO. P-130000622 Fire Department 3
rd Party Inspection Billing Services and have clearly
indicated in writing any exceptions my firm is making. Therefore, I, the undersigned, hereby agree to both furnish and deliver the Proposal in this quotation complete as specified, if awarded, within the time specified and at the price quoted therein and without any additional charges to the City of San Buenaventura.
COMPANY NAME
PHONE NUMBER FAX NUMBER
COMPLETE MAILING ADDRESS
EMAIL ADDRESS
NAME AND TITLE OF AUTHORIZED COMPANY OFFICIAL
SIGNATURE DATE
Attachment “A”
CITY OF SAN BUENAVENTURA AND ________________________________________________ AGREEMENT NO. _____________________
By this General Services Agreement (“Agreement”), the City of San Buenaventura (“CITY”) agrees to engage the services of CONTRACTOR (identified below), and CONTRACTOR agrees to perform the services for CITY as herein described, for the compensation, during the term, and otherwise subject to the covenants and conditions herein set forth. CITY and CONTRACTOR may be individually referred to as “Party” or collectively as the “Parties.”
1. FEDERAL FUNDING.
Check this box if the Agreement is funded by a federal grant or cooperative agreement program, either directly or indirectly. If checked, Exhibit D must be included with and applies to this Agreement. (Indirect funding is when the City of San Buenaventura receives federal funding through a source other than the federal government. E.g., the federal government provides funding to the State of California and the State then passes the funding through to a local government entity such as the City of San Buenaventura.) In the event of any contradictions or inconsistencies between Exhibit D and the provisions of the Agreement itself, the terms of Exhibit D shall control.
2. SUMMARY DESCRIPTION OF SERVICES. __________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
3. PARTIES.
CITY OF SAN BUENAVENTURA (“CITY”), a charter city and municipal corporation of the State of California, located at 501 Poli Street, Ventura, CA 93002 __________________________________ (“CONTRACTOR”), [capacity] , located at __________________________________________________________
4. TERM OF AGREEMENT: From (Date): ___________ (“Effective Date”) To (Date):
_________________
Optional Extension (initial term, plus any option to extend, shall not exceed a total of five (5) years):
____________________________________________________________________________________ _
5. AGREEMENT AMOUNT: $_______________________________________________________
6. DESIGNATED REPRESENTATIVES.
The Designated Representatives listed below shall be authorized to act on behalf of the named Party, be responsible for negotiations and contractual matters, and coordinate with each other to perform the services under this Agreement. Additionally, CONTRACTOR’s services shall be performed or immediately supervised by the CONTRACTOR’s Representative:
CITY Designated Representative: CONSULTANT Designated Representative:
Name: Name:
Title: Title:
Phone: Phone:
Email: Email:
Mailing Address (if differs from above): Mailing Address (if differs from above):
7. CONTRACTUAL PREREQUISITES.
7.1. This Agreement must first be approved as to form by the City Attorney, then executed by the CONTRACTOR, after which the Agreement may be executed by an authorized person on behalf of the CITY.
7.2. A request for modification of the terms herein must be made in writing and presented to the Designated Representative of the CITY prior to the time this Agreement is executed.
7.3. All proof of business license, insurance, and W-9 forms is required prior to execution of this Agreement.
8. CONTRACTOR'S SERVICES.
CONTRACTOR shall perform/agrees to perform the tasks, obligations, and services set forth in the “Scope of Services,” attached to and incorporated into this Agreement as “Exhibit A.” Once this Agreement is executed, the Scope of Services may only be modified by written Amendment pursuant to Section 18 of this Agreement.
9. COMPENSATION.
CITY shall pay CONTRACTOR for the services performed pursuant to the terms of this Agreement in the time and manner set forth in the “Schedule of Compensation,” attached to and incorporated into this Agreement as “Exhibit B.” Once this Agreement is executed, the Schedule of Compensation may only be modified by written Amendment pursuant to Section 18 of this Agreement.
10.PAYMENT.
The CITY shall pay all undisputed portions of any applicable invoice within thirty (30) days after receipt of an invoice. In the event the CITY disputes one or more items in an invoice, the CITY shall, within thirty (30) days after receipt of such invoice, notify the CONTRACTOR of the item(s) being disputed and the reason(s) therefore. The CITY may withhold payment for such disputed items until resolution of the dispute.
11. COMMENCEMENT OF PERFORMANCE.
CONTRACTOR shall not perform any work under this Agreement until: (i) CONTRACTOR furnishes proof of insurance as required under Section 21 of this Agreement, and (ii) CITY provides CONTRACTOR a signed General Services Agreement, which shall serve as a Notice to Proceed.
All services required of CONTRACTOR under this Agreement shall be completed on or before the end of the term of the Agreement.
12. STATUS OF CONTRACTOR.
The Parties agree that CONTRACTOR (and any subcontractors), in performing the services herein specified, shall act as an independent contractor and shall have control of all work for which CONTRACTOR is responsible, and the manner in which it is performed. CONTRACTOR shall be free to contract for similar service to be performed for other employers while under contract with CITY, provided that such work does not create a conflict of interest. CONTRACTOR shall have no right or power to bind the CITY to any contracts or agreements with third parties. CONTRACTOR is not an agent or employee of the CITY and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits CITY provides for its employees. However, the CITY retains the right to provide general instructions to and observe the CONTRACTOR in the performance of all services done on behalf of the CITY.
In the event CONTRACTOR or an employee, agent, or subcontractor of CONTRACTOR providing services under this Agreement is determined by a court of competent jurisdiction with the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the CITY, CONTRACTOR shall indemnify, protect, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONTRACTOR or their employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which might otherwise be deemed the responsibility of the CITY.
13. LAWFUL PERFORMANCE.
CONTRACTOR shall abide by all Federal, State, and Local Laws and Regulations as may be related to the performance of duties under this Agreement. CONTRACTOR, at its sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
14. SAFETY REQUIREMENTS.
CONTRACTOR shall not perform any services for the CITY when the CONTRACTOR is impaired by alcohol or a controlled substance. When there is reasonable cause to believe that any person has violated this provision, that person shall be immediately removed from the premises and be subject to any applicable civil and/or criminal penalties under the CITY’s Code and/or under state law. All work performed under this Agreement shall be performed in such a manner as to provide safety to the public. The CITY reserves the right to issue restraining or cease and desist orders to CONTRACTOR when unsafe or harmful acts are observed or reported relative to the performance of the work under this Agreement. The acceptance of CONTRACTOR's work by CITY shall not operate as a release of the CONTRACTOR from such standard of care and workmanship.
15. OWNERSHIP OF CONTRACTOR’S WORK PRODUCT.
CITY shall be the owner of any and all technical documents and records, including, computations, plans, correspondence, and/or other pertinent data and information, both hard copy and electronic, gathered or prepared by CONTRACTOR in performance of this Agreement and shall be entitled to immediate possession of the same upon completion of the work under this Agreement, or at any earlier or later time when the same may be requested by CITY.
15.1. Records and Inspections. The CONTRACTOR shall maintain full and accurate records, with respect to all services and matters covered under this Agreement. The CITY shall have free access at all reasonable times to such records, both hard copy and electronic, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings, and activities.
15.2. Deliverables. CONTRACTOR shall deliver to the CITY the studies, plans, specifications, or other documents as are identified in the Scope of Services; and CONTRACTOR shall, upon completion of all work, submit to the CITY all information developed in the course of the CONTRACTOR's services. CONTRACTOR shall, in such time and in such form as the CITY may require, furnish reports concerning the status of services required under this Agreement. CONTRACTOR shall, upon request by CITY and upon completion or termination of this Agreement, deliver to the CITY all material furnished to CONTRACTOR by the CITY.
15.3. Ownership – Generally. All inventions, discoveries, enhancements, changes, or improvements of computer programs developed pursuant to this Agreement shall be the property of the CITY, and all patents or copyrights shall be assigned to the CITY, unless otherwise agreed. CONTRACTOR agrees that CITY may make modifications to computer software furnished by CONTRACTOR without infringing CONTRACTOR’s copyright or any license granted to CITY, unless otherwise agreed.
15.4. Ownership of Documents. Every report, draft, work product, map, record, and other document reproduced, prepared, or caused to be prepared by the CONTRACTOR pursuant to or in connection with this Agreement shall be the exclusive property of the CITY.
15.5. Confidentiality. CONTRACTOR may be granted access to information that is exempt from disclosure to the public (Government Code Section 6254 and 6254.16) and may contain “trade secrets” (see Government Code Section 6254.7) when it is necessary for CONTRACTOR to perform its obligations pursuant to this Agreement. If CONTRACTOR is granted such access to confidential information, CONTRACTOR shall not be considered to be a member of the public as that term is used in Government Code Section 6254.5.
15.6. Disclosure of Information. CONTRACTOR shall not disclose, publish, or authorize others to disclose or publish, design data, drawings, specifications, reports, or other information pertaining to the projects assigned to CONTRACTOR by the CITY or other information to which the CONTRACTOR has had access during the term of this Agreement without the prior written approval of the CITY’s Designated Representative during the term of this Agreement and for a period of two (2) years after the termination of this Agreement.
16. NON-APPROPRIATION OF FUNDS.
Payments due and payable to CONTRACTOR for current services are within the current budget and within an available, unexhausted, and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONTRACTOR’s services beyond the current fiscal year, and if no funds are legally available from other sources to lawfully make the payments, this Agreement may be terminated at the end of the original term or renewal term and the CITY shall not be obligated to make further payments beyond the current original or renewal term. The CITY will provide notice of its inability to continue the Agreement at such time as the CITY’s Designated Representative is aware of the non-appropriation of funds. However, failure to notify does not renew the term of the contract.
17. TERMINATION OF AGREEMENT.
At any time, with or without cause, the CITY shall have the right, in its sole discretion, to terminate this Agreement by giving written notice to CONTRACTOR pursuant to Section 31 of this Agreement, and such termination shall be effective immediately upon giving notice. There shall be no period of grace after giving the notice of termination. Upon termination, CITY shall be liable to CONTRACTOR only for work done by CONTRACTOR up to and including the date of termination of this Agreement unless the termination is for cause, in which event CONTRACTOR need be compensated only to the extent required by law. CONTRACTOR may terminate this Agreement at any time during the term of the Agreement by giving the CITY sixty (60) days’ written notice.
17. OPTION TO EXTEND AGREEMENT.
When in the CITY’s best interest, this Agreement may be extended on a daily, month-tomonth, annual, or other basis by modification pursuant to Section 18 of this Agreement. The initial term, plus any option to extend, shall not exceed a total of five (5) years.
18. MODIFICATION OF AGREEMENT.
This Agreement may be amended, modified, or otherwise altered, or its provisions waived, only upon mutual consent of the Parties by written amendment, and as authorized by the San Buenaventura Municipal Code, sections 4.600.190 and 4.600.200.
19. ASSIGNMENT.
This Agreement is for the non-professional services of CONTRACTOR. Any attempt by CONTRACTOR to assign the benefits or burdens of this Agreement without the prior written approval of CITY shall be prohibited and shall be null and void. CONTRACTOR's services pursuant to this Agreement shall be provided by the CONTRACTOR’s Designated Representative or directly under his/her supervision, and CONTRACTOR shall not assign another to supervise the CONTRACTOR's performance of this Agreement without the prior written approval of CITY, by and through the CITY’s Designated Representative.
20. INDEMNIFICATION & HOLD HARMLESS.
As a separate and independent covenant from CONTRACTOR’s obligations under Section 21 hereof, CONTRACTOR shall indemnify, protect, defend with counsel acceptable to the CITY, and hold CITY and CITY’s officers, employees, agents, and volunteers harmless and free from any and all claims, liabilities, or expenses, including attorney’s fees, arising out of or relating to any negligent act, negligent omission, or wrongful conduct related in any way to CONTRACTOR’s performance of its services pursuant to this Agreement. In the event CITY and/or any of CITY’s officers, employees,
agents, or volunteers are named in any lawsuit, or should any claim be made against it or any of them by lawsuit or otherwise arising out of or relating to such negligent act, negligent omission, or wrongful conduct, CONTRACTOR shall indemnify them for any judgment rendered against them for such negligent act, negligent omission, or wrongful act, any sums paid out in settlement or otherwise, and all costs incurred by them in their defense, including but not limited to attorney’s fees.
CONTRACTOR also understands and agrees that it is being employed to perform the services provided for by this Agreement because of CONTRACTOR’s professed expertise and experience in performing such services. In addition, CONTRACTOR understands and agrees that while CITY or CITY’s officers, employees, agents, or volunteers may elect to do so, they have no duty to review, inspect, monitor, or supervise the work performed by CONTRACTOR pursuant to this Agreement except as otherwise expressly provided for by this Agreement. As a consequence, CONTRACTOR waives any right of contribution against CITY or any of CITY’s officers, employees, agents, or volunteers arising out of such failure to inspect, review, monitor, or supervise the work performed by CONTRACTOR pursuant to this Agreement.
The CONTRACTOR’s obligations under this Section of the Agreement shall survive the termination of the Agreement.
21. INSURANCE.
Prior to commencing the services required by this Agreement, and at all other times this Agreement remains in effect, the CONTRACTOR shall procure and maintain in full force and effect all of the insurance required by Exhibit “C,” attached hereto and incorporated herein by this reference.
22. LIVING WAGE REQUIREMENTS.
During the term of this Agreement, CONTRACTOR understands and agrees that if Living Wages are applicable subject to the provisions of Chapter 2.525 of the San Buenaventura Municipal Code (the “Code”) entitled, “Living Wages and Benefits for City Services” (a copy of which is available upon request), CONTRACTOR will pay and/or provide the wages and/or benefits required therein to all of its employees engaged in whole or in part in performing the services provided for by this Agreement.
23. PREVAILING WAGE REQUIREMENTS.
23.1. Application. The payment of State prevailing rates of wages as designated for Ventura County for on-site work and delivery of materials shall apply to public works construction projects over $25,000 and projects for alteration, demolition, repair, or maintenance work over $15,000. Prevailing wages are required to be paid to all workers, including subcontracted employees.
23.2. Compliance with California Department of Industrial Relations (DIR). To determine if this Agreement is subject to compliance monitoring and enforcement, go to:
https://www.dir.ca.gov/Public-Works/PublicWorksSB854FAQ.html
23.3. Contract Splitting. It is unlawful to split, or separate into small portions, work orders, projects, purchases, or public works projects for the purpose of evading these prevailing wage requirements.
23.4. Use of Prevailing Wages vs. Living Wages. In the event that there is a difference between the amount of wages to be paid under the CITY of Ventura’s local Living Wage requirements and the requirements of this provision, the wage rate that is the higher of the two shall be applicable to this Agreement. PLEASE NOTE, with respect to Federal contracts, other requirements may apply, in which case, the highest of the federal Prevailing Wage, state Prevailing Wage and local Living Wage prevails.
24. COVENANTS AND CONDITIONS.
Each term and each provision of this Agreement to be performed by CONTRACTOR shall be construed to be both a covenant and a condition.
25. NOTICE OF BREACH AND OPPORTUNITY TO CURE.
Neither Party will be deemed to be in breach of this Agreement based on a breach that is capable of being cured until it has received written notice of the breach from the other Party. The Party charged with breach will have fifteen (15) days from the date of receiving such notice in which to cure the breach or otherwise respond. If the circumstances leading to the charge that the Agreement was breached have not been cured or explained to the satisfaction of the other Party within fifteen (15) days from the date on which the Party received notice of breach, the nonbreaching Party may terminate this Agreement.
26. WAIVER.
CITY’s review or acceptance of, or payment for, work product prepared by CONTRACTOR under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONTRACTOR’s performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.
27. DISPUTES.
Except as otherwise provided in these provisions, any dispute concerning a question of fact arising under this Agreement, shall be decided by the CITY’s Designated Representative, who shall reduce this decision to writing and mail a copy to the CONTRACTOR. The decision of the CITY’s Designated Representative shall be final and conclusive unless CONTRACTOR requests mediation within ten (10) calendar days. Pending final decision of a dispute, the CONTRACTOR shall proceed diligently with the performance of the Agreement and in accordance with the decision of the CITY’s Designated Representative.
28. DISPUTE RESOLUTION.
Should an unresolved dispute arise out of this Agreement, any Party may request that it be submitted to mediation. The Parties shall meet in mediation within a reasonable time not to exceed forty-five (45) days of a request. The mediator shall be agreed to by the mediating Parties. In the absence of an agreement on a mediator, the Parties shall each submit one name from mediators listed by the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a “blindfold” process.
The cost of mediation shall be borne equally by both Parties. Neither Party shall be deemed the prevailing Party. No Party shall be permitted to file a legal action without first meeting in mediation
and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the Parties but not more than sixty (60) days, unless the maximum time is extended in writing by both Parties.
29. TAXPAYER IDENTIFICATION NUMBER.
CONTRACTOR shall provide CITY with a complete Request for Taxpayer Identification Number and Certification as issued by the Internal Revenue Service.
30. USE OF THE TERM “CITY.”
Reference to “CITY” in this Agreement includes the CITY, its City Manager, or any authorized representative acting on behalf of the CITY.
31. NOTICES.
All notices given or required to be given pursuant to this Agreement shall be in writing and may be given by personal delivery or by first-class mail. Notice sent by mail shall be addressed to each Party’s Designated Representative as set forth above in Section 5. When addressed in accordance with this Section, such notice shall be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices shall be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this Section.
32. FORCE MAJEURE.
Neither the CONTRACTOR nor the CITY shall be responsible for any delay caused by any contingency beyond their control, including, but not limited to, war or insurrection, walkouts by the Party’s own employees, fires, natural calamities, riots, or demands or requirements of governmental agencies other than the CITY.
33. GOVERNING LAW.
The terms of this Agreement shall be interpreted according to the laws of the State of California. Should litigation occur, venue shall be in the Superior Court of California, County of Ventura.
34. SEVERABILITY.
If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect and be enforceable.
35. INTEGRATED AGREEMENT.
This Agreement and the attached exhibits to this Agreement represent the entire understanding between the Parties. No verbal agreement or implied covenant shall be held to vary the provisions of this Agreement. This Agreement shall bind and inure to the benefit of the Parties to this Agreement and any subsequent successors and assigns.
36. NO THIRD-PARTY BENEFICIARY.
This Agreement shall not be construed to be an agreement for the benefit of any third-party or parties, and no third party or parties shall have any claim or right of action under this Agreement.
37. AUTHORITY TO EXECUTE.
Each Party hereto expressly warrants and represents that through its Designated Representative it has the authority to execute this Agreement on behalf of its corporation, partnership, business entity, or governmental entity, and warrants and represents that the Designated Representative has the authority to bind each Party to the performance of its obligations hereunder.
38. EXECUTION – COUNTERPARTS.
This Agreement may be executed in any number of counterparts and each such duplicate counterpart shall constitute an original, but they shall not be effective nor enforceable unless and until it is executed with the handwritten signature of an authorized representative of each of the relevant Parties. No counterpart shall be deemed to be an original or presumed delivered unless and until the counterpart executed by the other Party to this Agreement is in the physical possession of the Party seeking enforcement thereof.
39. INCONSISTENT OR CONFLICTING TERMS.
In the event of any contradictions or inconsistencies between any attached documents or exhibits incorporated by reference herein and the provisions of the Agreement itself, the terms of the Agreement shall control. Any exhibit that is attached and incorporated by reference shall be limited to the purposes for which it is attached, as specified in this Agreement. Any contractual terms or conditions contained in such exhibit imposing additional obligations on the CITY are not binding upon the CITY’s Designated Representative unless specifically agreed to in writing, and initiated by CITY’s Designated Representative, as to each additional contractual term or condition.
40. ACKNOWLEDGEMENT.
By signing below, CONTRACTOR acknowledges that it has reviewed the CITY’s General Services Agreement terms and conditions and insurance requirements, and that CONTRACTOR hereby agrees to full compliance.
Signatures Follow
In witness whereof, the Parties have entered this Agreement on the date last signed below (“Effective Date”).
CITY OF SAN BUENAVENTURA [CONTRACTOR NAME]
______________________________ ________________________________ Name: Name:
Title: Title:
______________________________ ________________________________ Date Date
________________________________
Name:
Title:
_______________________________
Date
_______________________________
Tax Identification Number
APPROVED AS TO FORM
GREGORY G. DIAZ, CITY ATTORNEY
PER SBMC, SECTION 4.600.050
Any modification to this pre-approved
Standard Form requires further
review and approval by the City Attorney.
EXHIBIT A
GENERAL SERVICE AGREEMENT
(City of San Buenaventura and )
SCOPE OF SERVICES
EXHIBIT B
GENERAL SERVICE AGREEMENT
(City of San Buenaventura and )
SCHEDULE OF COMPENSATION
EXHIBIT C
GENERAL SERVICES AGREEMENT
(City of San Buenaventura and )
INSURANCE REQUIREMENTS
Prior to contract approval, CONSULTANT/CONTRACTOR/SELLER/BIDDER (hereafter referred to as “Contractor”) must procure, agree to maintain and supply evidence of insurance at the levels listed and in accordance with the other provisions listed in this document.
1. Coverage Types and Limits
a) Commercial General Liability (ISO CGL CG 00 01) - including coverage for bodilyinjury, property damage, products & completed operations, and personal injury arising from the contractor’s activities.
Commercial General Liability (CGL) per Occurrence
Commercial General Liability Aggregate or Combined Single Limit (CSL)
$2 million
$4 million
b) Auto Liability for owned, hired, and non-owned vehicles per Occurrence(or non-owned & hired if contractor has no autos).
Auto Liability Aggregate or Combined Single Limit
$1 million
c) Worker's Compensation with a Waiver of Subrogation in favor of the City Employer's Liability
$ 1million
d) Crime/Employee Dishonesty Policy
The Crime policy shall name The City of San Buenaventura as Loss Payee. Pertainsto IT and Financial contracts. Contact Risk Manager for specific requirements.
$2 million
e) Cyber Liability Policy with Network Security/Data Privacy Coverage Pertains to contracts with IT component. Contact Risk Manager for specific requirements.
$2 million
f) Technology E&O/Technology Professional Liability
Contact Risk Manager for specific r equirements.
$2 million
2. Insurance Policy Provisions, Endorsements, and other Requirements Contractor agrees to comply with the following additional requirements with respect to the insurance:
a) Liability Coverage shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance, primary or excess, available to City or any officer, employee, agent, or volunteer of City. Assuch, a Primary and Non-Contributory Endorsement (with coverage at least as broad as ISO CG 2001 04 13) is required on all liability policies.
b) Contractor waives its right of subrogation against the City. As such, a Waiver of Subrogation Endorsement is required on the Contractor's Worker's Compensation policy.
c) A "Blanket" Additional Insured Endorsement (a/k/a "automatic additional insured endorsement"), attached to the Commercial General Liability policy covering premises liability, ongoing operations, product liability, and completed operations is required. If a "Blanket" endorsement is not available, Contractor may submit a combination of the following endorsements:
An Additional Insured Endorsement covering Premises and Ongoing Operations CG 20 10 04 13 or itsequivalent (CG 20 26, CG 20 33, or CG 20 38) AND
and Additional Insured Endorsement covering Completed
Operations CG 20 37 04 13.
d) Insurance Policies must be issued by an insurance company licensed to do business in the State ofCalifornia with an AM Best rating of not less than A:VII.
e) Each insurance policy required above shall provide that coverage shall not be canceled except with 30days’ notice to the City.
f) The Description section of the Certificate must include the following language:
The City of San Buenaventura, its officers, officials, agents, employees and volunteers shall be named as anadditional insured under the General Liability and Auto Liability policies. All Liability policies are primary and Non-Contributory. Waiver of Subrogation applies to the Worker’s Compensation policy. 30-day notice of cancellation will be provided to the Certificate Holder. g) A Certificate of Insurance must include the following language in the Certificate Holder section:
City of San Buenaventura, its officers, officials, agents, employees and volunteers
501 Poli Street
Ventura, CA 93002
h) Contractor will provide proof that policies of insurance required herein expiring during the term of thisAgreement have been renewed or replaced with other policies providing at least the same coverage.Such proof will be submitted to the City within 10 days of renewal.
i) Contractor shall provide evidence of the insurance required herein, satisfactory to City, consisting of certificate(s) of insurance and any required endorsements evidencing all of the coverages required. Anyfailure on the part of City or any other additional insured under these requirements to obtain proof of insurance required under this Agreement in no way waives any right or remedy of City or any other additional insured in this or any other regard.
j) Contractor shall ensure that coverage provided to meet these requirements is applicable separately to each insured, and that there will be no crossliability exclusions that preclude coverage for any legal action between Contractor and City, between Contractor and any other named insureds or additional insureds under the insurance policy, or between City and any party associated with City or City’s officers, officials, employees, agents, or volunteers.
k) Coverage shall not be limited to the vicarious liability or supervisory role of any additional insured. There shall be no cross-liability exclusion and no Contractor limitation endorsement. In addition, there shall be no endorsement or modification limiting the scope of coverage for liability arising from pollution, explosion, collapse, underground property damage, or employment-related practices, except for a provision or endorsement limiting liability arising from pollution to liability caused by sudden or accidental pollution.
l) Any umbrella liability insurance over primary insurance provided to meet primary limits shall apply to bodily injury, personal injury, and property damage, at a minimum. Coverage shall be as broad as any required underlying primary coverage and shall include a “drop down” provision providing primary coverage for liability not covered by primary policies but covered by the umbrella policy. Coverage shallbe provided with defense costs payable in addition to policy limits. Coverage shall have starting and ending dates concurrent with the underlying coverage.
m) Coverage shall be written on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made” basis, Contractor shall continue tomaintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated. Such insurance shall have the same coverage and limits as the policy that was in effect duringthe term of this Agreement and shall cover Contractor for all claims made by City arising out of any errors or omissions of Contractor, or the officers, employees or agents of Contractor during the time thisAgreement was in effect.
n) Contractor shall require all sub-contractors or other parties hired by
Contractor to perform any part of the services required by this Agreement to purchase and maintain all of the insurance specified above and submit evidence of all such insurance. Contractor shall obtain certificates evidencing such coverageand make reasonable efforts to ensure that such coverage is provided as required herein.
o) No contract used by any Contractor, or contracts Contractor enters into on behalf of City, will reserve the right to charge back to City the cost of insurance required by this Agreement. When requested, Contractor shall provide City with all agreements with sub-Contractors or others with whom Contractor contracts on behalf of City, and with all certificates of insurance obtained in compliance with this paragraph. Failure ofCity to request copies of such documents will not impose any liability on City, or its employees. p) In the event any policy of insurance required under this Agreement does not comply with these requirements or is canceled and not replaced, City has the right, but not the duty, to obtain the insuranceit deems necessary to meet the requirements of this Agreement, and any premium paid by City for such insurance will be promptly reimbursed by Contractor, or, if not promptly reimbursed, deducted from any compensation to be paid by City to Contractor pursuant to this Agreement.
q) Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only and is not intended by any party to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. Coverage shall not be limited to the specific location, individual, or entity designated as the addressof the project or services provided for by this Agreement. Insurance coverage limits are subject to changebased on the unique liability associated with each project over and above standard coverage limits at thediscretion of the City's Risk Manager or their designee.
r) Contractor shall provide immediate notice to City of any claim against Contractor or any loss involvingContractor that could result in City or any of City’s officers, employees, agents, or volunteers being named as a defendant in any litigation arising out of such claim or loss. City shall not incur any obligation or liability by reason of the receipt of such notice. However, City shall have the right, but notthe duty, to monitor the handling of any such claim or loss that is likely to involve City.
s) In the event of any loss that is not insured due to the failure of Contractor to comply with these requirements, Contractor will be personally responsible for any and all losses, claims, suits, damages, defense obligations, and
liability of any kind attributed to City, or City’s officers, employees, agents, orvolunteers as a result of such failure.
Please note:
t) Automobile Liability insurance is not required if the Vendor and its employees does NO traveling in providing services for completion of the Agreement (e.g., telecommuting). If the Vendor has employeesbut no vehicles registered to the business (personal vehicles only), the non-owned and hired automobileliability coverage should be included in the Vendor's Commercial Auto Liability policy
u) Workers Compensation insurance is not required if the Contractor is a sole proprietor/partner/corporateofficer with no employees. Otherwise, Worker’s Compensation is required under CA Labor Code Section 3700. A Workers Compensation Insurance Waiver is required stating Contractor is a sole proprietor/partner/corporate officer with no employees. This waiver is to be included with the other submitted documents.
v) Professional Liability may be required for the following types of contractors.
These are only examples andnot an all-inclusive list. Contact Risk Manager for clarification and requirements.
Examples:
Appraisers, notaries, imaging of records, EOC plan, Fair Housing assessments, trainers
Chemists, auditors, insurance agents and brokers, lawyers, laboratories, surveyors, building inspectors,traffic engineering services.
Ambulance services, actuaries, counselors, medical providers. Also includes engineers, architects, construction managers, hazardous materials evaluators, environmental impact evaluators. All IT related projects, contractors and consultants.
w) Cyber Liability and Network Security/Data Privacy Coverage and Technology E&O/Technology Professional Liability coverage may be required in agreements that have an IT or data component. Contact Risk Manager for clarification and requirements.
Justin Powell
VP of National Sales
2271 Lava Ridge Court, Suite 120
5603-16659 AC ,ellivesoR
email:
1.888.640.7222
cell: 916.297.0205
www.FireRecoveryUSA.com
City of Ventura
Fire Department 3rd Party
Inspection Billing
[email protected]
Jennifer Yates
Purchasing Supervisor
501 Poli Street
Ventura, CA 93001
DUE DATE: Wednesday, March 31, 2021
ATTACHMENT NO. 2
Section
1 Section 2
Section 3
Section 4
Section 5
Section 6
Section 7
RFP Cover Page
Vendor Response to RFP
Optional Appendices or Exhibits
Company Background
Company Qualifications
References
Pricing
CITY OF VENTURA
SECTION 2.0 – VENDOR RESPONSE TO RFP
A. Billing Procedure
Fire Recovery has numerous current customers that are of the similar size and scope of the City’s program and we are confident that we will be able to effectively implement and manage the program for the City of Ventura. We have years of previous experience implementing customers both large and small. The process is similar regardless if the customer invoices 1,000 invoices per year or 10,000 invoices per year.
Fire Recovery USA has a proprietary billing system developed specifically to meet industry needs of invoicing fire inspections directly to the customer/business owners that the fire department has inspected. Data will be received electronically, and invoices will be first class mailed within one business day. If an email address is available invoices are emailed to the business owner or representative.
We Will:
Perform Address Confirmation using the USPS address validation tools to ensure invoices are delivered accurately and reliably. Any billable address issues are identified prior to mailing.
Process all invoices the same or following business day from the time the billing data is received from the City.
Mail or Email the Invoice – email delivery of invoices to your customer results in an average payment being received in 18 days. If an email address is unavailable or if it is not delivered, we will mail the invoice using USPS First Class Mail.
Cross Check System data with your Standard Practices to assure your invoice is billed in accordance with your standard practices. Any abnormalities are brought to your administrator’s attention for confirmation and/or adjustment.
Account Tracking/Aging – Our system will track the invoice and all activities on this invoice from the day it is received until the day it is paid. The system provides 100% transparency to our clients so they can see the detailed status of any invoice in our system.
Log all Customer contact – Our system allows the City to see any contact with your customer by date and time. All communications are logged, date and time stamped with detail regarding the contact or action on the account.
Confirm Receipt – 10 Days after mailing or emailing the invoice we will confirm receipt with the account to affirm receipt and to answer questions or clarify details of the invoice.
We stimulate resolution of questions and prompt payment of invoices.
Send a reminder email within 15 days from invoice date as a reminder that payment has not been received.
Provide late notice or billing of subsequent late fee, if required, 30 days after invoice date.
Provide online portal for accepting payments via credit card or e-check.
Provide an online help desk and ticketing system to ensure communications for accounts are tracked and prompted for immediate resolution. This system notifies the City of the question we need assistance with and logs the question and response to assure we provide the proper resolution to questions and issues. It further prompts our staff for follow up on open issues, which are unresolved to assure prompt resolution. All contacts and communications are logged and retained for future reference.
Receive and process all payments in our offices and deposit all monies into the City’s bank account nightly.
Promptly post all payments the day they are received for prompt recording and credit to your account.
Any delinquent accounts will be handled in a manner acceptable to the City. Each customer has a different approach for handling delinquent accounts, however if Fire Recovery feels an account is collectible, we will exhaust all efforts before providing the account back to the City or to collections, whichever is appropriate to the City.
Provide ALL Accounting and Account Reconciliation – We provide all accounting and audit trail necessary for the City thus reducing the need for internal functions other than to confirm our Monthly Reporting and Audit of payments. This is a major advantage over our competition and significant cost savings for the City. This includes Income and Expense, Adjustments and Accounts Receivable reports.
Provide all front-line customer service to your businesses via telephone and email to answer general and specific questions regarding invoices, basis for billing, and payment status. We provide W-9’s as requested.
Any customer complaints will be handled through our JitBit Help Desk ticketing system so that all inquiries/complaints and documented and handle appropriately. If the City has a specific dispute resolution policy, Fire Recovery will follow that policy.
Most Importantly we will provide consistent and repetitive business support for the City.
We pride ourselves on timeliness, detail, and consistency. Through this approach, we become an effortless key piece of your business process. All with Best Practices and a full audit trail for the City.
All billing data and customer contacts are 100% transparent and available in real time 24/7 to the end to the end user through the secure Recovery Hub portal (www.therecoveryhub.com)
B. Cashing Procedure
We will provide an online portal for accepting payments via credit card or e-check.
We will pass an electronic payment processing fees (convenience fee) of 3% for payments made by E-check or credit card to the consumer paying each invoice.
We will pay the funds due to the City for its inspections and/or permits on a monthly basis.
C. Customer Service
Customer Service is a key component in Fire Recovery’s success and has directly led to our industry-leading achievement. Customer service is stressed as a vital factor that makes us different from our competitors.
Each piece of correspondence sent to residents and businesses in your community will include phone numbers and email addresses that can be used to contact Fire Recovery USA. We respond to each contact as soon as possible, but never more than one business day after contact. If the contact has a question our staff cannot answer we have a “Ticketing System” whereby we contact a City employee, as designated by the City, who will answer the question by email and Fire Recovery will contact the person with the response. Fire Recovery USA has successfully employed this system with our existing client base. The system allows each question or problem to be tracked until its resolution and helps assure no open items are lost or overlooked at they remain open until completion. Our clients also appreciate this system as they are not subject to numerous phone calls from our staff and they can respond to open issues by email through the “Ticketing System” as time allows within their work schedule.
As part of his or her training, each employee of Fire Recovery USA is versed in the importance of customer service. They are required to maintain a courteous, businesslike demeanor in all contact and correspondence with our clients and their constituents.
Fire Recovery USA’s ownership and management believe in modeling our commitment to high-level customer service. Employees are our “customers” and need a regular demonstration of appreciation. We strive to maintain a family atmosphere in our office environment while continually encouraging our employees to reach higher levels of achievement through further evaluation and testing, as well as incentive programs to encourage success and managerial thinking.
D. Reporting:
All billing data and customer contacts are 100% transparent and available in real time 24/7 to the end to the end user through the secure RecoveryHub portal (www.therecoveryhub.com).
Your administrative team will have access to the RecoveryHub from any computer with internet access and see REAL-TIME data and reports, 24/7. This fully transparent system will allow you to see every contact and phone call we’ve made, the status of the bill, and track and reconcile every payment we’ve received. Each step in our process is visible to you, the end user, so you always know the status of your recovery efforts.
E. Billing Structure
We will bill per the City’s approved Fee Schedule, as provided to Fire Recovery USA.
This could entail graduated fees (based on invoice amount or inspection type such as a parcel inspection vs. an occupancy inspection). We can also bill for additional services in the future (as approved with fee schedule changes) such as for short duration inspections (i.e., a fifteen-minute inspection billable at an hourly rate) and the cost for invoicing for those inspections vs. longer duration inspections should be considered and specified. We will also add a billing/administrative fee for each invoice if approved and allowed per the City’s fee schedule. A 7% technology fee will also be added to each invoice per the City’s approved fee schedule.
F. Cost recovery methodology and track record on cost recovery percentages
In order to not duplicate information, this is listed above in A. Billing Procedure. Our average collection percentage is greater than 94%. See Exhibit A (Marketing Brochure/Statement of work)
G. Information and City involvement for vendor to provide the above services.
Upon approval and or award of the contract we will provide a new client setup form with questions relating to the setup of your account. The City will also need to produce and Excel or .CSV file form Tyler/DHD with the below required fields in the order listed to be able to import the inspection data into the billing software. Fire Recovery will provide an Excel template. Once the contract is approved Fire Recovery USA will configure the City’s billing account and generate sample invoices for the City to approve. We will provide an initial invoice, a reminder invoice, a delinquent invoice and a final notice. We will then upload test data to ensure the file format and invoices generate correctly in the billing software and review this with the City.
This is outlined in the section below: H. Billing Implementation Process and Proposed Timeline
H. Billing Implementation Process and Proposed Timeline Upon signing of the contract with the City, Fire Recovery will immediately get to work implementing the program. Our recommended project plan will be to immediately coordinate a meeting with stakeholders from the City and Fire Recovery. During this meeting we will layout the tasks along with implementation dates for each task.
Configuration of the City’s account in Fire Recovery’s billing system will take approximately one day. We will then provide sample invoices from our system. We will provide an initial invoice, a reminder invoice, a delinquent invoice and a final invoice.
We will work with the City to make any modifications to these invoices and once approved they will be ready for mail and email to the customers. Sample invoices are attached for your review.
Once we configure the billing system, we will need to test sample data based in information/data provided to us from the City’s software used to collect inspection and permit information. We will upload test files and make any modifications to our data import to ensure accuracy and integrity. Each and every inspection that is loaded into our system is checked by a member of our billing team to ensure data accuracy. Each address is also confirmed with an address validation too and noted as a valid or invalid address in our billing system. Any discrepancies in this data will result in our processing team generating a Help Desk ticket that will define and explain the issue as well as notify a representative at the City of the discrepancy. It will be up to the City’s staff to provide a resolution or clarification on the discrepancy. This is the same process used to address any irregularities or discrepancies after an invoice is produced.
Lastly, we will configure the payment processing workflows. The finance representative from the City will work directly with our CFO to determine the best workflows for receiving and depositing cash.
Contacts and or personnel needed from the City will include a data contact who is responsible for extracting and providing data on the inspections. We will also need a contact for someone wo can help resolve any billing issues or question on addresses, inspection questions and invoice irregularities. Reports are provided on a monthly or an as needed bases and a list of contacts or an email group will be needed for those reports. The only specific tasks required of City staff is to work with us to provide the necessary data and contacts to implement this program.
SECTION 3 – OPTIONAL APPENDICES OR EXHIBITS
Fire Recovery USA is an industry leading billing service provider. As a billing provider City staff will be hands off on the billing process once data is imported via a CSV file into Recovery Hub.
Fire Recovery USA will work with the City to ensure that the export format from the City’s software for collecting permit and inspection data is accurate and easily imported into The Recovery Hub.
It is our expectation that the City will see a dramatic increase in collection rate from what was provided in the RFP as based upon prior work with other similar sized municipalities, all with a decrease in workload for City staff as information collected by inspectors is used for the purposes of billing and no City staff hours are required to sustain the billing process.
Fire Recovery USA has aligned itself with some of the best service providers in the industry to ensure the security of our client’s data and availability of our services. Our entire infrastructure is hosted in Microsoft’s Azure Cloud Platform. This platform has its own Security Center that is inherent to that environment. However, we go a step further. Qualys is a third-party application that we use to monitor for malware and conduct additional vulnerability scans. The combination of the 2 services provide us a robust security solution with real time threat detection and a true geo-redundant footprint.
We know how important and how difficult it can be to become and remain PCI compliant. Once again, we have aligned with an industry leader. Authorize.net handles all of our online transactions and maintains a full PCI DSS/SSAE-16 compliant data center to secure your client’s sensitive financial data. A full copy of the PCI DSS/SAE-16 compliance report, document handling, and full Business Continuity Disaster plan can be provided upon request.
Microsoft Azure
● Geo-Redundant Services with real time database replication (backed up in real time) and application failover
● Database uptime 99.9999%
● The only public cloud platform to offer continuous security and health monitoring using Azure Security Center
● All connections and data transfers are encrypted
● All databases are encrypted at rest
● More certifications than any other cloud platform including ISO and HIPAA ● Real time health alerts and active scaling based on predefined threshold limits Qualys
● Provides additional 3rd party web applications scans and malware monitoring ● Zero-day vulnerability scans utilizing behavioral analysis ● Web application scanning for OWASP top 10 defined threats ● Real time alerts on active threats
Authorize.net (A Visa Solution)
● All customer billing transactions are conducted through Authorize.net servers and are PCI DSS compliant
● SSAE-16 compliance validated annually
● HIPAA, GLBA, & California Senate Bill 1386 (SB1386) compliant. Regular audits conducted as required to maintain compliance.
Fire Recovery will receive the data provided by the City in a secure format agreeable to both parties. Our current process requires to place files in a secure Microsoft Azure Storage container that Fire Recovery can then access and upload the data directly into our Recovery Hub Billing Platform. If that is not acceptable to the City, we can also support a Secure FTP location provided by the City. It is our preference to automate this process to maximize efficiency.
The Recovery Hub billing
application is a proprietary
system designed and built by
Fire Recovery. This
application was specifically
designed to suit our needs
and the needs of our client as
well has the end
user/customer. This software
has been used by our team
for over 10 years and has
billed millions of invoices. We
support our inhouse billing
program with a team of
developers, quality control
and database analysts as well
as system security and web
security project managers.
The system is browser based and all web traffic is secured. Our system is accessible to our clients 24x7 and we recommend using 64-bit web browsers.
Each of the screens in our system provides a different level of billing details and access for our clients.
RECORDS MAINTENANCE
Fire Recovery USA produces all inspections invoice in our proprietary billing system, The Recovery Hub (www.therecoveryhub.com). Every invoice is electronically produced and mailed or emailed to the end user. We also log and track all correspondence in The Recovery Hub.
Each time a change is made to an invoice an audit record is logged. Each time we have correspondence with a customer, either by phone or email, it is also logged in The Recovery Hub.
These documents and records are available to the City using The Recovery Hub in real time, 24x7. Records are maintained in a digital format indefinitely in our system.
Customer complaints, invoice discrepancies or questions and questions regarding invoices are all tracked electronically using our Help Desk Ticketing system JitBit. City personnel would also have access to this system and these records are also maintained indefinitely.
REPORTS
Fire Recovery USA is committed to providing the City with the most advanced reporting tools available through our website, The Recovery Hub. Recovery Hub provides custom report capabilities that we continue to develop in order to satisfy your needs.
We will provide monthly detail and summary reports (automatically and electronically).
We will provide an accounts receivable aging report.
We provide a web-based portal to appropriate your Community Risk Reduction and Accounting staff to access and view the status of all relevant reports or files, all updated real time. This is based on user security and roll access to the system.
Fire Recovery will also develop any custom reports that you require. The City will have the ability to download all invoice data in a csv. xls. or .html format on demand. This data can be produced electronically or via hard copy/printed. If desired, we can automate these reports to be distributed to you weekly or monthly.
AUDITING
Fire Recovery balances deposit totals daily by checks, credit card and E-checks. On a monthly basis we perform a detailed audit of all payments received to assure the receipts balance to the detailed invoice by invoice report that will be provided to the City as support for the amounts received by the City and for the invoice for Fire Recovery' s services. We will comply with any reasonable audit request made by the City. Our records will be made available to the City; however, all invoicing records are available to the City 24 hours a day 365 days a year through our web-based processing site, The Recovery Hub.
Call today!
ĉ Fire Recovery USA is the leader in
Cost Recovery & Efficiency services
for the fire industry. Call today to find
out how we can help your department.
ĉ 1.888.640.7222
ĉ [email protected]
ĉ www.firerecoveryusa.com
INCREASED EFFICIENCY AND REVENUE
ĉ ELECTRONIC DATA TRANSFER – No transposition errors. Data is extracted automatically from Streamline Inspections or from your RMS. ĉ ADDRESS CONFIRMATION & ADJUSTMENT – Adjustment Automatically updates address received to Standard Postal Code Address to ensure your lookup tables are accurate and consistent. Any billable address issues are identified up front prior to costly delays and mailings.
ĉ INVOICE CREATION – The next business day after the inspection is completed we will create an invoice based on your inspection data (which is received directly from Streamline Inspections).
ĉ MAIL OR EMAIL THE INVOICE – email delivery of invoices to your customer results in a faster payment. If a email address is unavailable or if it is not delivered we will mail the invoice using USPS First Class Mail.
ĉ ACCURACY CHECKS – Cross Check System data with your Standard Practices to assure your invoice is billed in accordance with your standard practices. Any abnormalities are brought to your administrator’s attention for confirmation and/or adjustment. ĉ AUTOMATICALLY UPDATE BILLING INFORMATION – Fire Recovery USA Staff, with the City’s permission, will update billing information in the Streamline Inspections Software if more accurate billing information is found during the billing efforts. ĉ ACCOUNT TRACKING/AGING – Our system will track the invoice and all activities on this invoice from the day it is received until the day it is paid. The system is transparent to our clients so they can see the detailed status of any invoice in our system.
You Inspect
Contact us today for a free demonstration! | www.FireRecoveryUSA.com
OUR PROCESS DELIVERS RESULTS
Our average collection rate
is above 94%.
94%
AVG. COLLECTION
RATE
WE INVOICE AND COLLECT
ĉ LOG ALL CUSTOMER CONTACTS – Our system allows our Clients to see any contact with their customer by date and time. All communications are logged, date and time stamped with detail regarding the contact or action on the account.
ĉ CONFIRM RECEIPTS – 10 Days after invoice we will confirm receipt with the account to affirm receipt and to answer questions or clarify details of the invoice. We stimulate resolution of questions and prompt payment of invoices.
ĉ EMAIL REMINDERS – Reminder email is sent 15 days from invoice date (we recommend invoices be due upon receipt for prompt payment).
ĉ LATE NOTICE/FEE – Provide late notice or billing of subsequent late fee (if your fee schedule provides for one) 30 days after invoice date.
ĉ PAYMENT PORTAL – Provide online portal for making payments by credit card or e-check. (we find much faster payment remittance by this convenience) Visa/Mastercard
ĉ LOCKBOX PAYMENTS – We utilize a regional lockbox system to receive mailed payments promptly and with proper logging. Based upon your location we will direct you to the nearest location. ĉ PAYMENTS POSTED PROMPTLY – We post all payments the
day they are received in most cases but never longer than the next business day for prompt recording and credit to your account. ĉ ISSUE NECESSARY PERMITS – We issue the appropriate Fire Inspection Notice, Permit or Certification of Inspection when Inspection is completed and passed and payments are made. ĉ ACCOUNTING & ACCOUNT RECONCILIATION – We provide
all accounting and audit trail necessary for your Municipality thus reducing the need for Municipal Accounting functions other than to confirm our Monthly Reporting and Audit Trail. This is a major advantage over our competition and significant cost savings for your Municipality. This includes Income and Expense, Adjustments and Accounts Receivable reports.
ĉ CUSTOMER SERVICE – We provide customer service to your businesses via telephone and email to answer general and specific questions about inspection programs, basis for billing, and payment status. We provide W-9’s as requested by inspection accounts. ĉ HELP DESK – We provide an online help desk and ticketing system to ensure communications for accounts are tracked and prompted for immediate resolution. This system notifies a department of the question we need assistance with and logs the question and response to assure we provide the proper resolution to questions and issues. It further prompts our staff for follow up on open issues, which are unresolved to assure prompt resolution. All contacts and communications are logged and retained for future reference. ĉ DATA TRANSFER – One of the key benefits of utilizing FRUSA is our ability to convey data back to your system at the conclusion of the business transaction with your client. This allows your system to update contact information and billing information to your system for future use as well as confirmation of payment.
ĉ SUPPORT – Most Importantly we will provide consistent and repetitive business support for your Department. We pride ourselves on timeliness, detail, and consistency. Through this approach we become an effortless key piece of your business process. All with Best Practices and a full audit trail for your Municipality. ĉ TRANSPARENCY – All billing data and customer contacts are 100% transparent and available in real time 24x7 to the end to the end user through the secure Recovery Hub portal (www.therecoveryhub.com) ĉ INTEGRATED 2 WAY API – Works with/integrated 2 way API with Streamline Inspections
ĉ COMPATIBLE WITH OTHER INSPECTION SOFTWARE – Also
works with any other inspection software by uploading Excel or Csv files for billing.
Invoice Processing Services
DESIGNED FOR FIRE INSPECTIONS
Integrates Seamlessly with Streamline Inspections!
Contact us today for a free demonstration! | www.FireRecoveryUSA.com
SECTION 4 – COMPANY BACKGROUND
Fire Recovery USA, LLC was founded in 2006, is located in Roseville, California. We provide cities and fire departments across the United States with cost recovery funding programs in conjunction with motor vehicle incidents, structure fires, hazardous material spills, and fire inspection programs. Fire Recovery USA is the sole provider of these programs and the software developed to administer them. We do not use partners to administer the above-mentioned programs.
Inspections and Emergency Incident billing is handled in our Roseville, CA facility and is staffed by over 25 employees. EMS transport billing is handled in our Arlington Heights IL facility and is staffed by over 50 employees. Our system provides 24/7 access to our billing software and reporting system from any web-browser.
Fire Recovery USA has established and implemented systems for over 1,300 customers in 42 states (over 100 in California). We have the experience and brand recognition that has positioned us as the market leader in this niche. The company has a proprietary and very successful billing system developed specifically to meet industry needs. This system and its efficiencies have proven to successfully provide collection rates far superior to other competitors.
Fire Recovery USA has developed a methodology to process claims that has not been matched by the competition. This methodology centers around the company’s policy of communicating and corresponding with the responsible parties as well as providing flexible payment options and electronic communication.
TOTAL ORGANIZATION
Fire Recovery USA is one of three entities that comprise our family of cost recovery and technology services.
1. Fire Recovery USA
2. Fire Recovery EMS
3. Streamline Inspections
1. Fire Recovery USA provides eight main cost recovery programs.
Emergency Response Cost Recovery Program - You incur significant costs responding to incidents. Appropriately recovering the costs of high impact events is becoming the new standard. Let us provide you with an estimate of your potential recovery.
Inspection and/or Permit Billing - By combining technology with automation we can greatly enhance your inspection and permitting program. You inspect, we do the rest, efficiently and quickly with full transparency. We follow up on payments; have 24/7 live data reporting and the highest recovery rate in the industry.
First Responder Support Program - There are real costs to responding to medical incidents. Medical insurance typically covers the cost of the EMS service while most first responders have had to absorb these enormous costs. Our First Responder Support Program allows you to track and bill to recover these costs. We bill, collect, and pass the revenue back to our departments monthly.
Paramedic Subscription Program - Our Paramedic Subscription Program is an “insurance policy” to help cover first responder fees for resident in your region.
Combined with our First Responder Support Program, the Paramedic Subscription Program allows for affordable fees to cover a possible first responder event. For a small annual fee, a resident or business can pre-pay for any incident for their family or employees.
2. Fire Recovery EMS provides EMS Transport billing services. With nearly 20 years experience and advanced technology, let Fire Recovery EMS perform for you. Our track record is impeccable, our recovery rates among the highest, and our reporting is real time. Plus, we handle all the headache of collecting.
3. Streamline Inspections Fire Recovery USA and Streamline Inspections develop, market, and support our proprietary systems used for false alarm management. All components of this response are controlled by Fire Recovery USA, so no other vendors/partnerships are necessary for this response.
Data and information is seamlessly and automatically transferred from the CAD or RMS into the secure, online web based user interface and customized front-end portal. It is securely and conveniently stored in the cloud for remote and immediate access for updates, validation and follow-up. Streamline’s proprietary software is hardware agnostic, meaning you can access your data via any computer, tablet device, or smartphone. Our proprietary systems allow for complete customization, and quick and agile turnkey deployment. Customizable features include personalized portals, site management, billing, mapping and interface design, among other elements.
Streamline Inspections is a mobile and cloud-based inspection platform designed for state and local government and business performing inspection services. Streamline is designed to make inspections easier and more cost effective to manage regardless of the department or AHJ. The Application was designed by inspectors for inspectors and with multiple programs in mind: Fire Inspections, HazMat, Brush or Weed Abatement, Community Development and Code Enforcement, together in one system.
It is designed to work the way you work: our iPad-based software goes anywhere you need to go. Locally stored data on the device allows you to work where there is no connection to Wi-Fi or cell. Push notices allow notification of time critical new tasks.
The checklist-based system will incorporate any checklist and data field, from true/false to text, photos, numeric values, dynamic rules and more. Have you found violations not on your checklist? No problem, your local codes can be loaded on the device as well.
We have agreements with ICC and NFPA, to deliver a number of different code sets. No shuffling multiple inspection forms or using software that just doesn’t meet your needs.
It’s the most intuitive and versatile inspections application on the market.
HIPAA
Our Emergency Incident billing programs require no HIPAA information, and as such, no HIPAA information is collected or harvested. In addition, we have been certified by a third-party consultant as not having any exposure to HIPAA. None of the data we collect falls within HIPAA regulations.
Our EMS division is located in a separate office and all programs that require HIPAA information to be collected are run through that facility in order to insure 100% compliance and information protection.
NON-DISCRIMINATION
Fire Recovery USA affirms that we comply with all state and federal regulations related to non-discrimination.
STAFF CRITERIA
Fire Recovery USA strives to employ highly competent and efficient processors. Once a prospective employee is identified they are screened through the E-Verify system to establish and document their legal work status. Each candidate is subject to several interviews with management personnel and must pass a series of tests Fire Recovery has developed. These proprietary tests measure a candidate’s ability to perform at established standards in computer competence, language skills and customer service.
Upon employment, new processors are teamed with an experienced staff member who spends a week with them in intensive side-by-side training. The new processor is able to experience how a veteran processor handles the various challenges of their workday and is exposed to the high standards expected by Fire Recovery USA. Once the week of intensive training has concluded, the new processor remains assigned to the experienced staff member who continues to act as a mentor until the new processor is able to operate independently.
CUSTOMER SERVICE PHILOSOPHY
Customer Service is a key component in Fire Recovery’s success and has directly led to our industry-leading achievement. Customer service is stressed as a vital factor that makes us different from our competitors.
Each piece of correspondence sent to residents and businesses in your community will include phone numbers and email addresses that can be used to contact Fire Recovery USA. We respond to each contact as soon as possible, but never more than one business day after contact. If the contact has a question our staff cannot answer we have a “Ticketing System” whereby we contact a City employee, as designated by the City, who will answer the question by email and Fire Recovery will contact the person with the response. Fire Recovery USA has successfully employed this system with our existing client base. The system allows each question or problem to be tracked until its resolution and helps assure no open items are lost or overlooked at they remain open until completion. Our clients also appreciate this system as they are not subject to numerous phone calls from our staff and they can respond to open issues by email through the “Ticketing System” as time allows within their work schedule.
As part of his or her training, each employee of Fire Recovery USA is versed in the importance of customer service. They are required to maintain a courteous, businesslike demeanor in all contact and correspondence with our clients and their constituents.
Fire Recovery USA’s ownership and management believe in modeling our commitment to high-level customer service. Employees are our “customers” and need a regular demonstration of appreciation. We strive to maintain a family atmosphere in our office environment while continually encouraging our employees to reach higher levels of achievement through further evaluation and testing, as well as incentive programs to encourage success and managerial thinking.
SECTION 5 – COMPANY QUALIFICATIONS
Fire Recovery USA, LLC was founded in 2006 and is located in Roseville, California and provides cities and fire departments across the United States with cost recovery funding programs in conjunction with motor vehicle incidents, structure fires, hazardous material spills, and fire inspection programs. Fire Recovery USA is the sole provider of these programs and the software developed to administer them. We do not use any partners to administer the above-mentioned programs.
Fire Recovery USA has established and implemented systems for over 1,300 customers in 42 states. We have the experience and brand recognition that has positioned us as the market leader in this niche. The company has a proprietary and very successful billing system developed specifically to meet industry needs. This system and its efficiencies have proven to successfully provide collection rates far superior to large competitors.
Fire Recovery USA has developed a methodology to process invoices and permits that has not been matched by the competition. This methodology centers around the company’s policy of communicating and corresponding with the responsible parties as well as providing flexible payment options and electronic communication.
As for similar projects we have notated these where applicable, but we would draw your attention to the city of Oxnard, CA, Redondo Beach, CA, Durham, NC, and Greensboro, NC. Based on our overall collection percentages for these three agencies it is safe to say that Fire Recovery USA has a reputation in the industry as a leader as a billing service when implemented in great cooperation with the City.
Working as a cohesive team utilizing project management technology such as Basecamp, Google Hangouts, and JitBit Ticket Tracking software, we have on-boarded over 1,300 clients quickly and efficiently. Damian Regalado will be the project manager and will oversee project implementation, including on-boarding and the delegation of tasks to the appropriate internal personnel. He will oversee the progress and work to keep the project on schedule.
KEY INDIVIDUALS and Assigned Time Percentage
Damian Regalado – Regional Account Manager, co-project manager (50% time assigned) Justin Powell – VP of Sales, co-project manager (20% assigned) Rick Benner – Coordinate and facilitate financial account setup (15% assigned) Wendy Mangan – Office Manager and secondary project manager (15% assigned) Steve Crume – Technical/data import contact
Josh Gordon – Technical/data import contact
Identify your existing client base including the number of clients you provided the services being proposed here.
Our References are located in “Section 6.0 – References” as requested in your Proposal Format.
EXPERIENCE OF THE FIRM
As the nation’s largest and most successful biller of Emergency Incidents for cities and fire departments, our growth of clients of clients over the past 36 months has been staggering. We’ve grown from 373 clients in January of 2014 to over 1300 clients as of the date of this proposal, over 100% growth in three years. Our collections are the highest in the industry averaging between 70% and 80% depending on the type of run.
Emergency Incident billing is handled in our Roseville, CA facility and is staffed by over 25 employees. EMS transport billing is handled in our Arlington Heights IL facility and is staffed by over 125 employees. Our Emergency Incident system provide 24/7 access to our billing software and reporting system from any web-browser.
We will provide one person for the live training component of the project and unlimited web-based live webinar training for new employees.
Virtually all of our metro/muni clients are government clients (local government / city or county) and our experience is the equivalent as with our non-government accounts. They achieve the same high collection rates of between 70% and 80% depending on the type of run.
Fire Recovery USA is a privately held LLC, and as such does not provide financial information, however, we are happy to provide banking references upon request.
January 2017 – Present
Regional Sales and Account Manager (Western Territory)
Fire Recovery USA
Damian began a career in sales with State Farm Insurance in fall of 2007 in Monterey, CA. After two years he moved to Folsom, CA and found a position with a local State Farm Agent where he continued to develop his skills in the industry. In 2010 Damian moved into a management position with State Farm where he conducted team member training sessions for sales, CSR and enterprise application usage.
He maintained his management position until April of 2017 when he took the Regional Account Manager position with Fire Recovery USA. Since he took his position with Fire Recovery, he has helped grow the customer base by nearly 2-dozen new customers, all of which he has trained and/or is currently training personally.
Damian will be the project manager with the assistance of the Fire Recovery USA management team and will personally conduct any necessary onsite training for the department. His training sessions focus on providing ample knowledge of the system to the department users and aiding the department in configuring the system in full to be fully functional by the end of training.
March 2013 – Present
In March of 2013 Justin made the transition to join the Executive Management team at Fire Recovery USA. As the market demand grows and the increasing need for service and technology unfolds, strong leadership and direction is needed, as is in-depth knowledge of industry systems and practices. As part of the Executive Management team, Justin is responsible for providing direction and vision for company decisions and investments of the company’s capital and resource. Justin is also responsible for leading our sales and marketing team with an intense focus on product and service delivery. Our complete focus is to provide the best overall experience to our customers. The first point of contact in any organization is your sales representative and our commitment is to be available to our customers, listen to their needs and deliver.
National Sales Manager
FIREHOUSE Software
September 2007 – March 2013 (5 years 7 months) Urbandale, IA Growing the market-leading Fire Records Management Software domestically and internationally.
Responsible for leading all advertising and marketing campaigns using print and web media.
Involved in market research, product development and R&D to lead company direction and industry leading products. Advising software development for .net conversion and application development for iPad and Android platforms.
Led an external independent sales staff of 4 and an internal staff of 3.
Firefighter/EMT
City of Clive
August 2006 – November 2011 (5 years +) Clive, IA
Primary EMS care on ambulance and engine company response. Structural fire suppression. Life safety fire inspections and prevention Public education FFI, FFII, HazMat Operations, Driver Operator, EMT
January 2008 – Present
Rick began his career as a certified public accountant with Coopers & Lybrand, an international public accounting firm. After five years with the firm he became Vice President of Finance for the National Basketball Association’s Kansas City Kings before relocating with the team to Sacramento, California in 1985. He quickly developed an expertise in the NBA’s salary cap and negotiated multi-million dollar player contracts on behalf of the Kings’ organization. Rick was promoted to president of the Kings and Arco Arena in 1989 and at the time was the youngest president of any major professional sports franchise. As president he had overall responsibility for ticket sales, radio and television game broadcasts and advertising sales, media and public relations, in arena advertising and arena operations, including concessions, security and parking.
He remained in the role as president through 1999.
After leaving the Kings, he has owned and participated in the development of businesses in the health care, airline transportation and mortgage industries.
Rick joined Fire Recovery USA in 2008 and has made a major contribution to the development of the company’s proprietary software assuring proper financial controls are in place. While his primary responsibility is managing all financial and legal aspects of the company’s operations, he assists in all areas of the company’s business development.
January 2010 – Present
As a member of the Fire Recovery management team Wendy brings with her a significant amount of experience. Her previous experiences uniquely position her to lead our service and processing center. Wendy is an experienced manager specializing in professional billing services and superior customer manager. She is an experienced police dispatcher in a metropolitan agency and knows first hand the difficulties in providing public safety. At Fire Recovery Wendy is responsible for all processing center staff. Wendy manages scheduling and staff performance and insures the office is compliant with all state, OSHA and HIPAA laws and regulations.
Manager – Medical Office
Curts G. Croft, DDS
January 2008 – 2010 (2 years +) Roseville, CA
Responsible for staff schedule and staff performance and ensured the office was compliant with all state, OSHA and HIPAA laws and regulations. Observed and protected patient confidentiality per policies and procedures. Managed business re- cords as well as accounts receivable/payable.
Dispatcher
Sacramento Police Department
January 2004 – 2008 (4 years +) Sacramento, CA
Duties required the ability to effectively communicate, multi-task, evaluate, prioritize and quickly make decisions in extremely critical situations demanding immediate and accurate response while providing a high level of service to the public. Responsible for providing pertinent data in response to requests for information regarding vehicle registration, driving records and warrants. Monitored direct emergency alarms and complex public safety radio frequencies while operating a variety of communications equipment.
EXCEPTIONS
We cannot add fees to invoices that are not associated with the fee schedule.
EXPERIENCE IN PROVIDING SIMILAR SERVICES
Fire Recovery USA, LLC was founded in 2006 and is located in Roseville, California and provides third party billing services to fire and EMS agencies across the United States. In our Roseville office our team specializes in only billing for fire related incidents, fire and life safety inspections and false alarms.
Fire Recovery USA has established and implemented systems for over 1,300 customers in 42 states and we invoice and collect nearly 45,000 inspection invoices annually, for 31 Cities/Fire Departments.
CUSTOMER REFERENCES
REDONDO BEACH FIRE DEPARTMENT
401 S Broadway
Redondo Beach, CA 90277
Contact: Fire Marshal Jason May
310.318-0663 X4346 – [email protected]
Description of Project - Fire and Life Safety Inspection Billing Start Date - December 6, 2017
Overall Collection Rate: 97%
OXNARD FIRE DEPARTMENT
360 W 2nd St
Oxnard, CA 93030
Contact: Fire Marshal Stephen McNaughten
805.385.7720 – [email protected]
Description of Project - Fire and Life Safety Inspection Billing Start Date – November 13, 2017
Overall Collection Rate: 96.8%
CITY OF GREENSBORO
1514 N. Church St.
Greensboro, NC 27405
Contact: Fire Marshal Timothy Henshaw
336.373.2032 - [email protected]
Description of Project - Fire and Life Safety Inspection Billing Start Date July 1, 2020
Overall Collection Rate: 96.21%
CITY OF DURHAM
2008 E. Club Blvd
Durham, NC 27704
Contact: Fire Marshal Jody Morton
919.560.4242 – [email protected]
Description of Project - Fire and Life Safety Inspection Billing Start Date June 1, 2013
Overall Collection Rate: 97.78%
TOWN OF CHAPEL HILL
403 Martin Luther King Jr. Blvd
Chapel Hill, NC 27514
Contact: Deputy Fire Marshal Rob Pruitt
919.968.2781 – [email protected]
Description of Project – Fire and Life Safety Inspection Billing Start Date: September 1, 2015
Overall Collection Rate: 97.49%
TOWN OF DAVIE
6901 Orange Dr
Davie, FL 33314
Contact: Assistant Chief Frank Suriano
954.797.1213 - [email protected]
Description of Project – Fire and Life Safety Inspection Billing Start Date: July 1, 2015
Overall Collection Rate: 92.88%
CITY OF MYRTLE BEACH
921-B Oak St
Myrtle Beach, SC 29577
Contact: Fire Marshal James Clement
843.918.1109 - [email protected]
Description of Project – Fire and Life Safety Inspection Billing Start Date: June 7, 2013
Overall Collection Rate: 97.72%
Additional Fire and Life Safety Inspection Billing Client List North County FPD, CA
El Dorado County FPD, CA
City of South Lake Tahoe, CA
City of Selma FD, CA
Palm Springs Fire Department, CA
Delta Fire Protection District, CA
Arcata Fire Protection District, CA
Newcastle FPD, CA
City of Beverly Hills, CA
Monterey County Fire District, CA
City of El Cajon, CA
City of Morgan Hill (CAL FIRE), CA
Santee Fire Department, CA
Clayton County Fire Department, GA
French Village Fire Department, IL
Harvey Fire Department, IL
Country Club Hills Fire, IL
Morrisville Fire/Rescue Department, NC
Burlington FD, NC
North Lyon County Fire District, NV
Oberlin FD, OH
Murrells Inlet-Garden, SC
Tyler Fire Department, TX
Farmers Branch FD, TX
SECTION 7 - PRICING AND SCOPE
1. Company agrees to bill the responsible party on the City’s behalf for fire inspection services rendered by the City and recorded and processed by Company, as well as any issued permits by the City.
2. Company will provide, as a normal matter of business; processing and invoicing of inspections and permits and submission to the responsible party for payment, receipts of monies deemed due to the City, payments of the agreed upon amounts of said monies to City, and reporting of progress via The Recovery Hub.
3. Company will assist the City to determine a workflow of acceptable process to enter the information in The Recovery Hub for inspections/permits.
4. Company agrees to bill to the best of its ability all inspections and permits provided to Company by the City through The Recovery Hub
5. Company agrees to remit to City the full amount collected for each inspection less a processing fee of Eighteen Dollars and Fifty Cents ($18.50) for each paid inspection and permit invoice. Parties acknowledge a critical component to the success of the billing effort is the acquisition by the City of the necessary contact information for the responsible party at each inspection location to whom the invoice will be sent. The City agrees to obtain, for each business location, the e-mail address and telephone number for the responsible party for payment, inspection type, square footage and, number of units.
6. Company will pass an electronic payment processing fee (convenience fee) of 3% for payments made by E-check or credit card to the consumer paying each invoice.
7. Company agrees to pay the funds due to the City for its inspections and/or permits on a monthly basis.
8. Company agrees to make reports available via The Recovery Hub, a password protected website, for the City which will set forth the status of all inspections and provide an accounting of all payments and amounts due the City under the terms of this Agreement.
9. Company will not be responsible for, nor accept any liability for, any erroneous, invalid, or illegal inspections or permits performed by City.
10. Online Training will be conducted at no charge to the City. If on-site training is required a fee of $1,495 would apply. This fee would include any travel and expense. The City’s training of our systems will take around 60 minutes.
CITY OF SAN BUENAVENTURA AND _FIRE RECOVERY USA
AGREEMENT NO. P2021-035
By this General Services Agreement (“Agreement”), the City of San Buenaventura (“CITY”) agrees to engage the services of CONTRACTOR (identified below), and CONTRACTOR agrees to perform the services for CITY as herein described, for the compensation, during the term, and otherwise subject to the covenants and conditions herein set forth. CITY and CONTRACTOR may be individually referred to as “Party” or collectively as the “Parties.”
1. FEDERAL FUNDING.
Check this box if the Agreement is funded by a federal grant or cooperative agreement program, either directly or indirectly. If checked, Exhibit D must be included with and applies to this Agreement. (Indirect funding is when the City of San Buenaventura receives federal funding through a source other than the federal government. E.g. the federal government provides funding to the State of California and the State then passes the funding through to a local government entity such as the City of San Buenaventura.) In the event of any contradictions or inconsistencies between Exhibit D and the provisions of the Agreement itself, the terms of Exhibit D shall control.
2. SUMMARY DESCRIPTION OF SERVICES. FIRE DEPARTMENT 3RD PARTY INSPECTION BILLING
3. PARTIES.
CITY OF SAN BUENAVENTURA (“CITY”), a charter city and municipal corporation of the State of California, located at 501 Poli Street, Ventura, CA 93002 Fire Recovery USA, LLC (“CONTRACTOR”), limited liability corporation of the State of California, located at 2271 Lava Ridge Court, Suite 120 Roseville, CA 95661-3065
4. TERM OF AGREEMENT: From: May 1, 2021 (“Effective Date”) To: June 30, 2024 Optional Extension (initial term, plus any option to extend, shall not exceed a total of five (5) years): The City, with the consent of the Contractor, shall have the option for two (2) consecutive (1) one-year extensions, in accordance with the scope of work and general terms and conditions of the General Services Agreement.
Any price increases or decreases shall be negotiated at the time of contract extension.
5. AGREEMENT AMOUNT: $Refer to Exhibit “B” Schedule of Compensation
6. DESIGNATED REPRESENTATIVES.
The Designated Representatives listed below shall be authorized to act on behalf of the named Party, be responsible for negotiations and contractual matters, and coordinate with each other to perform the services under this Agreement. Additionally, CONTRACTOR’s services shall be performed or immediately supervised by the CONTRACTOR’s Representative:
CITY Designated Representative: CONSULTANT Designated Representative:
Name: Joe Morelli Name: Justin Powell
Title: Fire Marshall Title: VP of National Sales
Phone: 805-658-4717 Phone: 916-297-0205
Email: [email protected] Email: [email protected] Mailing Address: Mailing Address (if differs from above):
1425 Dowell Dr., Ventura, CA 93003
ATTACHMENT NO. 3
2 7. CONTRACTUAL PREREQUISITES.
7.1. This Agreement must first be approved as to form by the City Attorney, then executed by the CONTRACTOR, after which the Agreement may be executed by an authorized person on behalf of the CITY.
7.2. A request for modification of the terms herein must be made in writing and presented to the Designated Representative of the CITY prior to the time this Agreement is executed.
7.3. All proof of business license, insurance, and W-9 forms is required prior to execution of this Agreement.
8. CONTRACTOR'S SERVICES.
CONTRACTOR shall perform/agrees to perform the tasks, obligations, and services set forth in the “Scope of Services,” attached to and incorporated into this Agreement as “Exhibit A.” Once this Agreement is executed, the Scope of Services may only be modified by written Amendment pursuant to Section 18 of this Agreement.
9. COMPENSATION.
CITY shall pay CONTRACTOR for the services performed pursuant to the terms of this Agreement in the time and manner set forth in the “Schedule of Compensation,” attached to and incorporated into this Agreement as “Exhibit B.” Once this Agreement is executed, the Schedule of Compensation may only be modified by written Amendment pursuant to Section 18 of this Agreement.
10.PAYMENT.
The CITY shall pay all undisputed portions of any applicable invoice within thirty (30) days after receipt of an invoice. In the event the CITY disputes one or more items in an invoice, the CITY shall, within thirty (30) days after receipt of such invoice, notify the CONTRACTOR of the item(s) being disputed and the reason(s) therefore. The CITY may withhold payment for such disputed items until resolution of the dispute.
11. COMMENCEMENT OF PERFORMANCE.
CONTRACTOR shall not perform any work under this Agreement until: (i) CONTRACTOR furnishes proof of insurance as required under Section 21 of this Agreement, and (ii) CITY provides CONTRACTOR a signed General Services Agreement, which shall serve as a Notice to Proceed.
All services required of CONTRACTOR under this Agreement shall be completed on or before the end of the term of the Agreement.
3 12. STATUS OF CONTRACTOR.
The Parties agree that CONTRACTOR (and any subcontractors), in performing the services herein specified, shall act as an independent contractor and shall have control of all work for which CONTRACTOR is responsible, and the manner in which it is performed. CONTRACTOR shall be free to contract for similar service to be performed for other employers while under contract with CITY, provided that such work does not create a conflict of interest. CONTRACTOR shall have no right or power to bind the CITY to any contracts or agreements with third parties. CONTRACTOR is not an agent or employee of the CITY and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits CITY provides for its employees. However, the CITY retains the right to provide general instructions to and observe the CONTRACTOR in the performance of all services done on behalf of the CITY.
In the event CONTRACTOR or an employee, agent, or subcontractor of CONTRACTOR providing services under this Agreement is determined by a court of competent jurisdiction with the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the CITY, CONTRACTOR shall indemnify, protect, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONTRACTOR or their employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which might otherwise be deemed the responsibility of the CITY.
13. LAWFUL PERFORMANCE.
CONTRACTOR shall abide by all Federal, State, and Local Laws and Regulations as may be related to the performance of duties under this Agreement. CONTRACTOR, at its sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
14. SAFETY REQUIREMENTS.
CONTRACTOR shall not perform any services for the CITY when the CONTRACTOR is impaired by alcohol or a controlled substance. When there is reasonable cause to believe that any person has violated this provision, that person shall be immediately removed from the premises and be subject to any applicable civil and/or criminal penalties under the CITY’s Code and/or under state law. All work performed under this Agreement shall be performed in such a manner as to provide safety to the public. The CITY reserves the right to issue restraining or cease and desist orders to CONTRACTOR when unsafe or harmful acts are observed or reported relative to the performance of the work under this Agreement. The acceptance of CONTRACTOR's work by CITY shall not operate as a release of the CONTRACTOR from such standard of care and workmanship. 4 15. OWNERSHIP OF CONTRACTOR’S WORK PRODUCT.
CITY shall be the owner of any and all technical documents and records, including, computations, plans, correspondence, and/or other pertinent data and information, both hard copy and electronic, gathered or prepared by CONTRACTOR in performance of this Agreement and shall be entitled to immediate possession of the same upon completion of the work under this Agreement, or at any earlier or later time when the same may be requested by CITY.
15.1. Records and Inspections. The CONTRACTOR shall maintain full and accurate records, with respect to all services and matters covered under this Agreement. The CITY shall have free access at all reasonable times to such records, both hard copy and electronic, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings, and activities.
15.2. Deliverables. CONTRACTOR shall deliver to the CITY the studies, plans, specifications, or other documents as are identified in the Scope of Services; and CONTRACTOR shall, upon completion of all work, submit to the CITY all information developed in the course of the CONTRACTOR's services. CONTRACTOR shall, in such time and in such form as the CITY may require, furnish reports concerning the status of services required under this Agreement. CONTRACTOR shall, upon request by CITY and upon completion or termination of this Agreement, deliver to the CITY all material furnished to CONTRACTOR by the CITY.
15.3. Ownership of Documents. Every report, draft, work product, map, record, and other document reproduced, prepared, or caused to be prepared by the CONTRACTOR pursuant to or in connection with this Agreement shall be the exclusive property of the CITY.
15.4. Confidentiality. CONTRACTOR may be granted access to information that is exempt from disclosure to the public (Government Code Section 6254 and 6254.16) and may contain “trade secrets” (see Government Code Section 6254.7) when it is necessary for CONTRACTOR to perform its obligations pursuant to this Agreement. If CONTRACTOR is granted such access to confidential information, CONTRACTOR shall not be considered to be a member of the public as that term is used in Government Code Section 6254.5.
15.5. Disclosure of Information. CONTRACTOR shall not disclose, publish, or authorize others to disclose or publish, design data, drawings, specifications, reports, or other information pertaining to the projects assigned to CONTRACTOR by the CITY or other information to which the CONTRACTOR has had access during the term of this Agreement without the prior written approval of the CITY’s Designated Representative during the term of this Agreement and for a period of two (2) years after the termination of this Agreement.
16. PCI DSS COMPLIANCE.
In the event CONTRACTOR engages in payment card transactions as a part of the services provided to CITY, CONTRACTOR shall comply with the Payment Card Industry Data Security Standards (“PCI DSS”) and any amendments or restatements of the PCI DSS during the 5 Term of this Agreement. CONTRACTOR accepts responsibility for the security of CITY’s and/or any customer’s credit card data in its possession.
17. ATTORNEY-IN-FACT
CITY appoints CONTRACTOR as CITY’s attorney-in-fact for the following purposes:
(a) Billing and Collections: To bill and collect (“Collections”) all revenue earned by and due to CITY, in connection with CITY’s provision of inspection and permits, and to receive all Collections on CITY’s behalf and to sue for and give satisfaction for monies due on account and to withdraw any claims, suits, or proceedings pertaining to or arising out of CONTRACTOR’s or CITY’s right to collect such amounts; and (b) Endorsement: To take possession of and endorse in CITY’s name any notes, checks, money orders, and any other instruments received as Collections.
18. NON-APPROPRIATION OF FUNDS.
Payments due and payable to CONTRACTOR for current services are within the current budget and within an available, unexhausted, and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONTRACTOR’s services beyond the current fiscal year, and if no funds are legally available from other sources to lawfully make the payments, this Agreement may be terminated at the end of the original term or renewal term and the CITY shall not be obligated to make further payments beyond the current original or renewal term. The CITY will provide notice of its inability to continue the Agreement at such time as the CITY’s Designated Representative is aware of the non-appropriation of funds. However, failure to notify does not renew the term of the contract.
19. TERMINATION OF AGREEMENT.
At any time, with or without cause, the CITY shall have the right, in its sole discretion, to terminate this Agreement by giving written notice to CONTRACTOR pursuant to Section 31 of this Agreement, and such termination shall be effective 30 days after giving notice. There shall be no period of grace after giving the notice of termination. Upon termination, CITY shall be liable to CONTRACTOR only for work done by CONTRACTOR up to and including the date of termination of this Agreement unless the termination is for cause, in which event CONTRACTOR need be compensated only to the extent required by law. CONTRACTOR may terminate this Agreement at any time during the term of the Agreement by giving the CITY sixty (60) days’ written notice.
20. OPTION TO EXTEND AGREEMENT.
When in the CITY’s best interest, this Agreement may be extended on a daily, month-tomonth, annual, or other basis by modification pursuant to Section 21 of this Agreement. The initial term, plus any option to extend, shall not exceed a total of five (5) years. 6 21. MODIFICATION OF AGREEMENT.
This Agreement may be amended, modified, or otherwise altered, or its provisions waived, only upon mutual consent of the Parties by written amendment, and as authorized by the San Buenaventura Municipal Code, sections 4.600.190 and 4.600.200.
22. ASSIGNMENT.
This Agreement is for the non-professional services of CONTRACTOR. Any attempt by CONTRACTOR to assign the benefits or burdens of this Agreement without the prior written approval of CITY shall be prohibited and shall be null and void. CONTRACTOR's services pursuant to this Agreement shall be provided by the CONTRACTOR’s Designated Representative or directly under his/her supervision, and CONTRACTOR shall not assign another to supervise the CONTRACTOR's performance of this Agreement without the prior written approval of CITY, by and through the CITY’s Designated Representative.
23. INDEMNIFICATION & HOLD HARMLESS.
As a separate and independent covenant from CONTRACTOR’s obligations under Section 21 hereof, CONTRACTOR shall indemnify, protect, defend with counsel acceptable to the CITY, and hold CITY and CITY’s officers, employees, agents, and volunteers harmless and free from any and all claims, liabilities, or expenses, including attorney’s fees, arising out of or relating to any negligent act, negligent omission, or wrongful conduct related in any way to CONTRACTOR’s performance of its services pursuant to this Agreement. In the event CITY and/or any of CITY’s officers, employees, agents, or volunteers are named in any lawsuit, or should any claim be made against it or any of them by lawsuit or otherwise arising out of or relating to such negligent act, negligent omission, or wrongful conduct, CONTRACTOR shall indemnify them for any judgment rendered against them for such negligent act, negligent omission, or wrongful act, any sums paid out in settlement or otherwise, and all costs incurred by them in their defense, including but not limited to attorney’s fees.
CONTRACTOR also understands and agrees that it is being employed to perform the services provided for by this Agreement because of CONTRACTOR’s professed expertise and experience in performing such services. In addition, CONTRACTOR understands and agrees that while CITY or CITY’s officers, employees, agents, or volunteers may elect to do so, they have no duty to review, inspect, monitor, or supervise the work performed by CONTRACTOR pursuant to this Agreement except as otherwise expressly provided for by this Agreement. As a consequence, CONTRACTOR waives any right of contribution against CITY or any of CITY’s officers, employees, agents, or volunteers arising out of such failure to inspect, review, monitor, or supervise the work performed by CONTRACTOR pursuant to this Agreement.
The CONTRACTOR’s obligations under this Section of the Agreement shall survive the termination of the Agreement.
24. INSURANCE.
Prior to commencing the services required by this Agreement, and at all other times this Agreement remains in effect, the CONTRACTOR shall procure and maintain in full force and effect 7 all of the insurance required by Exhibit “C,” attached hereto and incorporated herein by this reference.
25. LIVING WAGE REQUIREMENTS.
During the term of this Agreement, CONTRACTOR understands and agrees that if Living Wages are applicable subject to the provisions of Chapter 2.525 of the San Buenaventura Municipal Code (the “Code”) entitled, “Living Wages and Benefits for City Services” (a copy of which is available upon request), CONTRACTOR will pay and/or provide the wages and/or benefits required therein to all of its employees engaged in whole or in part in performing the services provided for by this Agreement.
26. PREVAILING WAGE REQUIREMENTS.
26.1. Application. The payment of State prevailing rates of wages as designated for Ventura County for on-site work and delivery of materials shall apply to public works construction projects over $25,000 and projects for alteration, demolition, repair, or maintenance work over $15,000. Prevailing wages are required to be paid to all workers, including subcontracted employees.
26.2. Compliance with California Department of Industrial Relations (DIR). To determine if this Agreement is subject to compliance monitoring and enforcement, go to:
https://www.dir.ca.gov/Public-Works/PublicWorksSB854FAQ.html
26.3. Contract Splitting. It is unlawful to split, or separate into small portions, work orders, projects, purchases, or public works projects for the purpose of evading these prevailing wage requirements.
26.4. Use of Prevailing Wages vs. Living Wages. In the event that there is a difference between the amount of wages to be paid under the CITY of Ventura’s local Living Wage requirements and the requirements of this provision, the wage rate that is the higher of the two shall be applicable to this Agreement. PLEASE NOTE, with respect to Federal contracts, other requirements may apply, in which case, the highest of the federal Prevailing Wage, state Prevailing Wage and local Living Wage prevails.
27. COVENANTS AND CONDITIONS.
Each term and each provision of this Agreement to be performed by CONTRACTOR shall be construed to be both a covenant and a condition.
28. NOTICE OF BREACH AND OPPORTUNITY TO CURE.
Neither Party will be deemed to be in breach of this Agreement based on a breach that is capable of being cured until it has received written notice of the breach from the other Party. The Party charged with breach will have fifteen (15) days from the date of receiving such notice in which to cure the breach or otherwise respond. If the circumstances leading to the charge that the Agreement was breached have not been cured or explained to the satisfaction of the other Party 8 within fifteen (15) days from the date on which the Party received notice of breach, the nonbreaching Party may terminate this Agreement.
29. WAIVER.
CITY’s review or acceptance of, or payment for, work product prepared by CONTRACTOR under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONTRACTOR’s performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.
30. DISPUTES.
Except as otherwise provided in these provisions, any dispute concerning a question of fact arising under this Agreement, shall be decided by the CITY’s Designated Representative, who shall reduce this decision to writing and mail a copy to the CONTRACTOR. The decision of the CITY’s Designated Representative shall be final and conclusive unless CONTRACTOR requests mediation within ten (10) calendar days. Pending final decision of a dispute, the CONTRACTOR shall proceed diligently with the performance of the Agreement and in accordance with the decision of the CITY’s Designated Representative.
31. DISPUTE RESOLUTION.
Should an unresolved dispute arise out of this Agreement, any Party may request that it be submitted to mediation. The Parties shall meet in mediation within a reasonable time not to exceed forty-five (45) days of a request. The mediator shall be agreed to by the mediating Parties. In the absence of an agreement on a mediator, the Parties shall each submit one name from mediators listed by the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a “blindfold” process.
The cost of mediation shall be borne equally by both Parties. Neither Party shall be deemed the prevailing Party. No Party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the Parties but not more than sixty (60) days, unless the maximum time is extended in writing by both Parties.
32. TAXPAYER IDENTIFICATION NUMBER.
CONTRACTOR shall provide CITY with a complete Request for Taxpayer Identification Number and Certification as issued by the Internal Revenue Service.
33. USE OF THE TERM “CITY.”
Reference to “CITY” in this Agreement includes the CITY, its City Manager, or any authorized representative acting on behalf of the CITY.
34. NOTICES.
9 All notices given or required to be given pursuant to this Agreement shall be in writing and may be given by personal delivery or by first-class mail. Notice sent by mail shall be addressed to each Party’s Designated Representative as set forth above in Section 5. When addressed in accordance with this Section, such notice shall be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices shall be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this Section.
35. FORCE MAJEURE.
Neither the CONTRACTOR nor the CITY shall be responsible for any delay caused by any contingency beyond their control, including, but not limited to, war or insurrection, walkouts by the Party’s own employees, fires, natural calamities, riots, or demands or requirements of governmental agencies other than the CITY.
36. GOVERNING LAW.
The terms of this Agreement shall be interpreted according to the laws of the State of California. Should litigation occur, venue shall be in the Superior Court of California, County of Ventura.
37. SEVERABILITY.
If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect and be enforceable.
38. INTEGRATED AGREEMENT.
This Agreement and the attached exhibits to this Agreement represent the entire understanding between the Parties. No verbal agreement or implied covenant shall be held to vary the provisions of this Agreement. This Agreement shall bind and inure to the benefit of the Parties to this Agreement and any subsequent successors and assigns.
39. NO THIRD-PARTY BENEFICIARY.
This Agreement shall not be construed to be an agreement for the benefit of any third-party or parties, and no third party or parties shall have any claim or right of action under this Agreement.
40. AUTHORITY TO EXECUTE.
Each Party hereto expressly warrants and represents that through its Designated Representative it has the authority to execute this Agreement on behalf of its corporation, partnership, business entity, or governmental entity, and warrants and represents that the 10 Designated Representative has the authority to bind each Party to the performance of its obligations hereunder.
41. EXECUTION – COUNTERPARTS.
This Agreement may be executed in any number of counterparts and each such duplicate counterpart shall constitute an original, but they shall not be effective nor enforceable unless and until it is executed with the handwritten signature of an authorized representative of each of the relevant Parties. No counterpart shall be deemed to be an original or presumed delivered unless and until the counterpart executed by the other Party to this Agreement is in the physical possession of the Party seeking enforcement thereof.
42. INCONSISTENT OR CONFLICTING TERMS.
In the event of any contradictions or inconsistencies between any attached documents or exhibits incorporated by reference herein and the provisions of the Agreement itself, the terms of the Agreement shall control. Any exhibit that is attached and incorporated by reference shall be limited to the purposes for which it is attached, as specified in this Agreement. Any contractual terms or conditions contained in such exhibit imposing additional obligations on the CITY are not binding upon the CITY’s Designated Representative unless specifically agreed to in writing, and initiated by CITY’s Designated Representative, as to each additional contractual term or condition.
43. ACKNOWLEDGEMENT.
By signing below, CONTRACTOR acknowledges that it has reviewed the CITY’s General Services Agreement terms and conditions and insurance requirements and that CONTRACTOR hereby agrees to full compliance.
Signatures Follow
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Name: Rick Bertrler
Title: CFC)
Name: David Endaya
Titie: Fire Chief
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Date Date
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APPROVED AS TO FORM
GREGORY G. DIAZ, CiTY ATTORNEY
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12 EXHIBIT A
GENERAL SERVICE AGREEMENT
(City of San Buenaventura and Fire Recovery USA)
SCOPE OF SERVICES
In accordance with Fire Recovery USA Request for Proposal No. P-130000622.
Perform Address Confirmation using the USPS address validation tools to ensure invoices are delivered accurately and reliably. Any billable address issues are identified prior to mailing.
Process all invoices the same or following business day from the time the billing data is received from the City.
Mail or Email the Invoice – email delivery of invoices to your customer results in an average payment being received in 18 days. If an email address is unavailable or if it is not delivered, we will mail the invoice using USPS First Class Mail.
Cross Check System data with your Standard Practices to assure your invoice is billed in accordance with your standard practices. Any abnormalities are brought to your administrator’s attention for confirmation and/or adjustment.
Account Tracking/Aging – Our system will track the invoice and all activities on this invoice from the day it is received until the day it is paid. The system provides 100% transparency to our clients so they can see the detailed status of any invoice in our system.
Log all Customer contact – Our system allows the City to see any contact with your customer by date and time. All communications are logged, date and time stamped with detail regarding the contact or action on the account.
Confirm Receipt – 10 Days after mailing or emailing the invoice we will confirm receipt with the account to affirm receipt and to answer questions or clarify details of the invoice.
We stimulate resolution of questions and prompt payment of invoices.
Send a reminder email within 15 days from invoice date as a reminder that payment has not been received.
Send a reminder email within 15 days from invoice date as a reminder that payment has not been received.
Provide late notice or billing of subsequent late fee, if required, 30 days after invoice date.
13 Provide online portal for accepting payments via credit card or e-check.
Provide an online help desk and ticketing system to ensure communications for accounts are tracked and prompted for immediate resolution. This system notifies the City of the question we need assistance with and logs the question and response to assure we provide the proper resolution to questions and issues. It further prompts our staff for follow up on open issues, which are unresolved to assure prompt resolution. All contacts and communications are logged and retained for future reference.
Receive and process all payments in our offices and deposit all monies into the City’s bank account nightly, unless other arrangements are agreed upon with the City.
Promptly post all payments the day they are received for prompt recording and credit to your account.
Any delinquent accounts will be handled in a manner acceptable to the City. Each customer has a different approach for handling delinquent accounts, however if Fire Recovery feels an account is collectible, we will exhaust all efforts before providing the account back to the City or to collections, whichever is appropriate to the City.
Provide ALL Accounting and Account Reconciliation – We provide all accounting and audit trail necessary for the City thus reducing the need for internal functions other than to confirm our Monthly Reporting and Audit of payments. This is a major advantage over our competition and significant cost savings for the City. This includes Income and Expense, Adjustments and Accounts Receivable reports.
Provide all front-line customer service to your businesses via telephone and email to answer general and specific questions regarding invoices, basis for billing, and payment status. We provide W-9’s as requested.
Any customer complaints will be handled through our JitBit Help Desk ticketing system so that all inquiries/complaints and documented and handle appropriately. If the City has a specific dispute resolution policy, Fire Recovery will follow that policy.
Most Importantly we will provide consistent and repetitive business support for the City.
We pride ourselves on timeliness, detail, and consistency. Through this approach, we become an effortless key piece of your business process. All with Best Practices and a full audit trail for the City.
All billing data and customer contacts are 100% transparent and available in real time 24/7 to the end to the end user through the secure Recovery Hub portal (www.therecoveryhub.com)
14 B. Cashing Procedure
We will provide an online portal for accepting payments via credit card or e-check.
We will pass an electronic payment processing fees (convenience fee) of 3% for payments made by E-check or credit card to the consumer paying each invoice.
We will pay the funds due to the City for its inspections and/or permits on a monthly basis.
C. Customer Service
Customer Service is a key component in Fire Recovery’s success and has directly led to our industry-leading achievement. Customer service is stressed as a vital factor that makes us different from our competitors.
Each piece of correspondence sent to residents and businesses in your community will include phone numbers and email addresses that can be used to contact Fire Recovery USA. We respond to each contact as soon as possible, but never more than one business day after contact. If the contact has a question our staff cannot answer we have a “Ticketing System” whereby we contact a City employee, as designated by the City, who will answer the question by email and Fire Recovery will contact the person with the response. Fire Recovery USA has successfully employed this system with our existing client base. The system allows each question or problem to be tracked until its resolution and helps assure no open items are lost or overlooked at they remain open until completion. Our clients also appreciate this system as they are not subject to numerous phone calls from our staff and they can respond to open issues by email through the “Ticketing System” as time allows within their work schedule.
As part of his or her training, each employee of Fire Recovery USA is versed in the importance of customer service. They are required to maintain a courteous, businesslike demeanor in all contact and correspondence with our clients and their constituents.
Fire Recovery USA’s ownership and management believe in modeling our commitment to high-level customer service. Employees are our “customers” and need a regular demonstration of appreciation. We strive to maintain a family atmosphere in our office environment while continually encouraging our employees to reach higher levels of achievement through further evaluation and testing, as well as incentive programs to encourage success and managerial thinking.
D. Reporting:
All billing data and customer contacts are 100% transparent and available in real time 24/7 to the end to the end user through the secure RecoveryHub portal (www.therecoveryhub.com).
Your administrative team will have access to the RecoveryHub from any computer with internet access and see REAL-TIME data and reports, 24/7. This fully transparent system will allow you to see every contact and phone call we’ve made, the status of the bill, and track and reconcile every payment we’ve received. Each step in our process is visible to you, the end user, so you always know the status of your recovery efforts. 15 EXHIBIT B
GENERAL SERVICE AGREEMENT
(City of San Buenaventura and Fire Recovery USA)
SCHEDULE OF COMPENSATION
PRICING AND SCOPE
Invoice all the commercial/industrial/multi-family/state mandated and other inspections (with the exception of defensible space inspections as noted below) in accordance with our response in the RFP for a fee of $18.50 plus a 3% credit card fee for electronic payments on each invoice collected. We will bill per the City’s approved Fee Schedule, as provided to Fire Recovery USA; we can also bill for additional services in the future (as approved with fee schedule changes). We will also add a billing/administrative fee for each invoice if approved and allowed per the City’s fee schedule. A 7% technology fee will also be added to each invoice per the City’s approved fee schedule.
Invoice for the defensible space inspections for a fee of $16.50 plus a 3% credit card fee for electronic payments on each invoice collected. Each defensible space invoice we create will include an initial invoice, a reminder invoice, and a delinquent invoice. We will state in the delinquent invoice that if unpaid the fees may be turned over to a collection agency to help increase the collection rates of these invoices. Because we do not have any contact information such as email addresses or phone numbers, we are relying only on mail to help collect these invoices, therefore we cannot accept a fee less than $16.50. If the City would like, a late fee could be applied to these subject to the City approved fee schedule.
1. Company agrees to bill the responsible party on the City’s behalf for fire and inspection services rendered by the City and recorded and processed by Company, as well as any issued permits by the City.
2. Company will provide, as a normal matter of business; processing and invoicing of inspections and permits and submission to the responsible party for payment, receipts of monies deemed due to the City, payments of the agreed upon amounts of said monies to City, and reporting of progress via The Recovery Hub.
3. Company will assist the City to determine a workflow of acceptable process to enter the information in The Recovery Hub for inspections/permits.
4. Company agrees to bill to the best of its ability all inspections and permits provided to Company by the City through The Recovery Hub
5. Company agrees to remit to City the full amount collected for each commercial/industrial/multifamily/state mandated and other inspections (with the exception of defensible space inspections as noted below) inspection less a processing fee of Eighteen Dollars and Fifty Cents ($18.50) for each paid inspection and
16 permit invoice. Company agrees to remit to City the full amount collected for each fire hazard reduction inspection (also referred to as defensible space inspection) inspection less a processing fee of Eighteen Dollars and Fifty Cents ($18.50) for each paid inspection and permit invoice. Parties acknowledge a critical component to the success of the billing effort is the acquisition by the City of the necessary contact information for the responsible party at each inspection location to whom the invoice will be sent. The City agrees to obtain, for each business location, the e-mail address (when available to the City) and telephone number for the responsible party for payment, inspection type, square footage (where needed for billing) and number of units. If an email address is not available, invoices will be mailed to the responsible party via USPS First Class mail. If an email address is not available we will mail all invoices via USPS First Class mail. We do encourage users to collect email addresses as it enhances the delivery of the invoices and in turn revenue to the City, but we will mail invoices without email addresses.
6. Company will pass an electronic payment processing fee (convenience fee) of 3% for payments made by E-check or credit card to the consumer paying each invoice.
7. Company agrees to pay the funds due to the City for its inspections and/or permits on a monthly basis.
8. Company agrees to make reports available via The Recovery Hub, a password protected website, for the City which will set forth the status of all inspections and provide an accounting of all payments and amounts due the City under the terms of this Agreement.
9. Company will not be responsible for, nor accept any liability for, any erroneous, invalid, or illegal inspections or permits performed by City.
10. Online Training will be conducted at no charge to the City. If on-site training is required a fee of $1,495 would apply. This fee would include any travel and expense. The City’s training of our systems will take around 60 minutes.
17 EXHIBIT C
GENERAL SERVICES AGREEMENT
(City of San Buenaventura and Fire Recovery USA)
INSURANCE REQUIREMENTS
Prior to contract approval, CONSULTANT/CONTRACTOR/SELLER/BIDDER (hereafter referred to as “Contractor”) must procure, agree to maintain and supply evidence of insurance at the levels listed and in accordance with the other provisions listed in this document.
1. Coverage Types and Limits
a) Commercial General Liability (ISO CGL CG 00 01) - including coverage for bodilyinjury, property damage, products & completed operations, and personal injury arising from the contractor’s activities.
Commercial General Liability (CGL) per Occurrence
Commercial General Liability Aggregate or Combined Single Limit (CSL)
$2 million
$4 million
b) Auto Liability for owned, hired, and non-owned vehicles per Occurrence(or non-owned & hired if contractor has no autos).
Auto Liability Aggregate or Combined Single Limit
$1 million
c) Worker's Compensation with a Waiver of Subrogation in favor of the City Employer's Liability
$ 1million
d) Crime/Employee Dishonesty Policy
The Crime policy shall name The City of San Buenaventura as Loss Payee. Pertainsto IT and Financial contracts. Contact Risk Manager for specific requirements.
$2 million
f) Cyber Liability Policy with Network Security/Data Privacy Coverage Pertains to contracts with IT component. Contact Risk Manager for specific requirements.
$2 million
g) Technology E&O/Technology Professional Liability
Contact Risk Manager for specific r equirements.
$2 million
18 2. Insurance Policy Provisions, Endorsements, and other Requirements Contractor agrees to comply with the following additional requirements with respect to the insurance:
a) Liability Coverage shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance, primary or excess, available to City or any officer, employee, agent, or volunteer of City. Assuch, a Primary and Non-Contributory Endorsement (with coverage at least as broad as ISO CG 2001 04 13) is required on all liability policies.
b) Contractor waives its right of subrogation against the City. As such, a Waiver of Subrogation Endorsement is required on the Contractor's Worker's Compensation policy.
c) A "Blanket" Additional Insured Endorsement (a/k/a "automatic additional insured endorsement"), attached to the Commercial General Liability policy covering premises liability, ongoing operations, product liability, and completed operations is required. If a "Blanket" endorsement is not available, Contractor may submit a combination of the following endorsements:
An Additional Insured Endorsement covering Premises and Ongoing Operations CG 20 10 04 13 or itsequivalent (CG 20 26, CG 20 33, or CG 20 38) AND
and Additional Insured Endorsement covering Completed
Operations CG 20 37 04 13.
d) Insurance Policies must be issued by an insurance company licensed to do business in the State ofCalifornia with an AM Best rating of not less than A:VII.
e) Each insurance policy required above shall provide that coverage shall not be canceled except with 30days’ notice to the City.
f) The Description section of the Certificate must include the following language:
The City of San Buenaventura, its officers, officials, agents, employees and volunteers shall be named as anadditional insured under the General Liability and Auto Liability policies. All Liability policies are primary and Non-Contributory. Waiver of Subrogation applies to the Worker’s Compensation policy. 30 day notice of cancellation will be provided to the Certificate Holder. g) A Certificate of Insurance must include the following language in the Certificate Holder section:
19 City of San Buenaventura, its officers, officials, agents, employees and volunteers
501 Poli Street
Ventura, CA 93002
h) Contractor will provide proof that policies of insurance required herein expiring during the term of thisAgreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be submitted to the City within 10 days of renewal.
i) Contractor shall provide evidence of the insurance required herein, satisfactory to City, consisting of certificate(s) of insurance and any required endorsements evidencing all of the coverages required. Anyfailure on the part of City or any other additional insured under these requirements to obtain proof of insurance required under this Agreement in no way waives any right or remedy of City or any other additional insured in this or any other regard. j) Contractor shall ensure that coverage provided to meet these requirements is applicable separately toeach insured, and that there will be no cross liability exclusions that preclude coverage for any legal action between Contractor and City, between Contractor and any other named insureds or additional insureds under the insurance policy, or between City and any party associated with City or City’s officers, officials, employees, agents, or volunteers.
k) Coverage shall not be limited to the vicarious liability or supervisory role of any additional insured. There shall be no cross liability exclusion and no Contractor limitation endorsement. In addition, there shall beno endorsement or modification limiting the scope of coverage for liability arising from pollution, explosion, collapse, underground property damage, or employment-related practices, except for a provision or endorsement limiting liability arising from pollution to liability caused by sudden or accidental pollution.
l) Any umbrella liability insurance over primary insurance provided to meet primary limits shall apply to bodily injury, personal injury, and property damage, at a minimum. Coverage shall be as broad as any required underlying primary coverage and shall include a “drop down” provision providing primary coverage for liability not covered by primary policies but covered by the umbrella policy. Coverage shall be provided with defense costs payable in addition to policy limits. Coverage shall have starting and ending dates concurrent with the underlying coverage.
20 m) Coverage shall be written on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made” basis, Contractor shall continue tomaintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated. Such insurance shall have the same coverage and limits as the policy that was in effect duringthe term of this Agreement, and shall cover Contractor for all claims made by City arising out of any errors or omissions of Contractor, or the officers, employees or agents of Contractor during the time thisAgreement was in effect.
n) Contractor shall require all sub-contractors or other parties hired by Contractor to perform any part of the services required by this Agreement to purchase and maintain all of the insurance specified above and submit evidence of all such insurance. Contractor shall obtain certificates evidencing such coverageand make reasonable efforts to ensure that such coverage is provided as required herein.
o) No contract used by any Contractor, or contracts Contractor enters into on behalf of City, will reserve the right to charge back to City the cost of insurance required by this Agreement. When requested, Contractor shall provide City with all agreements with sub-Contractors or others with whom Contractor contracts on behalf of City, and with all certificates of insurance obtained in compliance with this paragraph. Failure ofCity to request copies of such documents will not impose any liability on City, or its employees. p) In the event any policy of insurance required under this Agreement does not comply with these requirements or is canceled and not replaced, City has the right, but not the duty, to obtain the insuranceit deems necessary to meet the requirements of this Agreement, and any premium paid by City for such insurance will be promptly reimbursed by Contractor, or, if not promptly reimbursed, deducted from anycompensation to be paid by City to Contractor pursuant to this Agreement.
q) Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only and is not intended by any party to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. Coverage shall not be limited to the specific location, individual, or entity designated as the addressof the project or services provided for by this Agreement. Insurance coverage limits are 21 subject to changebased on the unique liability associated with each project over and above standard coverage limits at thediscretion of the City's Risk Manager or their designee.
r) Contractor shall provide immediate notice to City of any claim against Contractor or any loss involvingContractor that could result in City or any of City’s officers, employees, agents, or volunteers being named as a defendant in any litigation arising out of such claim or loss. City shall not incur any obligation or liability by reason of the receipt of such notice. However, City shall have the right, but notthe duty, to monitor the handling of any such claim or loss that is likely to involve City.
s) In the event of any loss that is not insured due to the failure of Contractor to comply with these requirements, Contractor will be personally responsible for any and all losses, claims, suits, damages, defense obligations, and liability of any kind attributed to City, or City’s officers, employees, agents, or volunteers as a result of such failure.
Please note:
t) Automobile Liability insurance is not required if the Vendor and its employees does NO traveling in providing services for completion of the Agreement (e.g. telecommuting). If the Vendor has employees but no vehicles registered to the business (personal vehicles only), the non-owned and hired automobileliability coverage should be included in the Vendor's Commercial Auto Liability policy
u) Workers Compensation insurance is not required if the Contractor is a sole proprietor/partner/corporateofficer with no employees. Otherwise, Worker’s Compensation is required under CA Labor Code Section 3700. A Workers Compensation Insurance Waiver is required stating Contractor is a sole proprietor/partner/corporate officer with no employees. This waiver is to be included with the other submitted documents.
v) Professional Liability may be required for the following types of contractors.
These are only examples andnot an all-inclusive list. Contact Risk Manager for clarification and requirements.
Examples:
Appraisers, notaries, imaging of records, EOC plan, Fair Housing assessments, trainers
Chemists, auditors, insurance agents and brokers, lawyers, laboratories, surveyors, building inspectors,traffic engineering services. 22 Ambulance services, actuaries, counselors, medical providers. Also includes engineers, architects, construction managers, hazardous materials evaluators, environmental impact evaluators. All IT related projects, contractors and consultants.
w) Cyber Liability and Network Security/Data Privacy Coverage and Technology E&O/Technology Professional Liability coverage may be required in agreements that have an IT or data component. Contact Risk Manager for clarification and requirements.
CA-2845 1 of 2
FIRST AMENDMENT TO GENERAL SERVICES AGREEMENT NO. P2021-035
BETWEEN THE CITY OF SAN BUENAVENTURA AND FIRE RECOVERY USA, LLC This First Amendment (“Amendment”) to General Services Agreement No. P2021- 035 (“Agreement”) is made and entered, effective on June 1, 2025, by and between the City of San Buenaventura, a California charter law municipal corporation (“City”), and Fire Recovery USA, LLC, a California limited liability company (“Contractor”), collectively “the Parties”.
Whereas, the Parties entered into the original Agreement on or about April 26, 2021, where Contractor agreed to provide Fire Department with third party inspection billing services in accordance with Request for Proposal number P-130000622 through June 30, 2024; and
Whereas, the Parties now desire to extend the term of the Agreement and update the City’s Designated Representative.
Now, therefore, pursuant to Paragraphs 18 and 19 of the Agreement, “OPTION TO EXTEND AGREEMENT” and “MODIFICATION OF AGREEMENT,” respectively, the Agreement is amended as follows:
1. Section 4 of the Agreement, “TERM OF AGREEMENT,” is replaced in its entirety and amended to read as follows:
“4. TERM OF AGREEMENT: From May 1, 2021 To: April 30, 2026”
2. Section 6 of the Agreement, “DESIGNATED REPRESENTATIVES,” is replaced in its entirety and amended to read as follows:
“6. DESIGNATED REPRESENTATIVES.
The Designated Representatives listed below shall be authorized to act on behalf of the named Party, be responsible for negotiations and contractual matters, and coordinate with each other to perform the services under this Agreement.
Additionally, CONTRACTOR’s services shall be performed or immediately supervised by the CONTRACTOR’s Representative:
City Designated Representative: Consultant Designated Representative:
Name: Brett Reed Name: Justin Powell
Title: Fire Marshall Title: VP of National Sales
Phone: (805) 658-4717 Phone: (916) 297-0205
Email: [email protected] Email: [email protected] Mailing Address (if differs from above): Mailing Address (if differs from above):
1425 Dowell Dr., Ventura CA 93003”
ATTACHMENT NO. 4
CA-2845 2 of 2
By: 05/23/2025
Except as otherwise specifically provided herein, all other provisions of the Agreement shall remain in full force and effect.
In witness whereof, the Parties have executed this First Amendment on the last date signed.
FIRE RECOVERY USA, LLC
Rick Benner
By:Rick Benner (May 23, 2025 09:05 PDT)
Rick Benner Date
Chief Financial Officer
M. Craig Nagler
M. Craig Nagler (May 23, 2025 09:35 PDT)
M. Craig Nagler Date
Manager Chief Executive Officer
CITY OF SAN BUENAVENTURA
05/23/2025
By: David Endaya (May 23, 2025 14:30 PDT)
David Endaya Date
Fire Chief
APPROVED AS TO FORM
Javan N. Rad, City Attorney
Yesania Anderson
By: Yesania Anderson (May 22, 2025 17:21 PDT)
Yesania Anderson
Assistant City Attorney I
05/23/2025
1 Fire Recovery USA, LLC
Form Revised October 2024
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
CITY OF WEST COVINA
AND
FIRE RECOVERY USA, LLC
FOR
INSPECTION AND PERMIT BILLING SERVICES
THIS PROFESSIONAL SERVICES AGREEMENT is made and entered into as of July 1, 2025 (“Effective Date”), by and between the CITY OF WEST COVINA, a municipal corporation (“City”), and FIRE RECOVERY USA, LLC, a California limited liability company (“Contractor”).
RECITALS
A. City proposes to utilize the services of Contractor as an independent contractor to City to provide inspection and billing services, as more fully described herein; and B. Contractor represents that it has that degree of specialized expertise necessary and holds all necessary licenses to practice and perform the services herein contemplated; and C. City and Contractor desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No official or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONTRACTOR
1.1. Scope of Services. Contractor shall provide the professional services described in the Scope of Services, attached hereto as Exhibit “A” and incorporated herein. (a) Billing and Collections. Contractor will bill and collect all revenue earned and due to City (“Collections”) in connection with City’s provision of inspection and permit services provided/rendered as set forth in Exhibit “A,” and receive all Collections on City’s behalf and may sue for and give satisfaction for monies due on account and withdraw any claims, suits, or proceedings pertaining to or arising out of City’s or Contractor’s right to collect to such amounts; provided, however, that Contractor may not take legal action to collect fees without the prior written permission of City. (b) Contact Information for Responsible Parties. City and Contractor acknowledge a critical component to the success of the billing effort is the acquisition by the City of the necessary contact information for the responsible party at each inspection location to whom the invoice will be sent. The City agrees to obtain, for each business location, the e-mail address (when available to the City) and telephone number for the ATTACHMENT NO. 5
2 Fire Recovery USA, LLC
Form Revised October 2024
responsible party for payment, inspection type, square footage (where needed for billing) and number of units. If an email address is not available, Contractor will mail the invoice to the responsible party via USPS First Class mail.
(c) Endorsement. Contractor may take possession of and endorse in City’s name any notes, money orders, and any other instruments received as Collections.
(d) Payment. On or before the 7th day of each month, Contractor will issue a check to the City for all payments received prior to the previous month’s cut-off date (typically the 24th of the month), minus Contractor’s collection fee as set forth herein. Contractor will provide with the monthly payment an itemized statement detailing the inspections and/or permits the check is paid against.
1.2. Professional Practices. All professional services to be provided by Contractor pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional Contractors in similar fields and circumstances in accordance with sound professional practices. Contractor also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Contractor’s performance of this Agreement. Contractor shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. Contractor shall at all times observe and comply with all such laws and regulations. City officers and employees shall not be liable at law or in equity for any claims or damages occurring as a result of failure of Contractor to comply with this section.
1.3. Performance to Satisfaction of City. Contractor agrees to perform all the work to the reasonable satisfaction of the City. Evaluations of the work will be conducted by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(a) Meet with Contractor to review the quality of the work and resolve the matters of concern;
(b) Require Contractor to repeat the work at no additional fee until it is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.
1.4. Warranty. Contractor warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement.
1.5. Non-Discrimination. In performing this Agreement, Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive 3 Fire Recovery USA, LLC
Form Revised October 2024
health decisionmaking, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or veteran or military status, except as permitted pursuant to Section 12940 of the California Government Code.
1.6. Non-Exclusive Agreement. Contractor acknowledges that City may enter into agreements with other Contractors for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.
1.7. Confidentiality. Employees of Contractor in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Contractor covenants that all data, documents, discussion, or other information developed or received by Contractor or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Contractor without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Contractor’s covenant under this Section shall survive the termination of this Agreement.
1.8. Public Records Act Disclosure. Contractor has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Contractor, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code Section 7920.000 et seq.).
Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in California Government Code Section 7924.510, and of which Contractor informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the court.
2.0. COMPENSATION AND BILLING
2.1. Compensation. City agrees to pay Contractor at a rate of Eighteen Dollars and Fifteen Cents ($18.50) for each invoice paid. Contractor will deduct its fees from the amount issued to the City each month pursuant to Section 1.1(d) of this Agreement.
2.2. Additional Services. Contractor shall not receive compensation for any services provided outside the Scope of Service specified herein unless the City, prior to Contractor performing the additional services, approves such additional services in writing, memorialized in a written amendment to this Agreement. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.
2.3. Records and Audits. Records of Contractor’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after the termination or expiration of this Agreement.
3.0. TIME OF PERFORMANCE
3.1. Commencement and Completion of Work. Unless otherwise agreed to by the 4 Fire Recovery USA, LLC
Form Revised October 2024
parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.
3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. If a delay beyond the control of Contractor is encountered, a time extension may be mutually agreed upon in writing by the City and Contractor. Contractor shall present documentation satisfactory to the City to substantiate any request for a time extension.
4.0. TERM AND TERMINATION
4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of five (5) years, ending on June 30, 2030, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.
4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing at least fifteen (15) days prior written notice to Contractor. In the event of such termination, Contractor shall immediately stop rendering services under this Agreement unless directed otherwise by the City. If the City suspends, terminates or abandons a portion of this Agreement such suspension, termination or abandonment shall not make void or invalidate the remainder of this Agreement.
If Contractor defaults in the performance of any of the terms or conditions of this Agreement, it shall have ten (10) days after service upon it of written notice of such default in which to cure the default by rendering a satisfactory performance. In the event that Contractor fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement.
The City also shall have the right, notwithstanding any other provisions of this Agreement, to terminate this Agreement, at its option and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement, immediately upon service of written notice of termination on Contractor, if the latter should:
(a) Be adjudged bankrupt;
(b) Become insolvent or have a receiver of its assets or property appointed because of insolvency;
(c) Make a general assignment for the benefit of creditors; (d) Default in the performance of any obligation or payment of any indebtedness under this Agreement;
(e) Suffer any judgment against it to remain unsatisfied or unbonded of record 5 Fire Recovery USA, LLC
Form Revised October 2024
for thirty (30) days or longer; or
(f) Institute or suffer to be instituted any procedures for reorganization or rearrangement of its affairs.
4.3. Documents. In the event of termination of this Agreement, all documents prepared by Contractor in its performance of this Agreement shall be delivered to the City within ten (10) days of the effective date of the notice of termination, at no cost to City.
5.0. INSURANCE
5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company authorized to do business in California, with a current A.M. Best’s rating of no less than A:VII, and approved by City:
(a) Commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than Two Million Dollars ($2,000,000.00) per occurrence, Four Million Dollars ($4,000,000.00) general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
(b) Automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Contractor arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than One Million Dollars ($1,000,000.00) combined single limit for each accident. (c) Workers’ compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury or disease. Contractor agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers for losses arising from work performed by Contractor for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.
By execution of this Agreement, Contractor certifies as follows:
I am aware of, and will comply with, Section 3700 of the California Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work.
Contractor shall also comply with Section 3800 of the California Labor Code by securing, paying for and maintaining in full force and effect for the duration of this Agreement, complete Workers’ Compensation Insurance, 6 Fire Recovery USA, LLC
Form Revised October 2024
and shall furnish a Certificate of Insurance to the City before execution of this Agreement by the City. The City, its officers and employees shall not be responsible for any claims in law or equity occasioned by failure of Contractor to comply with this section.
(d) Professional liability (errors & omissions) insurance that covers the services to be performed in connection with this Agreement, in the minimum amount of One Million Dollars ($1,000,000.00) per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the Effective Date of this Agreement and Contractor agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
If Contractor maintains higher limits or has broader coverage than the minimums shown above, the City requires and shall be entitled to all coverage, and to the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
5.2. Endorsements. The insurance policies are to contain, or be endorsed to contain, the following provisions:
(a) Additional Insureds: The City of West Covina and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of Contractor pursuant to its contract with the City; products and completed operations of Contractor; premises owned, occupied or used by Contractor; automobiles owned, leased, hired, or borrowed by Contractor. (b) Notice of Cancelation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. (c) Primary Coverage: Contractor’s insurance coverage shall be primary insurance as respects the City of West Covina, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of West Covina shall be excess and not contributing with the insurance provided by this policy.
(d) Waiver of Subrogation: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance.
Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
(e) Coverage Not Affected: Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of West Covina, its officers, officials, agents, employees, and volunteers. (f) Coverage Applies Separately: Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, 7 Fire Recovery USA, LLC
Form Revised October 2024
except with respect to the limits of the insurer’s liability.
5.3. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. The City may require Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
5.4. Certificates of Insurance. Contractor shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
5.5. Non-limiting. Nothing in this Section shall be construed as limiting in any way the indemnification provision contained in this Agreement.
6.0. GENERAL PROVISIONS
6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification.
6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.
Contractor shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Contractor called for by this Agreement, except as otherwise expressly provided in this Agreement.
6.3. Key Personnel. It is the intent of both parties to this Agreement that Contractor shall make available the professional services of Justin Powell, who shall coordinate directly with City. Any substitution of key personnel must be approved in advance in writing by City’s Representative.
6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, Email or by U.S. mail. If by U.S. mail, it shall be addressed as set forth below and placed in a sealed envelope, postage prepaid, and deposited in the United States Postal Service. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery; (b) one (1) business day after the Email is sent if such communication is sent by Email, provided that no delivery failure notification has been received; and (c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail. 8 Fire Recovery USA, LLC
Form Revised October 2024
IF TO CONTRACTOR: IF TO CITY:
Fire Recovery USA
2271 Lava Ridge Court, Suite 120
Roseville, CA 95661
City of West Covina
1444 West Garvey Ave. South
West Covina, CA 91790
Tel: (888) 640-7222 Tel: (626) 939-8830
Email: [email protected]
Attn: Craig Nagler
Email: [email protected]
Attn: Mike Browne
6.5. Attorneys’ Fees. If litigation is brought by any party in connection with this Agreement against another party, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.
6.6. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles County, California.
6.7. Assignment. Contractor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Contractor’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement.
Regardless of City’s consent, no subletting or assignment shall release Contractor of Contractor’s obligation to perform all other obligations to be performed by Contractor hereunder for the term of this Agreement.
6.8. Indemnification and Hold Harmless. Contractor agrees to defend, with counsel of City’s choosing, indemnify, and hold free and harmless the City, its elected and appointed officials, officers, agents and employees, at Contractor’s sole expense, from and against any and all claims, demands, actions, suits or other legal proceedings brought against the City, its elected and appointed officials, officers, agents and employees arising out of the performance of Contractor, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by Contractor, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of Contractor, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected and appointed officials, officers, agents and employees based upon the work performed by Contractor, its employees, and/or authorized subcontractors under this Agreement, whether or not Contractor, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, Contractor shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City.
6.9. Independent Contractor. Contractor is and shall be acting at all times as an independent contractor and not as an employee of City. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. 9 Fire Recovery USA, LLC
Form Revised October 2024
Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Contractor shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Contractor and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Contractor shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor further agrees to indemnify and hold City harmless from any failure of Contractor to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.
6.10. PERS Eligibility Indemnification. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Contractor and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
6.11. Cooperation. In the event any claim or action is brought against City relating to Contractor’s performance or services rendered under this Agreement, Contractor shall render any reasonable assistance and cooperation which City might require.
6.12. Ownership of Documents. All findings, reports, documents, information and data furnished or prepared by Contractor or any of its subcontractors in the course of performance of this Agreement shall be and remain the sole property of City. Contractor agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Contractor. Contractor shall deliver to City any findings, reports, documents, information, data, in any form, as requested by City or its authorized representative, at no additional cost to the City. Contractor or Contractor’s agents shall execute such documents as may be necessary from time to time to confirm City’s ownership of the copyright in such documents.
6.13. Electronic Safeguards. Contractor shall identify reasonably foreseeable internal and external risks to the privacy and security of personal information that could result in the 10 Fire Recovery USA, LLC
Form Revised October 2024
unauthorized disclosure, misuse, alteration, destruction or other compromise of the information.
Contractor shall regularly assess the sufficiency of any safeguards and information security awareness training in place to control reasonably foreseeable internal and external risks, and evaluate and adjust those safeguards in light of the assessment.
6.14. Economic Interest Statement. Contractor hereby acknowledges that pursuant to California Government Code Section 87300 and the Conflict of Interest Code adopted by City, Contractor is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advice under this Agreement, prior to the commencement of work, unless waived by the City Manager.
6.15. Conflict of Interest. Contractor and its officers, employees, associates and subcontractors, if any, will comply with all conflict of interest statutes of the State of California applicable to Contractor’s services under this Agreement, including, but not limited to, the Political Reform Act of 1974 (California Government Code Section 81000, et seq.) and California Government Code Sections 1090-1092. Contractor covenants that none of Contractor’s officers or principals have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of the services hereunder, including in any manner in violation of the Political Reform Act. Contractor further covenants that in the performance of this Agreement, no person having such interest shall be used by Contractor as an officer, employee, agent, or subcontractor. Contractor further covenants that Contractor has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City and further covenants and agrees that Contractor and/or its subcontractors shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City prior to the completion of the work under this Agreement.
6.16. Prohibited Employment. Contractor will not employ any regular employee of City while this Agreement is in effect.
6.17. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.
6.18. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.
6.19. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Contractor and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.
6.20. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.
11 Fire Recovery USA, LLC
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6.21. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other Contractors for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.
6.22. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.
6.23. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
6.24. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.
6.25. Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, and may be executed by electronic signatures. All counterparts shall be construed together and shall constitute one agreement. Delivery of an executed counterpart of this Agreement by a .pdf data file or other scanned executed counterpart by email shall be equally as effective as delivery of a manually executed counterpart of this Agreement. Each duplicate and counterpart shall be equally admissible in evidence, and each shall fully bind each party who has executed it. The parties waive all right to challenge the admissibility or authenticity of this Agreement in a court of law based solely on the absence of an original signature.
6.26. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.
6.27. Taxpayer Identification Number. Contractor shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W9, as issued by the Internal Revenue Service.
[SIGNATURE PAGE FOLLOWS.]
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.
CITY OF WEST COVINA,
A municipal corporation
__________________________________ Date: __________________________ Milan Mrakich
Acting City Manager
CONTRACTOR
__________________________________ Date: __________________________ Craig Nagler
Chief Executive Officer
ATTEST:
__________________________________
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
__________________________________
Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:
__________________________________
Maria-Luisa Olea
Risk Management
EXHIBIT A
SCOPE OF SERVICES
1. Contractor will bill the responsible party on the City’s behalf for fire inspection services and/or permits issued by the City. Contractor will bill per the City’s approved fee schedule, as provided to Contractor by City. The inspection and/or permit fees may change over time due to updates to the City’s fee schedule. City will provide notice to Contractor of changes to its fee schedule.
2. Contractor will provide, as a normal matter of business, processing and invoicing of inspections and/or permits and submission to the responsible party for payment, receipt of monies deemed due to the City, payments of the agreed upon amounts of said monies to City, and reporting of progress via The Recovery Hub.
3. Contractor will ensure each City user has access to The Recovery Hub software and will provide ongoing training and support to the City in the use of the software and Contractor’s systems.
4. Contractor will assist the City to determine the workflow of acceptable process to enter the information in The Recovery Hub for inspections/permits.
5. Contractor will bill to the best of its ability all inspections and/or permits provided to Contractor by the City through The Recovery Hub.
6. Contractor will not begin litigation against a person or entity without prior written approval by the City.
7. Contractor will remit to City the full amount collected for each inspection and permit less a processing fee of Eighteen Dollars and Fifty Cents ($18.50) for each paid inspection and permit invoice.
8. Contractor will pass an electronic payment processing fee (convenience fee) of 3% for payments made by E-check or credit card to the consumer paying each invoice.
9. Contractor will pay the funds due to the City for its inspections and/or permits on a monthly basis, within seven (7) working days after the close and accounting of the monthly billing cycle.
10. Contractor agrees to make reports available via The Recovery Hub, a password protected website, for the City which will set forth the status of all inspections and/or permits and provide an accounting of all payments and amounts due the City under the terms of the Agreement.
11. Contractor will not be responsible for, nor accept any liability for, any erroneous, invalid, or illegal inspections or permits performed by City.
12. City will, to the extent it deems appropriate and necessary, expend the resources and take the required actions to obtain payment for all invoices that remain unpaid after 60 days of the invoice date and arrange for those payments to be forwarded to Contractor for processing.
ATTACHMENT NO.
6 AMENDMENT NUMBER ONE TO
CITY OF WEST COVINA
PROFESSIONAL SERVICES AGREEMENT
WITH
FIRE RECOVERY USA, LLC
FOR
INSPECTION AND PERMIT BILLING SERVICES
THIS AMENDMENT NUMBER ONE ("Amendment") is made and entered into as of June 30, 2023 ("Effective Date") by and between the CITY OF WEST COVINA, a municipal corporation ("City"), and FIRE RECOVERY USA, LLC, a California limited liability company ("Contractor").
WHEREAS, City and Contractor entered into a Professional Services Agreement dated July 1, 2020 for Contractor to provide inspection and permit billing services ("Agreement"); and WHEREAS, Section 4.1 of the Agreement provides for an initial term of three (3) years, nding June 30, 2023; and
WHEREAS, City and Contractor now desire to extend the term for two (2) years, through June 30, 2025.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:
1. The term of the Agreement shall be extended through June 30, 2025.
2. All terms not defined herein shall have the same meaning and use as set forth in the Agreement.
3. All other terms, conditions, and provisions of the Agreement shall remain in full force and effect.
[SIGNATURE PAGE FOLLOWS.]
Fire Recovery USA, LLC
Form Revised April 2023
ATTACHMENT NO. 7
IN WITNESS WHEREOF, City and Contractor have executed this Amendment as of the date set forth above.
ATTEST:
Lisa She rick
Assistan City Clerk
Tho
City Attorney
APPROVED AS TO INSURANCE:
Ste anie Sikkema
Ac; g man Resources and Risk
fvlanagement Director
Form Revised April 2023
Rick Benner
CFO, Manager
2 - ===
Fire Recovery USA, LLC
AGENDA ITEM NO. 12
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: July 15, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: RECLASSIFICATION OF ONE POLICE LIEUTENANT POSITION TO A POLICE
CAPTAIN POSITION
RECOMMENDATION:
It is recommended that the City Council approve the reclassification of one Police Lieutenant position to a Police Captain position by adopting the following resolution:
RESOLUTION NO. 2025-58 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, AMENDING THE SCHEDULE OF FULL-TIME POSITIONS BUDGETED FOR FISCAL YEAR 2025-26 TO REFLECT THE RECLASSIFICATION OF A POLICE
LIEUTENANT POSITION TO A POLICE CAPTAIN POSITION
BACKGROUND:
Historically, the Police Department has maintained three Police Captain positions (formerly Commander), with each Captain overseeing one of the Police Department's three Divisions; Patrol, Investigations and Support Services, and Administration. Presently, the Police Department has two Captains; one is assigned to Patrol, and one who concurrently oversees the Administration Division and the Investigations and Support Services Division, which includes the Special Enforcement Team (SET).
DISCUSSION:
The duties of Detectives and SET Officers involve complex investigations and specialized enforcement operations that differ significantly from the administrative functions of the Police Department . These operations often include undercover work, surveillance, and multi-agency coordination, all of which carry significant risk and potential liability for the City if not supervised properly.
To ensure proper oversight and return to a more effective and proven supervisory structure, the Police Department proposes to reclassify one Lieutenant position currently assigned to the Administration Division and instead allocate that funding to create a third Police Captain position. The new Captain would be responsible exclusively for the Investigation and Support Services Division, including SET operations.
This restructuring will reinstate the optimal three-Captain configuration that has historically provided effective leadership and division-specific oversight across the Police Department.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
Prepared by: Tony Cortina, Chief of Police
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
Reclassifying a Police Lieutenant to a Police Captain is projected to cost approximately $16,500 in Fiscal Year 2025-26. This cost will be absorbed within the existing Police Department budget for sworn salaries, as several positions remain unfilled in July 2025.
Attachments
Attachment No. 1 - Resolution No. 2025-58
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
ATTACHMENT NO. 1
RESOLUTION NO. 2025-58
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, AMENDING THE
SCHEDULE OF FULL-TIME POSITIONS BUDGETED FOR
FISCAL YEAR 2025-26 TO REFLECT THE
RECLASSIFICATION OF A POLICE LIEUTENANT
POSITION TO A POLICE CAPTAIN POSITION
The City Council of the City of West Covina finds and declares as follows:
WHEREAS, on June 17, 2025, the City Council adopted Resolution No. 2025-40, adopting the Fiscal Year 2025-26 Operating and Capital Improvement Budget (“Fiscal Year 2025-26 Budget”); and
WHEREAS, the Fiscal Year 2025-26 Budget includes the approved Schedule of Full-Time Positions, which includes 326 full-time positions; and WHEREAS, the City Council desires to amend the Schedule of Full-Time Positions to reflect the reclassification of a Police Lieutenant position to a Police Captain position.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves the revised Schedule of Full-Time Positions for Fiscal Year 2025-26 as set forth in Exhibit A, attached hereto and incorporated herein.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED on this 15th day of July, 2025.
Tony Wu
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Monique S. De La Rosa
City Attorney Deputy City Clerk
I, MONIQUE S. DE LA ROSA, DEPUTY CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2025-58 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 15th day of July, 2025, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Monique S. De La Rosa
Deputy City Clerk
EXHIBIT A
City of West Covina,
West Covina Public Financing Authority, West Covina Housing Authority, and Successor Agency to the Former West Covina Redevelopment Agency Fiscal Year 2025-26 Revised Schedule Of Full-Time Positions Department/Classification
FY2025-26
Adopted Budget Adjustments
FY2025-26
Amended
Administration
Assistant City Manager 2 0 2
Assistant to the City Manager 1 0 1
City Manager 1 0 1
Econ Dev Project Coordinator 1 0 1
Econ Dev/Housing Manager 1 0 1
Exec Assistant to City Manager 1 0 1
Sr Administrative Assistant 1 0 1
Administration Total 8 0 8
City Clerk
Assistant City Clerk 1 0 1
Deputy City Clerk 1 0 1
City Clerk Total 2 0 2
Community Development
Administrative Assistant I 1 0 1
Administrative Assistant II 1 0 1
Deputy Community Development Director 1 0 1
Planning Assistant 1 0 1
Planning Associate 1 0 1
Project Manager 1 0 1
Sr Administrative Assistant 1 0 1
Community Development Total 7 0 7
Community Services
Administrative Assistant I 1 0 1
Community Services Coordinator 5 0 5
Deputy Comm Svs Director 1 0 1
Head Cook 1 0 1
Recreation Services Supervisor 1 0 1
Community Services Total 9 0 9
Finance
Accounting Technician II 2 0 2
Accountant II 2 0 2
Accounting Manager 1 0 1
Assistant Finance Director 1 0 1
Computer Services Technician 1 0 1
Finance Director 1 0 1
GIS Analyst 1 0 1
Information Tech Analyst I 1 0 1
Information Technology Manager 1 0 1
Payroll Specialist 2 0 2
Purchasing Manager 1 0 1
Sr Administrative Assistant 1 0 1
Finance Total 15 0 15
Fire
Administrative Aide 2 0 2
Assistant Fire Chief 3 0 3
Fire Captain 15 0 15
Fire Chief 1 0 1
Fire Engineer 15 0 15
Fire Protection Specialist 1 0 1
Firefighter 9 0 9
Firefighter/Paramedic 27 0 27
Sr Administrative Assistant 1 0 1
Deputy Fire Marshal 1 0 1
Fire Total 75 0 75
Human Resources
Human Resources Director 1 0 1
Human Resources Manager 1 0 1
Human Resources Analyst I 1 0 1
Sr Human Resources Technician 1 0 1
Human Resources Total 4 0 4
Police
Code Enforcement Supervisor 1 0 1
Communications Manager 1 0 1
Communications Supervisor 4 0 4
Community Services Officer 8 0 8
Criminal Justice Res Analyst I 1 0 1
Forensic Specialist Supervisor 1 0 1
Jailer 6 0 6
Lead Jailer 1 0 1
Police Admin Svcs Manager 1 0 1
Police Captain 2 1 3
Police Chief 1 0 1
Police Corporal 17 0 17
Department/Classification
FY2025-26
Adopted Budget Adjustments
FY2025-26
Amended
Police Lieutenant 6 -1 5
Police Officer 63 0 63
Police Officer Recruit 10 0 10
Police Records Manager 1 0 1
Police Records Specialist I 5 0 5
Police Records Specialist II 2 0 2
Police Records Supervisor 1 0 1
Police Sergeant 13 0 13
Public Safety Dispatcher 8 0 8
Sr Administrative Assistant 2 0 2
Sr Communications Operator 4 0 4
Victim Advocate 1 0 1
Police Total 160 0 160
Public Safety
Code Enforcement Director 1 0 1
Code Enforcement Manager 1 0 1
Code Enforcement Officer 4 0 4
Public Safety Total 6 0 6
Public Works
Administrative Assistant II 1 0 1
Building Maint Lead Worker 1 0 1
Electrician I 1 0 1
Electrician II 1 0 1
Equipment Operator 1 0 1
Fleet Services Coordinator 1 0 1
Maintenance Lead Worker 2 0 2
Maintenance Svcs Coordinator 2 0 2
Maintenance Worker II 22 0 22
Maintenance Worker III 4 0 4
Management Analyst I 1 0 1
Public Works Superintendent 1 0 1
Street Maintenance Supervisor 1 0 1
Public Works Director 1 0 1
Public Works Total 40 0 40
Grand Total 326 0 326
Department/Classification
FY2025-26
Adopted Budget Adjustments
FY2025-26
Amended
AGENDA ITEM NO. 13
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: July 15, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF PY 2025-2029 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) CONSOLIDATED PLAN AND RELATED BUDGET AMENDMENT
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve the proposed PY 2025-2029 CDBG Consolidated Plan; and
2. Adopt the following resolution:
RESOLUTION NO. 2025-57 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2025 AND ENDING JUNE 30, 2029 (CDBG CONPLAN) BACKGROUND:
This is the second of two required hearings for the Consolidated Plan.
The Community Development Block Grant (CDBG) program is a flexible program of the U.S. Department of Housing and Urban Development (HUD) that provides communities with resources to address a wide range of unique community development needs. Beginning in 1974, the CDBG program is one of the longest continuously run programs at HUD. The CDBG program provides annual grants on a formula basis to 1,209 general units of states and local governments.
The CDBG program works to ensure decent affordable housing, to provide services to the most vulnerable in our communities, and to create jobs through the expansion and retention of businesses.
CDBG is an important tool for helping local governments tackle serious challenges facing their communities. The CDBG program has made a difference in the lives of millions of people and their communities across the Nation.
The annual CDBG appropriation is allocated between states and local jurisdictions called "non-entitlement" and "entitlement" communities respectively. Entitlement communities are comprised of central cities of Metropolitan Statistical Areas (MSAs); metropolitan cities with populations of at least 50,000; and qualified urban counties with a population of 200,000 or more (excluding the populations of entitlement cities). States distribute CDBG funds to non-entitlement localities not qualified as entitlement communities.
HUD determines the amount of the City’s grant by using a formula comprised of several measures of community need, including the extent of poverty, population, housing overcrowding, age of housing, and population growth lag in relationship to other metropolitan areas. West Covina is a direct entitlement community and uses these federal funds to create transformative impact, and to improve the lives of residents, especially those with low- and moderate-income levels.
In recent years, the City of West Covina has utilized these funds for the Domestic Violence Victim Advocate (Police Department), the Senior Meals program, the Business Assistance Loan Program, the Housing Preservation Program, Public Infrastructure Projects, and to fund various public service providers (i.e., food banks, homeless advocates, meals on wheels, etc.).
As a recipient of CDBG funds, the City is required to develop and submit a Consolidated Plan as a condition of receiving the funds. The Consolidated Plan is intended to serve as a visioning and strategic planning document, which will guide the use of HUD funds over a five-year period. The Plan meets the application, planning, and submission requirements for CDBG, which has an overall objective of developing viable urban communities by providing decent housing and a suitable living environment, and expanding economic opportunities principally for low- and moderate-income persons.
The City approved its first Consolidated Plan in May 2000. HUD requires that the Consolidated Plan be updated every five years. The proposed Consolidated Plan will cover the 2025-2029 time period. During this time, staff estimates resources in the amount of $5,530,000.
The Consolidated Plan development process requires two public hearings. On May 20, 2025, the Pre-Development hearing occurred. At that hearing, the City Council approved the prioritization of community needs shown in Table 1 below and directed staff to develop a draft PY 2025-2029 Consolidated Plan based on the approved priorities.
As described at the prior hearing, a section of the Consolidated Plan, referred to as the Strategic Plan, represents the course of action to be taken in order to respond to the needs of the community. As a basis for the Strategic Plan, an assessment and prioritization of community needs, relative to the use of CDBG funds, was required. The categories of community need identified in the current Consolidated Plan are:
(1) Economic Development, (2) Homelessness, (3) Infrastructure Improvements, (4) Owner Occupied Housing, (5) Public Facilities, (6) Non-Homeless Special Needs, (7) Public Services, and (8) Rental Housing. Attachment No. 1 describes each category in detail.
To facilitate prioritization and to evaluate the categories, HUD utilizes four levels of priority: High, Medium, Low, and No Such Need. A High Priority means that activities in that category will be funded by CDBG funds. A Medium Priority means activities in that category may be funded by CDBG funds. A Low Priority means CDBG funds will not be used to fund activities in a particular category.
The categories shown as "Medium" and "Low" do not indicate that these are not priorities of the City of West Covina, but with limited CDBG funds, the City Council determined these as the priorities for CDBG funding.
Table 1
PY 2025-2029 Consolidated Plan Priorities
Categories of Need Priority Level
Economic Development High
Homelessness High
Infrastructure Improvements High
Owner-Occupied Housing High
Public Facilities High
Non-Homeless Special Needs Medium
Public Services Medium
Rental Housing Low
DISCUSSION:
In PY 2025, the first year of the new cycle, the City will receive $819,862.
Program income is another source of funding for eligible activities. In prior years, the City used CDBG funds to make loans to eligible applicants through the City’s Home Improvement Loan Program, now the Housing Preservation Program. Repayments of the CDBG-funded home improvement loans are considered Program Income and impact the overall availability of CDBG resources, as the funds can be re-programmed for eligible activities. Staff estimates program income in the amount of $10,138 in PY 2025.
Five-Year Consolidated Plan (PY 2025-2029)
The City’s proposed PY 2025-2029 Consolidated Plan consists of the Five-Year Strategic Plan (PY 2025-2029) and One-Year Action Plan (PY 2025). The Consolidated Plan also includes a required Citizen Participation Plan, which describes the City’s practices, policies, and efforts to encourage public participation. The Citizen Participation Plan presented for consideration was established in the previous 5-year cycle. After the 30-day notice, no comments or changes were proposed.
Five-Year Strategic Plan (PY 2025-2029)
The Strategic Plan describes strategies and proposed funding for addressing affordable housing, homelessness, special needs, community development and public services. The proposed PY 2025-2029 Strategic Plan incorporates the Priorities approved by the City Council on May 20, 2025. The proposed PY 2025-2029 Strategic Plan Budget is shown in Table 2.
Table 2
PY 2025-2029 Proposed Strategic Plan CDBG Budget
Proposed Project Proposed Funding ($)
Fair Housing $ 50,000
Public Services 572,500
Housing Preservation Program 500,000
Neighborhood Improvement Program 2,197,500
Planning and Administration 830,000
Total $ 4,150,000
Approved Activities to be Carried Over from Prior Cycle Several activities that were approved and funded in the prior cycle will be carried over as new activities in the new cycle. The four activities are shown in Table 3, along with their unexpended budgets. They are not included in Table 2 or 4, but are detailed in Table 5.
Table 3
Approved Activities to be Carried Over from Prior Cycle Activiity Funding ($)
Neighborhood Improvement Program
Friendship Park Improvements, Phase II $ 755,000
Housing Preservation Program 425,000
Economic Development
Facade Improvement Program 100,000
Economic Development Technical Assistance 100,000
Total $ 1,380,000
Relative to the Neighborhood Improvement Program, Friendship Park Improvements, Phase II ($755,000) will be carried forward into the new cycle. Friendship Park is located in Park District H.
Economic Development Activities - Facade Improvement Program ($100,000) and the Economic Development Technical Assistance Program ($100,000) - will be carried forward. The Housing Preservation Program and its unexpended balance ($425,000) will be carried forward to PY 2025. The activities shown in Table 3 are designated below in Table 5 with an asterisk (*).
One-Year Action Plan (PY 2025)
The PY 2025 Action Plan assumes a continuation of current City programs, i.e., Fair Housing, Public Services, and the Capital Improvement Program. The City will receive $819,862 from HUD in PY 2025.
Staff estimates $10,138 will be received through loan repayments. The proposed PY 2025 Action Plan Budget is shown in Table 4.
Table 4
PY 2025 Proposed Action Plan CDBG Budget
Proposed Project Proposed Funding ($)
Fair Housing $ 10,000
Public Services 114,500
Neighborhood Improvement Program 539,500
Planning and Administration 166,000
Total $ 830,000
Neighborhood Improvement Program: Funds eligible capital improvements such as public facilities improvements, street rehabilitation, replacement of curbs and gutters, removal of barriers to accessibility, park improvements, etc.
1. Planning and Administration: By statute, capped at 20% of the sum of allocation and current year (PY 2025) program income (PY 2025) program income, to be received through repayment to the Housing Preservation Program, is estimated at $10,000.
2. Public Services: By statute, capped at 15% of the sum of allocation and prior year (PY 2024) program income. PY 2024 program income, received through repayment to the Housing Preservation Program, is $10,138.
3. Relative to the Neighborhood Improvement Program, a project for the rehabilitation of residential streets in CDBG-eligible areas is proposed. A project scheduled for FY 2026-2027 is recommended to be brought into FY 2025-2026, as the area, which is bordered at City limits on the North and West, the I10 on the South, and Vincent Avenue on the East, is CDBG-eligible based on the current Census data.
Regarding Public Services, the City published a Notice of Funding Availability in March 2025 and received 10 funding requests totaling $220,000 ($95,500 more than available) from public service providers serving West Covina residents. Descriptions of services are included as Attachment No. 3.
With an interest in mitigating impacts to the General Fund, staff earmarked funding for City projects at the levels requested by the individual departments. This will offset City-program expenses that would otherwise be supported by the City's General Fund. All City projects are designated with a double asterisk (**) in Table 5. A decrease in CDBG funding to these programs would result in an increased burden on the General Fund to maintain current service levels.
Staff has also recommended funding for the Housing Rights Center. As a CDBG recipient, HUD requires grantees to provide services that promote and support fair housing in the community. Funding for the Housing Rights Center addresses this HUD requirement. Staff recommends funding the projects (Projects No. 7 through No. 10) as shown below in Table 5.
The balance of public service applicants was evaluated by the CDBG Ad Hoc Committee of the Community and Senior Services Commission. The Ad Hoc Committee recommended funding (Projects Nos. 11-16) (shown in Table 5) for consideration by the City Council.
Table 5 details proposed PY 2025 funding by activity.
Table 5
Proposed PY 2025 CDBG Action Plan Funding
Project/Activity PY 2025 Proposed Account No
1. Residential Street Improvement 539,500
2. Friendship Park Improvements, Phase II * 755,000 131.503.80.84.00.77.77000
3. Economic Development Technical
Assistance * 100,000 131.505.22.23.21.00.61.61200
4. Facade Improvement Program * 100,000 131.505.22.23.21.00.61.61200
5. Housing Preservation Program * 425,000 131.505.22.20.24.00.61.61200
6. Administration 166,000 131.504.61.10.00.00.XX.XXXXX
7. Senior Meals Program ** 60,000 131.504.61.51.34.00.61.61200
8. Domestic Violence Victim Advocate ** 20,000 131.505.31.37.00.00.51.5XXXX
9. Emergency Assistance Program 5,000 131.504.61.51.27.00.61.61200
10. Housing Rights Center 10,000 131.505.61.20.25.00.61.61200
11. Senior Citizen Assistance Program
(YWCA) 4,900 131.504.61.51.34.00.64.64440
12. Action Food Pantry 4,900 131.504.61.51.34.00.62.62070
13. ESGV Coalition for the Homeless 4,900 131.504.61.51.34.00.64.64670
14. Project 29:11 (Food Pantry) 5,000 131.504.61.51.34.00.62.62030
15. Shepherd's Pantry 4,900 131.504.61.51.34.00.64.64660 16 Assistance League (Op School Bell) 4,900 1131.504.61.51.34.00.64.64620 Total $2,210,000
A draft PY 2025-2029 Consolidated Plan was available for a 30-day public review as required by HUD.
Notice of its availability was published on June 13, 2025. No public comments have been received.
The City Council has the ability to modify/change the priorities of the Categories of Need at this time or, with proper notice, at any point during the 5-year cycle. The City Council retains the ability to fund all priorities as part of the City’s annual budget process.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
OPTIONS:
The City Council has the following options:
The City Council has the following options:
1. Approve the proposed PY 2025-2029 CDBG Consolidated Plan.
2. Provide alternative direction.
Prepared by: Kelly McDonald, Assistant to the City Manager Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:
There is no fiscal impact to the General Fund. Through annual grants from HUD and program income from loan repayments, the City expects available CDBG resources in the amount of approximately $5,530,000 during the 2025-2029 period covered by the proposed Consolidated Plan. The proposed CDBG budget for PY 2025 is $2,210,000 including activities carried over from prior years.
Attachments
Attachment No. 1 - Descriptions of Categories of Need in Table 1 Attachment No. 2 - Proposed PY 2025-2029 CDBG Consolidated Plan Attachment No. 3 - PY 2025 CDBG PSP Applicants
Attachment No. 4 - Resolution No. 2025-57 (Budget Amendment) Attachment No. 5 - PY 2025-2029 CDBG Consolidated Plan - Slides CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Maintain and Enhance City Facilities and Infrastructure Enhance City Image and Effectiveness
ATTACHMENT NO. 1
Descriptions of Categories of Need in Table 1,
Consolidated Plan Priorities
This attachment describes the Categories of Need shown in Table 1 of the staff report.
1. Economic Development: Activities to address these needs will be funded by the Community & Economic Development non-housing funds. Community & Economic Development activities and Business Assistance Program address this category of need.
2. Homelessness: The allocation of CDBG funds to public services can address a portion of these needs.
3. Infrastructure Improvements: Improvements such as street rehabilitation and replacement of curbs and gutters
4. Owner-Occupied Housing: Owner housing needs will be addressed by the Housing Preservation Program (HPP).
5. Public Facilities: Public facilities may include: accessibility improvement or improvements to parks and recreation facilities and youth centers.
6. Rental Housing: Rental housing needs are addressed by the Section 8 rental assistance program and the affordable housing developments funded by the CED Low and Moderate Income Housing Fund.
7. Public Services: A high priority was assigned to public services because CDBG funds can help to address the needs of the elderly, frail elderly, youth and other low/moderate income populations. These needs can be addressed by the 15% allocation of CDBG funds to public services. (For example, public services may include: youth services, transportation services, and crime awareness.)
8. Non-Homeless Special Needs: The allocation of CDBG funds to public services can address a portion of the non-homeless needs. (Non-homeless special needs populations include: the elderly, persons with HIV/AIDS, disabled, homebound, and mentally ill).
ATTACHMENT NO. 2
City of
West Covina
Consolidated Plan for
Housing and Community Development
PY 2025-2029 (July 1, 2025 – June 30, 2029) Strategic Plan and
PY 2025 (July 1, 2025 – June 30, 2026) Action Plan
and
Citizen Participation Plan
Prepared for:
The U.S. Department of Housing and Urban Development
Lead Agency
City of West Covina
City Manager’s Office
1444 W. Garvey Avenue
West Covina, California 91790
(626) 939-8494
PROPOSED
Table of Contents
Executive Summary 1
ES-05 Executive Summary - 24 CFR 91.200(c), 91.220(b) 1 The Process 6
PR-05 Lead & Responsible Agencies 24 CFR 91.200(b) 6
PR-10 Consultation – 24 CFR 91.100, 91.200(b), 91.215(l) 7 PR-15 Citizen Participation 12
Needs Assessment 15
NA-05 Overview 15
NA-10 Housing Needs Assessment - 24 CFR 91.205 (a,b,c) 16 NA-15 Disproportionately Greater Need: Housing Problems – 24 CFR 91.205(b)(2),
91.305(b)(2), 91.405 24
NA-20 Disproportionately Greater Need: Severe Housing Problems – 24 CFR 91.205(b)(2), 91.305(b)(2),
91.405 27
NA-25 Disproportionately Greater Need: Housing Cost Burdens – 24 CFR 91.205 (b)(2) 30 NA-30 Disproportionately Greater Need: Discussion – 24 CFR 91.205(b)(2), 91.305(b)(2), 91.405 31 NA-35 Public Housing – 24 CFR 91.205(b) 32
NA-40 Homeless Needs Assessment – 24 CFR 91.205(c), 91.305(c), 91.405 36 NA-45 Non-Homeless Special Needs Assessment – 24 CFR 91.205 (b,d) 41 NA-50 Non-Housing Community Development Needs – 24 CFR 91.215(f) 45 Housing Market Analysis 46
MA-05 Overview 46
MA-10 Number of Housing Units – 24 CFR 91.210(a) & (b)(2) 47 MA-15 Housing Market Analysis: Cost of Housing - 24 CFR 91.210(a) 49 MA-20 Housing Market Analysis: Condition of Housing – 24 CFR 91.210(a) 51 MA-25 Public and Assisted Housing – 24 CFR 91.210(b) 54 MA-30 Homeless Facilities and Services – 24 CFR 91.210(b), 91.310 (b), 91.410 57 MA-35 Special Needs Facilities and Services – 24 CFR 91.210(d) 60 MA-40 Barriers to Affordable Housing – 24 CFR 91.210(e), 91.310(d), 91.410 64 MA-45 Non-Housing Community Development Assets – 24 CFR 91.215 (f) 65 MA-50 Needs and Market Analysis Discussion 71
MA-60 Broadband Needs of Housing occupied by Low- and Moderate-Income Households -
91.210(a)(4), 91.310(a)(2) 73
MA-65 Hazard Mitigation - 91.210(a)(5), 91.310(a)(3) 75 Strategic Plan 76
SP-05 Overview 76
SP-10 Geographic Priorities – 24 CFR 91.215 (a)(1) 77
SP-25 Priority Needs - 24 CFR 91.215(a)(2) 79
SP-30 Influence of Market Conditions – 24 CFR 91.215 (b) 84 SP-35 Anticipated Resources - 24 CFR 91.215(a)(4), 91.220(c)(1,2) 85 SP-40 Institutional Delivery Structure – 24 CFR 91.215(k) 87 SP-45 Goals Summary – 24 CFR 91.215(a)(4) 91
SP-50 Public Housing Accessibility and Involvement – 24 CFR 91.215(c) 94 SP-55 Barriers to Affordable housing – 24 CFR 91.215(h) 95 SP-60 Homelessness Strategy – 24 CFR 91.215(d) 97
SP-65 Lead Based Paint Hazards – 24 CFR 91.215(i) 100
SP-70 Anti-Poverty Strategy – 24 CFR 91.215(j) 101
SP-80 Monitoring – 24 CFR 91.230 102
Annual Action Plan 103
Expected Resources 103
AP-15 Expected Resources – 91.220(c)(1,2) 103
AP-20 Annual Goals and Objectives 107
Projects 110
AP-35 Projects – 91.220(d) 110
AP-38 Project Summary 112
AP-50 Geographic Distribution – 91.220(f) 120
Affordable Housing 122
AP-55 Affordable Housing – 91.220(g) 122
AP-60 Public Housing – 91.220(h) 123
AP-65 Homeless and Other Special Needs Activities – 91.220(i) 124 AP-75 Barriers to affordable housing – 91.220(j) 127
AP-85 Other Actions – 91.220(k) 128
Program Specific Requirements 131
AP-90 Program Specific Requirements – 91.220(l)(1,2,4) 131 List of Tables
Table 1 – Responsible Agencies 6
Table 2 – Agencies, groups, organizations who participated 9 Table 3 – Other local /regional/federal planning efforts 10 Table 4 – Citizen Participation Outreach 12
Table 5 – Housing Needs Assessment Demographics 17
Table 6 – Total Households Table 17
Table 7 – Housing Problems Table 18
Table 8 – Housing Problems 2 19
Table 9 – Cost Burden > 30% 19
Table 10 – Cost Burden > 50% 20
Table 11 – Crowding Information – 1/2 20
Table 12 – Crowding Information – 2/2 21
Table 13 – Disproportionally Greater Need 0 - 30% AMI 24 Table 14 – Disproportionally Greater Need 30 - 50% AMI 25 Table 15 – Disproportionally Greater Need 50 - 80% AMI 25 Table 16 – Disproportionally Greater Need 80 - 100% AMI 26 Table 17 – Severe Housing Problems 0 - 30% AMI 27
Table 18 – Severe Housing Problems 30 - 50% AMI 28
Table 19 – Severe Housing Problems 50 - 80% AMI 28
Table 20 – Severe Housing Problems 80 - 100% AMI 29
Table 21 – Greater Need: Housing Cost Burdens AMI 30
Table 22 – Public Housing by Program Type 32
Table 23 – Characteristics of Public Housing Residents by Program Type 33 Table 24 – Race of Public Housing Residents by Program Type 34 Table 25 – Ethnicity of Public Housing Residents by Program Type 34 Table 26 – Homeless Needs Assessment 37
Table 27 – Residential Properties by Unit Number 47
Table 28 – Unit Size by Tenure 47
Table 29 – Cost of Housing 49
Table 30 – Rent Paid 49
Table 31 – Housing Affordability 49
Table 32 – Monthly Rent 50
Table 33 – Condition of Units 51
Table 34 – Year Unit Built 51
Table 35 – Risk of Lead-Based Paint 52
Table 36 – Vacant Units 52
Table 37 – Total Number of Units by Program Type 54
Table 38 – Public Housing Condition 56
Table 39 – Facilities and Housing Targeted to Homeless Households 57 Table 40 – Business Activity 65
Table 41 – Labor Force 67
Table 42 – Occupations by Sector 67
Table 43 – Travel Time to Work 67
Table 44 – Educational Attainment by Employment Status 67 Table 45 – Educational Attainment by Age 68
Table 46 – Median Earnings in the Past 12 Months 68
Table 47 – Geographic Priority Areas 77
Table 48 – Priority Needs Summary 79
Table 49 – Influence of Market Conditions 84
Table 50 – Anticipated Resources 85
Table 51 – Institutional Delivery Structure 87
Table 52 – Homeless Prevention Services Summary 88
Table 53 – Goals Summary 91
Table 54 – Expected Resources – Priority Table 104
Table 55 – Goals Summary 107
Table 56 – Project Information 110
Table 57 – Geographic Distribution 120
Table 58 – One Year Goals for Affordable Housing by Support Requirement 122 Table 59 – One Year Goals for Affordable Housing by Support Type 122 List of Exhibits
City of West Covina Citizen Participation Plan Exhibit 1 Census Block Group Map Exhibit 2
Community Needs Survey Results Exhibit 3
2024 Homeless Count – SPA 3 Exhibit 4
Draft PY 2025-2029 Consolidated Plan – City of West Covina Consolidated Plan WEST COVINA 1
OMB Control No: 2506-0117 (exp. 09/30/2021)
Executive Summary
ES-05 Executive Summary - 24 CFR 91.200(c), 91.220(b)
1. Introduction
Located in the San Gabriel Valley, West Covina is a densely developed urban community encompassing 16 square miles. The US Census estimates the West Covina had a population of 109,501 persons as of April 1, 2020. This document constitutes the City of West Covina’s Five-Year Consolidated Plan (PY 2025 – PY 2029) for the use of Community Development Block Grant (CDBG) funds. This Consolidated Action Plan was prepared using the eConPlanning Suite system developed by the U.S. Department of Housing and Urban Development (HUD). The system prescribes the structure and contents of this document, following HUD's Consolidated Planning regulations. This Consolidated Plan covers the planning period of July 1, 2025 through June 30, 2029. A public hearing was conducted on May 20, 2025 to discuss the Draft PY 2025-2029 Consolidated Plan, which was released for a 30-day public review on June 13, 2025.
2. Summary of the objectives and outcomes identified in the Plan Needs Assessment Overview
Listed below are City of West Covina’s objective and outcome categories for CDBG funded activities in accordance with the Federal Register Notice dated March 7, 2006. During this Consolidated Plan period, the City will fund activities in two objective/outcome categories – SL-1 and SL-3.
SL–1 Improve Availability/Accessibility for the Purpose of Creating a Suitable Living Environment • Fair Housing Services
• Senior Services
• Other Public Services
SL–3 Improve Sustainability for the Purpose of Creating a Suitable Living Environment • Neighborhood Improvement Program
The Neighborhood Improvement Program supports improvements such as: street and alley improvements, sidewalks, and street lighting and accessibility improvements.
3. Evaluation of past performance
The PY 2020- 2024 Consolidated Plan established the following high priorities for CDBG funding:
Draft PY 2025-2029 Consolidated Plan – City of West Covina Consolidated Plan WEST COVINA 2
OMB Control No: 2506-0117 (exp. 09/30/2021)
• Support a Neighborhood Improvement Program for infrastructure improvements • Support public facilities funding
• Support funding for fair housing and tenant/landlord counseling services • Address the needs of homeless families with children; homeless individuals; and chronically homeless persons
• Support public services funding
The City allocated CDBG funds to address each of the five high priorities listed above.
Overall, the Program achieved less than planned results in the prior cycle as the impacts of the COVID-19 pandemic and related lockdown were protracted. The Careship program, which provides a childcare subsidy, was suspended due to the lockdown of schools. The Day Care program recommenced in early 2022. However, only one of the City’s four child care centers was reopened after the pandemic. Though funded in PY 2023, due to staff turnover, there were no accomplishments and the activity was cancelled. There were no rehabilitation loans processed through the Housing Preservation Program. The guidelines of the program have been revised to increase maximum loan amounts from $10,000 to $25,000, as well as to expand eligible uses within the requirements of CDBG regulations. A number of applications have been received. Seven loans funded in PY 2024. Economic Development activities funded in PY 2024: Facade Improvements and Economic Development Technical Assistance have not commenced due to staff turnover.
Both the Housing Preservation Program and Economic Development Activities will be closed out in the prior cycle, with unexpended balances of funding carried over and opened as a new activities in the PY 2025-2029 cycle.
The closure of the City’s Senior Center, caused by the pandemic, resulted in a transition of the congregate Senior Meals program into a home delivery and drive through service. The program partially transitioned back to a congregate setting twice per week in mid-May 2022. The program is now back to its regular schedule, serving lunches on weekdays.
Early in the cycle, two significant public facility improvements were completed: Residential CDBG Street Improvements ($1M) and Friendship Park Improvements ($1M). Completion of the project for the Replacement of the HVAC and Roof at the Senior Center was a major accomplishment. Funded with both CDBG and CDBG-CV, the City was able to expend the remaining balance of its CDBG-CV allocation (approximately $703,000). Overall, the project came in under budget by approximately $205,000. A second phase of improvements to Friendship Park, though approved for $755,157 in PY 2022, is still in design. It will be closed out in the prior cycle, carried over and opened as a new activity in the PY 2025- 2029 cycle.
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4. Summary of citizen participation process and consultation process Public Hearings: Citizen participation is one of the most important components of the Consolidated Plan process. To solicit public input during the development of the Consolidated Plan, the City Council conducted two public hearings.
The purpose of the first public hearing, held on May 20, 2025, was to obtain the public’s input on West Covina’s housing and community development needs. The notice of the public hearing explained the CDBG Program, available funding and the scope of eligible activities. The City encouraged the participation of all residents.
A summary of the meeting is presented in Table 4 – Citizen Participation Outreach.
The purpose of the second public hearing, to be held on July 15, 2025, will be to consider approval of the PY 2025-2029 Consolidated Plan, PY 2025 Action Plan, and Citizens Participation Plan. A summary of the meeting is presented in Table 4 – Citizen Participation Outreach. The Citizens Participation Plan is included in the Appendix.
Housing and Community Development Needs Survey: The Survey was another means of obtaining public participation. The Survey was posted on the City’s website. The survey results are included as an attachment to this Plan. Sixty (60) responses were received. 49 of 56 residents that responded indicate they have lived in West Covina for over 10 years. The survey asked respondents to indicate their priority housing and non-housing community development needs (High, Medium, Low, No Need, and Don’t Know) for activities in the community under seven categories. CDBG funds are limited. With the limited funding, the City supports programs that provide resources to address some of the activities mentioned below. However, the City will seek other funds or partners to address the priority needs during the Consolidated Plan period.
In summary, the seven categories and top three activities receiving the most High Need ratings in the survey are listed below:
Infrastructure Activities
1. Street and road improvements
2. Tree Planting
3. Bicycle and walking paths
Housing Activities
1. ADA improvements
2. Owner-occupied housing rehabilitation
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3. First-time homebuyer assistance
Housing Types for Special Needs Populations
1. Permanent supportive housing such as subsidized housing that offers services for persons with mental disabilities
2. Rental assistance for persons at-risk of homelessness
3. Senior housing, such as nursing homes or assisted living facilities Community and Public Facilities
1. Parks and recreational facilities
2. Childcare facilities
3. Community Centers
Community and Public Services
1. Neighborhood crime prevention programs
2. Children afterschool/summer camp programs & services
3. Park and recreation programs
Applications for Funding: The City solicited proposals from community-based organizations, nonprofits, City departments, and citizens interested in applying for funds and providing services to the West Covina community. The application form requests a description of the need and/or problem to be addressed by the project. This application process provides another means of identifying priority needs.
Public Review of Draft PY 2025-2029 Consolidated Plan: The Draft PY 2025-2029 Consolidated Plan was available for a 30-day public review and comment period.
5. Summary of public comments
At the May 20, 2025 pre-development public hearing, there were no public comments made during the public review period. During the hearing, a comment was made regarding the use of CDBG funds. A Councilmember commented support for residential street improvements. Staff indicated that a street project scheduled in the City Pavement Improvement Program for FY 2026-2027 was under consideration to be moved up and funded with CDBG funds as the area of the project had been evaluated under current Census data and determined to meet a National Objective on an area-basis.
The second hearing will be to consider approval of the proposed PY 2025-2029 Consolidated Plan.
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The City of West Covina has undertaken diligent and good faith efforts in outreaching to all segments of the community that may benefit from the CDBG Programs.
6. Summary of comments or views not accepted and the reasons for not accepting them All comments received were accepted.
7. Summary
The City of West Covina has undertaken diligent and good faith efforts in outreaching to all segments of the community that may benefit from the CDBG Programs.
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The Process
PR-05 Lead & Responsible Agencies 24 CFR 91.200(b)
1. Describe agency/entity responsible for preparing the Consolidated Plan and those responsible for administration of each grant program and funding source The following are the agencies/entities responsible for preparing the Consolidated Plan and those responsible for administration of each grant program and funding source.
Agency Role Name Department/Agency
Lead Agency WEST COVINA
CDBG Administrator WEST COVINA City Manager's Office
HOPWA Administrator
HOME Administrator
HOPWA-C Administrator
Table 1 – Responsible Agencies
Narrative
The City's CDBG programs are administered by the City Manager's Office Consolidated Plan Public Contact Information
Kelly McDonald
Assistant to the City Manager
City Manager's Office
City of West Covina
1444 W Garvey Ave S
West Covina, CA 91790
(626) 939-8494 - phone
[email protected]
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PR-10 Consultation – 91.100, 91.110, 91.200(b), 91.300(b), 91.215(I) and
91.315(I)
1. Introduction
As part of this Consolidated Plan development, the City undertook an outreach program to consult and coordinate nonprofit agencies, affordable housing providers, and government agencies regarding the needs of the low- and moderate-income community. The outreach program has been summarized in the Executive Summary and Citizen Participation sections of this Consolidated Plan.
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(I)).
During the development of the Consolidated Plan, the City coordinated with the Los Angeles County Development Authority. The Housing Authority provided information on the number of families receiving Section 8 rental assistance; the number of elderly and disabled assisted families; and the number of families on the Section 8 Waiting List. The City also coordinated with the Baldwin Park Housing Authority.
The private and governmental health, mental health, and service agencies that were consulted included:
Southern California Association of Governments; Los Angeles County Department of Public Health, (Childhood Lead Poisoning Prevention Program and Division of HIV and STD Programs); Los Angeles County Department of Mental Health; Los Angeles County Department of Public Social Services (DPSS); Office of Statewide Health Planning and Development; Substance Abuse and Mental Health Services Administration; Area Agency on Aging, State Independent Living Council (SILC); and Office of the California Attorney General. With regard to economic development, the City coordinated with the State Employment Development Department, County of Los Angeles Workforce Development Board, and the City's Community and Economic Development Division’s economic development efforts.
Specific agencies were also contacted to obtain data in preparation of this Consolidated Plan. For example, the State Developmental Services Department and State Social Services Department were contacted to obtain data and housing resources for persons with disabilities.
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 Continuum of Care Strategy was consulted to provide information on homelessness and resources available. Several agencies that provide housing and supportive services for the homeless and those at risk of becoming homeless were identified. The City coordinates on an ongoing basis with the following Draft PY 2025-2029 Consolidated Plan – City of West Covina Consolidated Plan WEST COVINA 8
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homeless service providers: the East San Gabriel Valley Coalition for the Homeless Emergency Food and Shelter Program, YWCA – WINGS Women’s Shelter, and San Gabriel Valley Council of Governments. The Police Department coordinates with the County Department of Mental Health and the Los Angeles Homeless Services Authority, as well as the Los Angeles Centers for Alcohol and Drug Abuse.
Describe consultation with the Continuum(s) of Care that serves the jurisdiction's area in determining how to allocate ESG funds, develop performance standards and evaluate outcomes, and develop funding, policies and procedures for the administration of HMIS The City's HUD entitlement allocation does not include ESG funds.
2. Describe Agencies, groups, organizations and others who participated in the process and describe the jurisdictions consultations with housing, social service agencies and other entities
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Table 2 – Agencies, groups, organizations who participated 1 Agency/Group/Organization Los Angeles County Development Authority Agency/Group/Organization Type Housing
What section of the Plan was addressed by
Consultation?
Housing Need Assessment
How was the Agency/Group/Organization
consulted and what are the anticipated
outcomes of the consultation or areas for
improved coordination?
The City requested information on Section 8
assisted households. Improved coordination is
possible because baseline data provides the
City a basis to monitor a reduction in rental
assistance needs.
2 Agency/Group/Organization LOS ANGELES HOMELESS SERVICES AUTHORITY Agency/Group/Organization Type Housing
Continuum of Care
What section of the Plan was addressed by
Consultation?
Homelessness Strategy
Homeless Needs - Chronically homeless
Homeless Needs - Families with children
Homelessness Needs - Veterans
Homelessness Needs - Unaccompanied youth
How was the Agency/Group/Organization
consulted and what are the anticipated
outcomes of the consultation or areas for
improved coordination?
2024 Homeless Count was used as a basis to
estimate the City's unsheltered homeless.
Baseline data provides improved way to
monitor if homelessness is reduced over time.
3 Agency/Group/Organization Los Angeles County Department of Public Health
Agency/Group/Organization Type Services-Children
What section of the Plan was addressed by
Consultation?
Lead-based Paint Strategy
How was the Agency/Group/Organization
consulted and what are the anticipated
outcomes of the consultation or areas for
improved coordination?
Agency's website was consulted for data on
the incidence of LBP poisoning. Information
collected can be shared with the community to
warn families of the dangers of lead based
paint.
4 Agency/Group/Organization State Independent Living Council Agency/Group/Organization Type Services-Persons with Disabilities What section of the Plan was addressed by
Consultation?
Housing Need Assessment
Non-Homeless Special Needs
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How was the Agency/Group/Organization
consulted and what are the anticipated
outcomes of the consultation or areas for
improved coordination?
Agency's multi-year plan was reviewed to
gather insights on priority needs, services, and
planned programs. Improved coordination
provides the City information to share with the
disabled community.
5 Agency/Group/Organization Los Angeles County Department of Public Health-Division of HIV and STD Program
Agency/Group/Organization Type Services-Persons with HIV/AIDS What section of the Plan was addressed by
Consultation?
Housing Need Assessment
Non-Homeless Special Needs
How was the Agency/Group/Organization
consulted and what are the anticipated
outcomes of the consultation or areas for
improved coordination?
Agency was contacted to obtain data on the
incidence of HIV and AIDS and programs
directed at addressing these needs. Improved
coordination allows the City information to
share with the disabled community.
Identify any Agency Types not consulted and provide rationale for not consulting The City consulted with all agencies that could provide valuable input to the development of the Consolidated Plan.
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
Area Agency on Aging
2016-2021
Los Angeles County Aging and
Disabilities Department
The Strategic Plan has goals in support of the
Area Plan which stated that the greatest
economic need is among minority seniors
with poverty incomes.
2025-2027 State Plan
for Independent
Living (SPIL)
State Independent Living
Council (SILC)
The Strategic Plan has goals in support of
SPIL because many of West Covina's senior
are frail and disabled and on the Section 8
Waiting List.
Ending the HIV
Epidemic 2020-2025
Division of HIV and STD
Programs, Los Angeles
County Department of Public
Health
The Strategic Plan has included information
from this Plan.
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Table 3 – Other local / regional / federal planning efforts Describe cooperation and coordination with other public entities, including the State and any adjacent units of general local government, in the implementation of the Consolidated Plan (91.215(l))
City of West Covina departments that may have an interest in the CDBG Program were invited to participate in the Consolidated Plan process.
Housing is a key element of the Consolidated Plan. The City cooperates and coordinates with the State Department of Housing and Community Development by submitting the Annual Housing Element Progress Report.
Narrative (optional):
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PR-15 Citizen Participation – 91.105, 91.115, 91.200(c) and 91.300(c)
1. Summary of citizen participation process/Efforts made to broaden citizen participation Summarize citizen participation process and how it impacted goal-setting Citizen Participation Outreach
Sort
Order
Mode of
Outreach
Target of
Outreach
Summary of
response/attendance
Summary of
comments received
Summary of
comments
not accepted
and reasons
URL
(If applicable)
1 Public
Hearing
Nontargeted/broad
community
Approximately 30
persons attended the
Public Hearing held
on May 20, 2025.
The meeting was
televised on the City's
government
channels, and livestreamed on the
City's YouTube
channel. The livestream was also
archived for viewing
at a later time.
Staff gave an overview of the
ConPlan process and CDBG
funding. Priorities to guide the
Strategic Plan and PY 2025 Action
Plan were presented and
approved. Public comments at the
pre-development meeting on May
20, 2025 included the following:1.
Councilmember expressed
support for residential street
improvements
All comments
were
received and
accepted.
www.westcovina.org;
www.youtube.com
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2 Internet
Outreach
Nontargeted/broad
community
A total of 60 persons
responded to the
Housing and
Community
Development Survey
An online survey was made
available for residents to provide
feedback relative to categories of
need and prioritization. The
survey was publicized through the
City's newsletter that is mailed to
each residence and available
electronically on the City website,
and as well as a notification on
the City webpage. The survey
covered three areas: public
facilities and improvements,
public services, and housing.
Participants were asked to
prioritize various activities under
each of the three areas as either
High: The current priority need
level is high and of great concern,
Medium: The current priority
need level is moderate, Low: The
current priority level is low and
not of great concern, or No Such
Need: No such community need
exists. Sixty (60) responses were
received. Results of the survey are
summarized in the Executive
Summary. Full results are
included as an Attachment to the
Consolidated Plan.
All comments
were
received and
accepted.
www.westcovina.org;
www.surveymonkey.com
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Sort
Order
Mode of
Outreach
Target of
Outreach
Summary of
response/attendance
Summary of
comments received
Summary of
comments
not accepted
and reasons
URL
(If applicable)
3 Public
Hearing
Nontargeted/broad
community
The Public Hearing
will be held during
the course of a
regularly scheduled
City Council meeting
on July 15, 2025. The
meeting will be
televised on the City's
government
channels, and livestreamed on the
City's YouTube
channel. The livestream will also be
archived for viewing
at a later time.
TBD TBD www.westcovina.org;
www.youtube.com
Table 4 – Citizen Participation Outreach
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Needs Assessment
NA-05 Overview
Needs Assessment Overview
The needs assessment includes data on:
• Housing Needs Assessment (NA-10)
• Disproportionately Greater Need: Housing Problems (NA-15) • Disproportionately Greater Need: Severe Housing Problems (NA-20) • Disproportionately Greater Need: Housing Cost Burdens (NA-25) • Public Housing (NA-35)
• Homeless Needs Assessment (NA-40)
• Non-Homeless Special Needs Assessment (NA-45)
• Non-Housing Community Development Needs (NA-50)
Housing needs refer to:
• A housing unit that lacks complete kitchen facilities • A housing unit that lacks complete plumbing facilities • Crowding – more than one person per room
• Severe crowding - more than 1.5 persons per room
• Cost burden more than 30%
• Severe cost burden more than 50%
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NA-10 Housing Needs Assessment - 24 CFR 91.205 (a,b,c)
Summary of Housing Needs
Table 5 shows that West Covina’s population decreased by 2% between 2009 and 2020. During the same period, the number of households remained essentially the same. Median household increased from $69,189 to $85,626 (+24%).
Table 6 shows that West Covina has approximately 30,855 households. Of this number of households, 14,900 have low/moderate incomes. An estimated 2,040 low/moderate income households are large family households (5 or more persons).
As defined by HUD in the Comprehensive Housing Affordability Strategy (CHAS) data, housing problems include:
• Units with physical defects (lacking complete kitchen or bathroom) • Overcrowded conditions (housing units with more than one person per room) • Housing cost burden (including utilities) exceeding 30% of gross income • Severe housing cost burden (including utilities) exceeding 50% of gross income.
There is a need for affordable housing in West Covina. Housing problems in the city impact renter households more significantly than owner households. In general, renter-households experience substandard housing and overcrowding to a greater extent than owner-households. Almost the same number of renter and owner households are cost burdened (>30%). However, more renters experience severe cost burden (>50%) than owner households. (Refer to Table 7) Of all the housing problems described above, the most common in West Covina is housing cost burden.
In fact, almost 9,503 low/mod income households are cost burdened. (Refer to Table 9) The quality of the City’s housing stock, which includes age and the condition of the structure, could also present potential housing issues for low- and moderate-income households.
To further dissect the housing problems, the following tables provide additional details on housing needs and problems:
• Table 7 presents the number of households with one or more housing problem (inadequate housing, overcrowding, cost burden of 50%, or cost burden of 30%) by income and tenure. • Table 8 summarizes the number of households with more than one or more severe housing problems by income and tenure. Severe housing problems are: inadequate housing; severe overcrowding (1.51 persons or more per room); and housing cost burden of 50%. • Table 9 isolates those households with housing cost burden of over 30% (inclusive of those with cost burden of over 50%) by income and tenure.
• Table 10 further isolates those households with cost burden of over 50%.
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• Table 11 presents overcrowding by household type.
• Table 12 is intended to show overcrowding for households with children. However, the American Community Survey provides no data for the City.
Demographics Base Year: 2009 Most Recent Year: 2020 % Change Population 107,835 105,810 -2%
Households 30,815 30,855 0%
Median Income $69,189.00 $85,626.00 24%
Table 5 - Housing Needs Assessment Demographics
Data Source: 2000 Census (Base Year), 2016-2020 ACS (Most Recent Year) Number of Households Table
0-30%
HAMFI
>30-50%
HAMFI
>50-80%
HAMFI
>80-100%
HAMFI
>100%
HAMFI
Total Households 4,935 4,235 5,730 3,810 12,145
Small Family Households 1,530 1,850 2,695 1,950 7,085
Large Family Households 510 510 1,020 765 2,140
Household contains at least one
person 62-74 years of age 1,330 990 1,520 1,195 3,660
Household contains at least one
person age 75 or older 1,175 890 615 540 1,225
Households with one or more
children 6 years old or younger 555 787 1,160 620 685
Table 6 - Total Households Table
Data
Source:
2016-2020 CHAS
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Housing Needs Summary Tables
1. Housing Problems (Households with one of the listed needs) Renter Owner
0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total 0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total
NUMBER OF HOUSEHOLDS
Substandard
Housing -
Lacking
complete
plumbing or
kitchen
facilities 125 185 70 50 430 4 20 35 15 74
Severely
Overcrowded -
With >1.51
people per
room (and
complete
kitchen and
plumbing) 240 70 65 35 410 4 0 35 25 64
Overcrowded -
With 1.01-1.5
people per
room (and
none of the
above
problems) 195 215 315 120 845 55 85 105 115 360
Housing cost
burden greater
than 50% of
income (and
none of the
above
problems) 1,715 890 125 0 2,730 1,015 670 365 105 2,155 Draft PY 2025-2029 Consolidated Plan – City of West Covina Consolidated Plan WEST COVINA 19
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Renter Owner
0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total 0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total
Housing cost
burden greater
than 30% of
income (and
none of the
above
problems) 300 690 855 120 1,965 215 505 1,130 615 2,465 Zero/negative
Income (and
none of the
above
problems) 125 0 0 0 125 215 0 0 0 215
Table 7 – Housing Problems Table
Data
Source:
2016-2020 CHAS
2. Housing Problems 2 (Households with one or more Severe Housing Problems: Lacks kitchen or complete plumbing, severe overcrowding, severe cost burden) Renter Owner
0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total 0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total
NUMBER OF HOUSEHOLDS
Having 1 or more
of four housing
problems 2,280 1,360 575 205 4,420 1,085 770 535 255 2,645 Having none of
four housing
problems 690 870 1,770 1,090 4,420 880 1,235 2,845 2,260 7,220 Household has
negative income,
but none of the
other housing
problems 0 0 0 0 0 0 0 0 0 0
Table 8 – Housing Problems 2
Data
Source:
2016-2020 CHAS
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3. Cost Burden > 30%
Renter Owner
0-30%
AMI
>30-50%
AMI
>50-80%
AMI
Total 0-30%
AMI
>30-50%
AMI
>50-80%
AMI
Total
NUMBER OF HOUSEHOLDS
Small Related 815 1,035 625 2,475 390 435 710 1,535
Large Related 325 150 100 575 69 195 240 504
Elderly 850 270 79 1,199 650 565 425 1,640
Other 505 465 235 1,205 120 45 205 370
Total need by
income
2,495 1,920 1,039 5,454 1,229 1,240 1,580 4,049
Table 9 – Cost Burden > 30%
Data
Source:
2016-2020 CHAS
4. Cost Burden > 50%
Renter Owner
0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
Total 0-30%
AMI
>30-
50%
AMI
>50-
80%
AMI
Total
NUMBER OF HOUSEHOLDS
Small Related 0 0 570 570 340 215 0 555
Large Related 0 0 65 65 65 135 60 260
Elderly 625 140 4 769 505 335 110 950
Other 0 420 300 720 105 0 0 105
Total need by
income
625 560 939 2,124 1,015 685 170 1,870
Table 10 – Cost Burden > 50%
Data
Source:
2016-2020 CHAS
5. Crowding (More than one person per room)
Renter Owner
0-
30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total 0-
30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total
NUMBER OF HOUSEHOLDS
Single family
households 310 265 220 65 860 45 25 50 85 205
Multiple,
unrelated family
households 115 35 175 90 415 19 55 85 55 214
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Renter Owner
0-
30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total 0-
30%
AMI
>30-
50%
AMI
>50-
80%
AMI
>80-
100%
AMI
Total
Other, non-family
households 44 25 0 0 69 0 0 0 0 0
Total need by
income
469 325 395 155 1,344 64 80 135 140 419
Table 11 – Crowding Information – 1/2
Data
Source:
2016-2020 CHAS
Renter Owner
0-
30%
AMI
>30-
50%
AMI
>50-
80%
AMI
Total 0-
30%
AMI
>30-
50%
AMI
>50-
80%
AMI
Total
Households with
Children Present 0 0 0 0 0 0 0 0
Table 12 – Crowding Information – 2/2
Data Source
Comments:
Describe the number and type of single person households in need of housing assistance.
According to Table S2501 of the 2023 American Community Survey (ACS) 5-Year Estimates, approximately 16.6% (N =5,407) of the City’s households were single person households. The tenure breakdown of single person households was: 46.6% were homeowners while 53.4% were renters.
Furthermore, (48.8%) of the single-person owner-households in the City were senior households (1,211 owners and 246 renters). Of all 12,784 renter-occupied housing units, 2,855 (22.3%) were comprised of one-person households. In contrast, 12.7% (N=2,522) of all 19,802 owner-occupied housing units were comprised of single person households.
Estimate the number and type of families in need of housing assistance who are disabled or victims of domestic violence, dating violence, sexual assault and stalking.
Persons with Disabilities: According to Table S1810 the 2023 ACS 5-Year Estimates, 11.9% (N=12,730) of the City’s civilian non-institutionalized population was affected by one or more disabilities. Among persons living with disabilities in West Covina, ambulatory disabilities were the most prevalent (N=7,530), followed independent living difficulty (N=5,960) and cognitive difficulty (N=4,524).
West Covina is located within the service area of San Gabriel/Pomona Regional Center. According to the State of California Department of Developmental Services, in 2018, 1,413 West Covina residents were actively utilizing Regional Center services for a developmental disability.
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According to the 2024 Greater Los Angeles Homeless Count, 795 of the total 4,843 homeless persons in Service Planning Area (SPA) 3 – San Gabriel Valley, which includes West Covina, suffer from serious mental health issues. 133 homeless persons (78 sheltered and 55 unsheltered) were counted in West Covina. This is up from the 120 persons counted in 2023.
Victims of Domestic Violence: Based on survey data collected during the 2024 Greater Los Angeles Homeless Count an estimated 2,139 homeless persons in SPA 3 who experienced domestic violence at some point in the past. No City specific data is available.
Statistics compiled by the California Attorney General’s Office indicate that between 2014 and 2023, there were 2,456 calls for assistance in West Covina related to domestic violence, an annual average of 245.6 calls. The majority of these instances (55%) did not involve a weapon.
What are the most common housing problems?
The most common housing problem in West Covina is housing cost burden. A combined total of almost 9,503 low and moderate income renters and owners are cost burdened (>30%). Approximately 3,994 low and moderate income households (2,124 renters and 1,870 owners) are crowded. Units with physical defects, or substandard units, were the least common housing problem for the City.
Are any populations/household types more affected than others by these problems? Overall, for those of low and moderate income, renter households are more impacted by housing cost burden issues than owner households. Renters also experience crowding to a greater extent than owners. Small related families experience cost burdens to a greater degree than large related families.
Describe the characteristics and needs of Low-income individuals and families with children (especially extremely low-income) who are currently housed but are at imminent risk of either residing in shelters or becoming unsheltered 91.205(c)/91.305(c)). Also discuss the needs of formerly homeless families and individuals who are receiving rapid re-housing assistance and are nearing the termination of that assistance The City has approximately 2,000 extremely low income renter families. Not known, however, is the number of extremely low income renter families with children who have a cost burden greater than 50%. These families face difficulties in meeting their monthly housing obligations and could lose their housing because of financial constraints. There are 71 families (County of Los Angeles: 38 and Baldwin Park: 33) on the Section 8 Waiting List of the two housing authorities.
If a jurisdiction provides estimates of the at-risk population(s), it should also include a description of the operational definition of the at-risk group and the methodology used to generate the estimates:
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Households at risk of becoming homeless include those extremely low income households with a severe housing cost burden (spending 50% or more of their income on housing).
Specify particular housing characteristics that have been linked with instability and an increased risk of homelessness
Extremely low income households with a severe housing cost burden are more likely to lose their housing in the event of loss of employment or other unexpected expenses. With the recent economic uncertaintly and slow recovery following the COVID-19 pandemic, unemployment and underemployment have been the primary reasons for families losing their homes.
Discussion
See discussions above.
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NA-15 Disproportionately Greater Need: Housing Problems – 91.205 (b)(2) Assess the need of any racial or ethnic group that has disproportionately greater need in comparison to the needs of that category of need as a whole.
Introduction
A disproportionately greater need exists when the members of a racial or ethnic group at a given income level experience housing problems at a greater rate (10 percentage points or more) than the income level as a whole. For example, assume that 60% of all low-income households within a jurisdiction have a housing problem and 70% of low-income Hispanic households have a housing problem. In this case, low-income Hispanic households have a disproportionately greater need.
This section has four tables that capture the number of housing problems by income, race, and ethnicity. Each table provides data for a different income level (0–30%, 30–50%, 50–80%, and 80–100% AMI). The four housing problems are: 1) Lacks complete kitchen facilities; 2) Lacks complete plumbing facilities; 3) More than one person per room; and 4) Cost burden greater than 30%. The four tables are:
• Table 13 - Disproportionally Greater Need 0-30% AMI
• Table 14 - Disproportionally Greater Need 30 - 50% AMI • Table 15 - Disproportionally Greater Need 50 - 80% AMI • Table 16 - Disproportionally Greater Need 80 - 100% AMI Households having no/negative income refers to the number of households whose income is zero or negative due to self-employment, dividends, and net rental income. These households are not included in the other two categories. Households with zero or negative income cannot actually have a cost burden, but still require housing assistance and are therefore counted separately. 0%-30% of Area Median Income
Housing Problems Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 3,875 1,060 0
White 435 165 0
Black / African American 205 75 0
Asian 1,035 450 0
American Indian, Alaska Native 0 0 0
Pacific Islander 14 0 0
Hispanic 2,155 345 0
Table 13 - Disproportionally Greater Need 0 - 30% AMI
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Data
Source:
2016-2020 CHAS
*The four housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4. Cost Burden greater than 30%
30%-50% of Area Median Income
Housing Problems Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 3,325 910 0
White 535 290 0
Black / African American 175 34 0
Asian 935 280 0
American Indian, Alaska Native 70 10 0
Pacific Islander 4 0 0
Hispanic 1,545 275 0
Table 14 - Disproportionally Greater Need 30 - 50% AMI
Data
Source:
2016-2020 CHAS
*The four housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4. Cost Burden greater than 30%
50%-80% of Area Median Income
Housing Problems Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 3,095 2,635 0
White 280 670 0
Black / African American 115 80 0
Asian 895 595 0
American Indian, Alaska Native 25 4 0
Pacific Islander 20 0 0
Hispanic 1,735 1,255 0
Table 15 - Disproportionally Greater Need 50 - 80% AMI
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Data
Source:
2016-2020 CHAS
*The four housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4. Cost Burden greater than 30%
80%-100% of Area Median Income
Housing Problems Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 1,200 2,615 0
White 145 395 0
Black / African American 75 230 0
Asian 400 635 0
American Indian, Alaska Native 0 0 0
Pacific Islander 0 15 0
Hispanic 575 1,280 0
Table 16 - Disproportionally Greater Need 80 - 100% AMI Data
Source:
2016-2020 CHAS
*The four housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than one person per room, 4. Cost Burden greater than 30%
Discussion
The racial and ethnic groups experiencing disproportionate housing needs include:
• 0%-30 % Area Median Income: Pacific Islander
• 30%-50% Area Median Income: None
• 50%-80% Area Median Income: American Indian, Alaska Native; Pacific Islander • 80%-100% Area Median Income: None
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NA-20 Disproportionately Greater Need: Severe Housing Problems – 91.205 (b)(2)
Assess the need of any racial or ethnic group that has disproportionately greater need in comparison to the needs of that category of need as a whole.
Introduction
A disproportionately greater need exists when the members of racial or ethnic group at a given income level experience housing problems at a greater rate (10 percentage points or more) than the income level as a whole. The following tables identify the extent of severe housing problems by income and race. Severe housing problems include inadequate housing (lacking complete kitchen or plumbing facilities); severe overcrowding (1.51 persons per room); and housing cost burden of 50% or more.
This section has four tables that capture the number of housing problems by income, race, and ethnicity. The four tables are:
• Table 17 – Severe Housing Problems 0-30% AMI
• Table 18 – Severe Housing Problems 30 - 50% AMI
• Table 19 – Severe Housing Problems 50 - 80% AMI
• Table 20 – Severe Housing Problems 80 - 100% AMI
0%-30% of Area Median Income
Severe Housing Problems* Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 3,365 1,570 0
White 340 260 0
Black / African American 200 80 0
Asian 885 605 0
American Indian, Alaska Native 0 0 0
Pacific Islander 14 0 0
Hispanic 1,890 610 0
Table 17 – Severe Housing Problems 0 - 30% AMI
Data
Source:
2016-2020 CHAS
*The four severe housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4. Cost Burden over 50%
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30%-50% of Area Median Income
Severe Housing Problems* Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 2,130 2,105 0
White 380 445 0
Black / African American 110 110 0
Asian 620 600 0
American Indian, Alaska Native 10 75 0
Pacific Islander 4 0 0
Hispanic 985 840 0
Table 18 – Severe Housing Problems 30 - 50% AMI
Data
Source:
2016-2020 CHAS
*The four severe housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4. Cost Burden over 50%
50%-80% of Area Median Income
Severe Housing Problems* Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 1,110 4,615 0
White 125 820 0
Black / African American 55 145 0
Asian 250 1,240 0
American Indian, Alaska Native 0 29 0
Pacific Islander 0 20 0
Hispanic 675 2,310 0
Table 19 – Severe Housing Problems 50 - 80% AMI
Data
Source:
2016-2020 CHAS
*The four severe housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4. Cost Burden over 50%
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80%-100% of Area Median Income
Severe Housing Problems* Has one or more
of four housing
problems
Has none of the
four housing
problems
Household has
no/negative
income, but none
of the other
housing problems
Jurisdiction as a whole 460 3,350 0
White 35 505 0
Black / African American 55 260 0
Asian 130 905 0
American Indian, Alaska Native 0 0 0
Pacific Islander 0 15 0
Hispanic 245 1,620 0
Table 20 – Severe Housing Problems 80 - 100% AMI
Data
Source:
2016-2020 CHAS
*The four severe housing problems are:
1. Lacks complete kitchen facilities, 2. Lacks complete plumbing facilities, 3. More than 1.5 persons per room, 4. Cost Burden over 50%
Discussion
The racial and ethnic groups experiencing disproportionate severe housing needs include:
• 0%-30 % Area Median Income: None
• 30%-50% Area Median Income: Pacific Islander
• 50%-80% Area Median Income: None
• 80%-100% Area Median Income: None
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NA-25 Disproportionately Greater Need: Housing Cost Burdens – 91.205 (b)(2) Assess the need of any racial or ethnic group that has disproportionately greater need in comparison to the needs of that category of need as a whole.
Introduction:
A disproportionate greater need exists when the members of a racial or ethnic group at a given income level experience housing problems at a greater rate (10 percentage points or more) than the income level as a whole.
Housing Cost Burden
Housing Cost Burden <=30% 30-50% >50% No / negative
income (not
computed)
Jurisdiction as a whole 19,440 5,385 5,640 385
White 3,450 660 765 60
Black / African
American 930 235 320 10
Asian 5,825 1,710 1,605 250
American Indian,
Alaska Native 80 85 10 0
Pacific Islander 29 20 10 0
Hispanic 8,705 2,625 2,880 50
Table 21 – Greater Need: Housing Cost Burdens AMI
Data
Source:
2016-2020 CHAS
Discussion:
The group with a disproportionate housing cost burden are Asians and Hispanics in both the 30-50% and >50% AMI brackets.
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NA-30 Disproportionately Greater Need: Discussion – 91.205(b)(2) Are there any Income categories in which a racial or ethnic group has disproportionately greater need than the needs of that income category as a whole? Please see discussions provided under specific needs by income group presented earlier.
If they have needs not identified above, what are those needs? Housing needs of low- and moderate-income minority households have been previously identified.
Are any of those racial or ethnic groups located in specific areas or neighborhoods in your community?
The number of families with disproportionately greater needs is small for each racial/ethnic and income group. Therefore, it would not be anticipated that such a small number would be concentrated in specific areas and neighborhoods.
In 42 of the City’s 68 block groups, the low/mod population comprises less than 50% of the population.
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NA-35 Public Housing – 91.205(b)
Introduction
The City of West Covina does not have public housing units in its housing inventory. The data in the following tables is for the Los Angeles County Development Authority:
• Table 22 – Public Housing by Program Type
• Table 23 – Characteristics of Public Housing Residents by Program Type • Table 24 – Race of Public Housing Residents by Program Type • Table 25 – Ethnicity of Public Housing Residents by Program Type Totals in Use
Program Type
Certificate ModRehabPublic
Housing
Vouchers
Total Project -
based
Tenant -
based
Special Purpose Voucher
Veterans
Affairs
Supportive
Housing
Family
Unification
Program
Disabled
*
# of units vouchers in use 0 253 2,895 21,642 47 21,099 274 163 59 Table 22 - Public Housing by Program Type
*includes Non-Elderly Disabled, Mainstream One-Year, Mainstream Five-year, and Nursing Home Transition Data Source: PIC (PIH Information Center)
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Characteristics of Residents
Program Type
Certificate ModRehabPublic
Housing
Vouchers
Total Project -
based
Tenant -
based
Special Purpose Voucher
Veterans
Affairs
Supportive
Housing
Family
Unification
Program
# Homeless at admission 0 0 1 187 0 44 143 0
# of Elderly Program Participants
(>62) 0 48 1,150 6,970 15 6,883 42 2
# of Disabled Families 0 40 534 4,516 17 4,369 83 16
# of Families requesting
accessibility features 0 253 2,895 21,642 47 21,099 274 163 # of HIV/AIDS program
participants 0 0 0 0 0 0 0 0
# of DV victims 0 0 0 0 0 0 0 0
Table 23 – Characteristics of Public Housing Residents by Program Type Data Source: PIC (PIH Information Center)
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Race of Residents
Program Type
Race Certificate ModRehabPublic
Housing
Vouchers
Total Project -
based
Tenant -
based
Special Purpose Voucher
Veterans
Affairs
Supportive
Housing
Family
Unification
Program
Disabled
*
White 0 148 1,719 10,713 33 10,438 82 120 40
Black/African American 0 60 1,035 8,529 12 8,281 183 38 15 Asian 0 8 123 2,252 1 2,244 3 1 3
American Indian/Alaska
Native 0 0 11 78 1 69 6 2 0
Pacific Islander 0 37 7 70 0 67 0 2 1
Other 0 0 0 0 0 0 0 0 0
*includes Non-Elderly Disabled, Mainstream One-Year, Mainstream Five-year, and Nursing Home Transition Table 24 – Race of Public Housing Residents by Program Type Data Source: PIC (PIH Information Center)
Ethnicity of Residents
Program Type
Ethnicity Certificate ModRehabPublic
Housing
Vouchers
Total Project -
based
Tenant -
based
Special Purpose Voucher
Veterans
Affairs
Supportive
Housing
Family
Unification
Program
Disabled
*
Hispanic 0 124 1,130 7,607 11 7,434 42 105 15
Not Hispanic 0 129 1,765 14,035 36 13,665 232 58 44
*includes Non-Elderly Disabled, Mainstream One-Year, Mainstream Five-year, and Nursing Home Transition Table 25 – Ethnicity of Public Housing Residents by Program Type Data Source: PIC (PIH Information Center)
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Section 504 Needs Assessment: Describe the needs of public housing tenants and applicants on the waiting list for accessible units:
Not applicable to the City of West Covina.
Most immediate needs of residents of Public Housing and Housing Choice voucher holders Public housing units are not located in West Covina. The most immediate need of Section 8 Housing Choice voucher holders is continued rental assistance. The average monthly rental assistance is $1,554 through the County and $1,314 through Baldwin Park Housing Authority. Without this rental assistance the voucher holders would face food insecurity as well as other basic needs and potential homelessness.
How do these needs compare to the housing needs of the population at large West Covina’s extremely low income renters have needs similar to voucher holders: food insecurity and other basic human needs. However, the majority of extremely low income renters do not receive Section 8 rental assistance. Consequently, they have similar but more severe needs.
Discussion
The City does not have public housing; however, the Los Angeles County Development Authority and Baldwin Park Housing Authority administer the Section 8 Housing Choice Voucher program within West Covina. Section 8 provides rental assistance to 658 families through programs administered by the Los Angeles County Development Authority (542) and Baldwin Park Housing Authority (116).
Of the 658 families, 566 are disabled or elderly and the balance is non-disabled and non-elderly.
The Housing Authorities have prepared a five-year Strategic Plan and an Annual Plan. The Plans guide the actions of the Housing Authorities in addressing the needs of extremely low and very low income families and include goals to increase the supply of affordable housing, promote self-sufficiency and asset development, ensure equal opportunity and affirmatively further fair housing, and in achieving consistency with each jurisdiction’s Consolidated Plan. The City will continue to monitor the Housing Authorities’ Plans and provide input as it pertains to West Covina residents in an effort to increase the supply of affordable housing.
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NA-40 Homeless Needs Assessment – 91.205(c)
Introduction:
Factors contributing to the rise in homelessness include a lack of housing affordable to low- and moderate-income persons, increases in the number of persons whose income falls below the poverty level, reductions in subsidies to the poor, drug/alcohol abuse, and the deinstitutionalization of the mentally ill. The recent housing market and economic conditions have also resulted in some families facing homelessness due to unemployment, and/or underemployment.
According to the Los Angeles Homeless Services Authority (LAHSA) 2024 Homeless Count, there are an estimated 75,312 persons experiencing homeless throughout the Los Angeles Continuum of Care system.
West Covina belongs to Service Planning Area (SPA) 3 San Gabriel Valley. Estimates for the entire SPA 3 from the 2024 Homeless Count show that there were 4,843 homeless people throughout the SPA. This number represents an increase of 3% from the 2023 Count.
Based on the 2024 Greater Los Angeles Homeless Count, West Covina has an estimated 133 homeless persons (78 sheltered and 55 unsheltered).
The YWCA – WINGS Women’s Shelter is located in West Covina. It is a 32-bed shelter for battered women and their children.
The City also supports through CDBG funds the efforts of the East San Gabriel Valley Coalition for the Homeless which operates a Winter Shelter Program. CDBG funds also are allocated to food services to relieve food insecurity among homeless persons.
Data used to profile the homeless population in the West Covina include:
• Los Angeles Homeless Services Authority, 2024 Greater Los Angeles Homeless Count • Los Angeles Homeless Services Authority, 2023 Greater Los Angeles Homeless Count No detailed information on the characteristics of the homeless population in West Covina is available. Therefore, the following information for the different homeless populations is unavailable:
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• # experiencing homelessness each year
• # becoming homeless each year
• # exiting homelessness each year
• # of days persons experience homelessness
Homeless Needs Assessment
Population Estimate the # of persons
experiencing homelessness
on a given night
Estimate the #
experiencing
homelessness
each year
Estimate the
# becoming
homeless
each year
Estimate the #
exiting
homelessness
each year
Estimate the #
of days persons
experience
homelessness
Sheltered Unsheltered
Persons in Households with Adult(s)
and Child(ren) 0 0 0 0 0 0
Persons in Households with Only
Children 0 0 0 0 0 0
Persons in Households with Only
Adults 0 0 0 0 0 0
Chronically Homeless Individuals 0 0 0 0 0 0
Chronically Homeless Families 0 0 0 0 0 0
Veterans 0 0 0 0 0 0
Unaccompanied Child 0 0 0 0 0 0
Persons with HIV 0 0 0 0 0 0
Table 26 - Homeless Needs Assessment
Data Source Comments: No Data Available
Indicate if the homeless population
is:
Has No Rural Homeless
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If data is not available for the categories "number of persons becoming and exiting homelessness each year," and "number of days that persons experience homelessness," describe these categories for each homeless population type (including chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth):
The 2024 Homeless Count does not provide this information at the City level. The nearest geography for which data is provided is the Service Planning Area. A summary table published by LAHSA for the 2024 Count at the Service Planning Area level is included as an Exhibit of the Consolidated Plan.
The following is 2024 Count data for SPA 3, in which West Covina is located:
Chronically homeless individuals and families: 2,261 chronically homeless individuals and 109 chronically homeless families.
Families with children: SPA3 has an estimated 247 homeless families with children.
Veterans: The SPA has 107 homeless veterans, 106 chronically.
Many of the homeless men and women suffer from co-occurring disorders, including substance abuse, mental illness and post-traumatic stress disorder (PTSD), as well as chronic medical problems.
Unaccompanied youth: The SPA has 7 homeless unaccompanied youth (5 sheltered and 2 unsheltered).
While the 2024 Greater Los Angeles Homeless County did not provide detailed information on why literal homelessness has increased in the region, the following factors have been cited:
• Lack of affordable housing options for low income households and increasing rents. • Prison realignment which released probationers without adequate funding and coordination for services and housing options. • In-migration of homeless persons to Los Angeles County.
The table below presents data from the 2024 Count for SPA3.
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Nature and Extent of Homelessness: (Optional)
Race: Sheltered: Unsheltered (optional)
White 428 974
Black or African American 532 441
Asian 19 104
American Indian or Alaska
Native 40 125
Pacific Islander 8 5
Ethnicity: Sheltered: Unsheltered (optional)
Hispanic 558 2,344
Not Hispanic 0 0
Data Source
Comments: Los Angeles Homeless Services Authority, County of Los Angeles Homeless Count, Service Planning Area (SPA) 3 Estimate the number and type of families in need of housing assistance for families with children and the families of veterans.
In West Covina, the 2024 Point-in-Time Homeless Count, according to LAHSA was 133 persons.
The following is 2024 Count data for SPA 3, in which West Covina is located:
Chronically homeless individuals and families: 2,261 chronically homeless individuals and 109 chronically homeless families.
Families with children: SPA3 has an estimated 247 homeless families with children.
Veterans: The SPA has 107 homeless veterans, 106 chronically.
These persons would need financial assistance to secure adequate housing as well as supportive services.
Describe the Nature and Extent of Homelessness by Racial and Ethnic Group.
Specific information regarding West Covina’s homelessness by race and ethnicity is unavailable.
According to LAHSA the 2024 Greater Los Angeles Homeless Count, those experiencing homelessness in SPA 3 are shown in the table above and in the attached Exhibit.
Describe the Nature and Extent of Unsheltered and Sheltered Homelessness.
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West Covina has an estimated 133 unsheltered homeless people/families, according to the 2024 Pointin-Time Count. West Covina has 32 battered women and their children sheltered. SPA 3 has a total of 1,585 sheltered homeless and 3,993 unsheltered homeless persons for a total of 5,578.
Despite all the best efforts to end homelessness, individuals and families experience temporary homelessness due to a lack of sufficient and stable income, chronic or sudden health problems, domestic violence, untreated mental illness, chronic substance abuse, and youth who lack parental, foster or institutional care among other causes.
Discussion:
See discussions above.
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NA-45 Non-Homeless Special Needs Assessment - 91.205 (b,d) Introduction:
Certain households, because of their special characteristics and needs, may require special accommodations and may have difficulty finding housing due to their special needs. Special needs groups include the elderly, frail elderly, persons with disabilities, persons with alcohol or drug addiction, and victims of domestic violence.
Describe the characteristics of special needs populations in your community:
Elderly: According to Table S0103 of the 2023 ACS, West Covina’s elderly population (65+) is comprised of 18,269 persons, which represents 17% of the total population. The City’s elderly population is comprised of 40.7% men and 59.3% women. Almost 890 of the elderly population (65+) lives alone.
Housing costs are a burden to the elderly as a high proportion live on fixed income. In fact, according to the 2023 ACS, 7,072 households receive Social Security Income (SSI). The mean income of SSI recipients is $25,026. The 2023 ACS estimates that 8,933 persons have retirement income. The mean retirement income is $41,408.
Frail Elderly: According to Table S1810 of the 2023 ACS, West Covina’s frail elderly population could be as large as approximately 5,752 persons. This number represents seniors 65 years of age or older with a self-care limitation (N= 2,201) or an independent living limitation (N=3,551). It is possible that some elderly have both difficulties. Many of the frail elderly also live on fixed incomes. And many also need home modifications in order to help prevent falls.
Persons with Mental, Physical, and/or Developmental Disabilities: Approximately 4,524 persons have a cognitive difficulty, which is an indicator of mental disabilities. There about 12,730 persons with a disability. Physical disabilities may include hearing, vision, ambulatory, self-care, and independent living difficulties. According to the State Department of Developmental Services, data ending June 2017, the San Gabriel/Pomona Regional Center Regional Center, approximately 1,413 West Covina residents were actively utilizing services for a developmental disability.
Persons with Alcohol or Other Drug Addiction: The U.S. Department of Health and Human Services conducts annual National Surveys on Drug Use and Health (NSDUH). Estimates are based on annual averages of data collected during a 3-year period from 2016 to 2018. The report found the following regarding drug use disorders for the LA SPA 3 (San Gabriel Valley) population 12 years or older: 2.41% illicit drug 0.42% pain reliever; 4.74% alcohol; and 5.8% other substance.
Los Angeles County’s RecoverLA.org reports that 1.48 million residents struggle with substance abuse disorder and that 95% do not seek treatment. It also reports that there were 1,970 fentanyl overdoses in the County in 2023.
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Victims of Domestic Violence: Based on data included in the 2019 Greater Los Angeles Homeless Count, it is estimated that 51 of unsheltered homeless adults are survivors of domestic violence at some point in the past. Statistics compiled by the California Attorney General’s Office indicate that between 2015 and 2019, there were 1,024 calls for assistance related to domestic violence, an annual average of 205 calls. The vast majority of these instances (86.3%) did not involve a weapon.
Domestic violence victims may need to leave their housing several times and, therefore, experience multiple periods of homelessness. Emergency shelter resources are needed to accommodate these victims of domestic violence. Women survivors of domestic violence also face numerous barriers to securing safe housing such as limited incomes, lack of a credit history, and landlord discrimination. The Federal Fair Housing act bans landlords and housing providers from discriminating against domestic violence survivors by either denying an applicant or evicting a survivor.
What are the housing and supportive service needs of these populations and how are these needs determined?
Elderly: The top five elderly needs, as reported in the FY 2016-2020 Area Plan on Aging, include:
information regarding resources, senior-friendly transportation options; emergency preparation; assistive devices/home adaptations, and recreational and social opportunities.
Frail Elderly: By definition, the frail elderly need assistance to perform daily living activities. The frail elderly may experience difficulty eating, bathing, toileting, etc. by oneself and/or difficulty using the telephone, getting outside, shopping, and doing light housework, etc. by oneself. The frail elderly may be assisted by in-home care, or by residing in supportive housing arrangements. Seniors participating in the Area Plan on Aging Plan needs assessment process mentioned the following needs: home maintenance and in-home supportive services improvement. The Area Plan states that frail seniors are among the populations with the greatest economic and social needs.
Persons with Mental, Physical, and/or Developmental Disabilities: In general, the special housing needs of the disabled populations include independent living units with affordable housing costs; supportive housing with affordable housing costs; and housing with design features that facilitate mobility and independence. The shortage of available, accessible, and/or affordable housing is an acute problem for most people with disabilities (PWD). Like most individuals, people with disabilities prefer to live independent and productive lives in their own homes. They have a need and desire for safe and decent housing.
West Covina’s draft 2021-2029 Housing Element states that the City will implement programs to coordinate housing and outreach activities with the San Gabriel/Pomona Regional Center.
Persons with Alcohol or Other Drug Addiction: In general, the residents of West Covina are more likely to abuse pharmaceuticals than illicit drugs. The Los Angeles County Department of Public Health has identified the following needs: raise awareness about prescription drug abuse; make usage of Consolidated Plan WEST COVINA 43
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CURES/PDMP, which can be used to identify clinicians with patterns of inappropriate prescribing and dispensing controlled substances, mandatory; and assistance with the safe disposal.
Some of the key needs of this special needs population include: obtain stable housing and employment; improve their mental health and coping skills; get needed medical treatment; and maintain good health.
Victims of Domestic Violence: Women who are victims of domestic violence experience unique housing issues. Women and their children are often forced to move out of their homes away from their abuser to seek other housing where they are safe. Emergency housing is needed to fill a short-term need.
Barriers are confronted when seeking permanent housing because of a limited income, lack of credit, and housing discrimination. Transitional housing and transitional housing with supportive services is needed.
Discuss the size and characteristics of the population with HIV/AIDS and their families within the Eligible Metropolitan Statistical Area:
In West Covina, 231 persons are living with HIV, according to www.AIDSVu.org.
According to the County of Los Angeles Public Health Department’s Epidemiologic Profile, AIDS has disproportionately impacted areas and communities in the County. According to the 2019 HIV Surveillance Annual Report, among 26 Health Districts, Hollywood-Wilshire, Central, and Long Beach are identified as three epicenters, with the largest number of new HIV diagnoses and persons living with diagnosed HIV. Localities with the greatest number of Persons Living with AIDS (PLWA) are Hollywood, West Hollywood and the Downtown area in the Metro Service Planning Area (SPA 4) and Long Beach in the South Bay (SPA 8). The Metro SPA (SPA 4) continues to have the highest number, proportion, and rate of persons living with HIV in the County, followed by the South Bay (SPA 8).
West Covina is located in SPA 3 – San Gabriel Valley – and, according to the Epidemiologic Profile PLWA are clustered in three communities which include Pasadena, Pomona, and El Monte.
According to HUD, the lack of affordable and medically appropriate housing for persons living with HIV/AIDS and their families is an ongoing concern for AIDS housing providers, policy makers, and advocates across the country. Stable housing promotes improved health status, sobriety or decreased use of nonprescription drugs, and a return for some persons with AIDS to productive work and social activities. HUD has pointed out that stable housing is the cornerstone of HIV/AIDS treatment.
Recent studies, according to HUD, confirm that persons living with HIV/AIDS must have stable housing to access comprehensive healthcare and adhere to complex HIV/AIDS drug therapies. Even though stable housing has been shown to be a necessary link to medical and supportive services, accessing housing is difficult as the wait for affordable housing increases in many communities across the country. Compounding the problem of waiting lists is access to housing with the services to care and Consolidated Plan WEST COVINA 44
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treat the increasing number of persons living not only with HIV/AIDS but also with histories of homelessness, mental illness, and substance abuse.
Persons living with HIV/AIDS and their families may require housing that provides emergency, transitional, or long-term affordable solutions. A variety of HUD programs and projects provide such housing; however, this housing often is not the typical “house” structure. HIV/AIDS housing includes short and long-term rental assistance, live-in medical facilities, and housing sites developed exclusively for people living with AIDS.
If the PJ will establish a preference for a HOME TBRA activity for persons with a specific category of disabilities (e.g., persons with HIV/AIDS or chronic mental illness), describe their unmet need for housing and services needed to narrow the gap in benefits and services received by such persons. (See 24 CFR 92.209(c)(2) (ii)) The City of West Covina is not a PJ.
Discussion:
Refer to narratives above.
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NA-50 Non-Housing Community Development Needs – 91.215 (f) Describe the jurisdiction’s need for Public Facilities:
Respondents to the Housing and Community Development Needs Survey indicated: Parks and recreational facilities; Child care facilities; and Community centers as high priorities.
How were these needs determined?
These needs were determined through a combination of public input (primarily through the Housing and Community Development Needs Survey), public hearings, City planning documents, and staff assessments.
Describe the jurisdiction’s need for Public Improvements:
Street Improvements; Tree planting; and Bicycle and Walking Paths were ranked high by respondents to the Housing and Community Development Survey.
How were these needs determined?
These needs were determined through a combination of public input (primarily through the Housing and Community Development Needs Survey), public hearings, City planning documents, and staff assessments.
Describe the jurisdiction’s need for Public Services:
Respondents to the Housing and Community Development Survey ranked the following as priority public services: Neighborhood crime prevention programs, Children afterschool/summer camp programs, and Homeless Counseling and Outreach services as high priorities.
How were these needs determined?
These needs were determined through a public input (primarily through the Housing and Community Development Needs Survey).
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Housing Market Analysis
MA-05 Overview
Housing Market Analysis Overview:
The housing market analysis includes data on:
• Number of Housing Units (MA-10)
• Housing Market Analysis: Cost of Housing (MA-15)
• Housing Market Analysis: Condition of Housing (MA-20) • Public and Assisted Housing (MA-25)
• Homeless Facilities and Services (MA-30)
• Special Needs Facilities and Services (MA-35)
• Barriers to Affordable Housing (MA-40)
• Non-Housing Community Development Assets (MA-45)
• Needs and Market Analysis Discussion (MA-50)
The housing market analysis provides information on the number and type of housing as well as the cost and condition of housing. The information also discusses the facilities and services that are available to address the needs of homeless persons as well as special needs populations such as the elderly, frail elderly and disabled. Information also is presented on the public sector barriers to the development of affordable housing. Finally, an analysis is presented of community development assets with a focus on employment and local economic conditions.
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MA-10 Number of Housing Units – 91.210(a)&(b)(2)
Introduction
According to ACS data, 32,105 housing units comprise West Covina’s housing stock. Overall, the City’s housing stock is comprised of about 76% single family units (detached and attached); 25% multi-family units, and about 1% mobile homes (Table 27). Approximately 63% of the housing units are owneroccupied and 37% are renter-occupied. (Table 28) 90% of owner-occupied housing units contain three or more bedrooms. (Table 28) In contrast, only 34% of the renter-occupied housing units have three or more bedrooms. Thus, there is a scarcity of housing for large-family renter households which can result in crowding.
All residential properties by number of units
Property Type Number %
1-unit detached structure 21,070 66%
1-unit, attached structure 3,080 10%
2-4 units 1,150 4%
5-19 units 1,245 4%
20 or more units 5,325 17%
Mobile Home, boat, RV, van, etc 235 1%
Total 32,105 100%
Table 27 – Residential Properties by Unit Number
Data Source: 2016-2020 ACS
Unit Size by Tenure
Owners Renters
Number % Number %
No bedroom 80 0% 680 6%
1 bedroom 100 1% 2,875 25%
2 bedrooms 1,720 9% 4,050 35%
3 or more bedrooms 17,435 90% 3,925 34%
Total 19,335 100% 11,530 100%
Table 28 – Unit Size by Tenure
Data Source: 2016-2020 ACS
Describe the number and targeting (income level/type of family served) of units assisted with federal, state, and local programs.
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West Covina has term rent-restricted developments providing housing to almost 972 lower income families and seniors. No housing units are at risk of conversion to market rate housing during the Consolidated Plan period which begins July 1, 2025 and ends June 30, 2029.
Provide an assessment of units expected to be lost from the affordable housing inventory for any reason, such as expiration of Section 8 contracts.
None of the affordable housing units are expected to be lost from the inventory during the Consolidated Plan period which begins July 1, 2025 and ends June 30, 2029.
Does the availability of housing units meet the needs of the population? The affordable housing inventory does meet the need of the elderly and families who are housed. The City continues to work with the non-profit housing organizations to expand the affordable housing stock. However, the state-mandated dissolution of the Redevelopment Agency hurt these efforts. The Redevelopment Agency was the source for the Low and Moderate Income Housing Fund.
Describe the need for specific types of housing:
West Covina needs all types of affordable housing. City staff will work with non-profit housing organizations to accommodate the needs of special populations in future affordable housing developments.
Discussion
Please refer to the above narratives.
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MA-15 Housing Market Analysis: Cost of Housing - 91.210(a) Introduction
One of the most important factors in evaluating a community’s housing market is the cost of housing and, even more significant, whether the housing is affordable to households who live there or would like to live there. Housing problems directly relate to the cost of housing in a community. If housing costs are relatively high in comparison to household income, a correspondingly high rate of housing cost burden and overcrowding could result.
Cost of Housing
Base Year: 2009 Most Recent Year: 2020 % Change
Median Home Value 404,400 578,800 43%
Median Contract Rent 1,299 1,649 27%
Table 29 – Cost of Housing
Data Source: 2000 Census (Base Year), 2016-2020 ACS (Most Recent Year) Rent Paid Number %
Less than $500 800 6.9%
$500-999 1,015 8.8%
$1,000-1,499 2,775 24.1%
$1,500-1,999 4,665 40.5%
$2,000 or more 2,265 19.7%
Total 11,520 100.0%
Table 30 - Rent Paid
Data Source: 2016-2020 ACS
Housing Affordability
Number of Units affordable to
Households earning
Renter Owner
30% HAMFI 455 No Data
50% HAMFI 1,555 140
80% HAMFI 6,285 635
100% HAMFI No Data 1,675
Total 8,295 2,450
Table 31 – Housing Affordability
Data Source: 2016-2020 CHAS
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Monthly Rent
Monthly Rent ($) Efficiency (no
bedroom)
1 Bedroom 2 Bedroom 3 Bedroom 4 Bedroom
Fair Market Rent 1,777 2,006 2,544 3,263 3,600
High HOME Rent 1,559 1,671 2,007 2,310 2,558
Low HOME Rent 1,213 1,300 1,560 1,803 2,011
Table 32 – Monthly Rent
Data Source Comments:
Is there sufficient housing for households at all income levels? Numerically, there is a sufficient supply of housing for all households. However, the cost of housing exceeds the ability to pay of many low and moderate income households. Thus, a significant number of both owner and renter low/moderate income households are cost burdened or crowded or both.
How is affordability of housing likely to change considering changes to home values and/or rents?
According to ACS data, the median income of all households is $85,626 (Table 5). West Covina’s median home value is $578,800 and the median monthly contract rent is $1,679 (Table 29). About 60% of all renter households pay over $1,500 a month for housing (Table 30). Although there is a supply of housing affordable to moderate income (50%-80%) AMI renters, housing affordable to extremely low- and very low-income owners and renters is very scarce (Table 31).
How do HOME rents / Fair Market Rent compare to Area Median Rent? How might this impact your strategy to produce or preserve affordable housing? The Fair Market Rents and HOME rents (Table 32) generally approximate West Covina’s rents.
Therefore, FMRs would probably not pose a major barrier to the rehabilitation and preservation of housing. The production of new rental housing would likely command rents higher than the FMRs and HOME rents. However, deep subsidies are necessary to produce housing affordable to extremely lowand low-income households. HOME funds if they become available to the City would need to be combined with other state and federal resources in order to facilitate the production of affordable rental housing.
Discussion
Please refer to the text in the preceding paragraphs.
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MA-20 Housing Market Analysis: Condition of Housing – 91.210(a) Introduction
Assessing housing conditions in West Covina can provide the basis for developing policies and programs to maintain and preserve the quality of the housing stock. The American Community Survey (ACS) defines a "selected condition" as owner- or renter-occupied housing units having at least one of the following conditions: 1) lacking complete plumbing facilities; 2) lacking complete kitchen facilities; 3) more than one occupant per room; and 4) selected monthly housing costs greater than 30% of household income. (Table 33) Based on this definition, 59% of all renter-occupied housing units and 32% owner-occupied housing units have at least one selected condition.
Describe the jurisdiction's definition of "standard condition" and "substandard condition but suitable for rehabilitation":
Housing is considered to be substandard when physical conditions are below the minimum standards of living defined by Section 1001 of the Uniform Housing Code. Residents living in substandard conditions are considered to be in need of housing assistance even if they are not actively seeking alternative housing arrangements.
Housing is considered suitable for rehabilitation when it is economically feasible to renovate the building and bring it up to standard condition meeting all codes, including City codes.
Condition of Units
Condition of Units Owner-Occupied Renter-Occupied
Number % Number %
With one selected Condition 5,955 31% 5,895 51%
With two selected Conditions 225 1% 800 7%
With three selected Conditions 0 0% 135 1%
With four selected Conditions 0 0% 0 0%
No selected Conditions 13,150 68% 4,695 41%
Total 19,330 100% 11,525 100%
Table 33 - Condition of Units
Data Source: 2016-2020 ACS
Year Unit Built
Year Unit Built Owner-Occupied Renter-Occupied
Number % Number %
2000 or later 680 4% 940 8%
1980-1999 2,250 12% 3,095 27%
1950-1979 15,255 79% 6,950 60%
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Year Unit Built Owner-Occupied Renter-Occupied
Number % Number %
Before 1950 1,140 6% 535 5%
Total 19,325 101% 11,520 100%
Table 34 – Year Unit Built
Data Source: 2016-2020 CHAS
Risk of Lead-Based Paint Hazard
Risk of Lead-Based Paint Hazard Owner-Occupied Renter-Occupied Number % Number %
Total Number of Units Built Before 1980 16,395 85% 7,485 65% Housing Units build before 1980 with children present 1,184 6% 309 3% Table 35 – Risk of Lead-Based Paint
Data Source: 2016-2020 ACS (Total Units) 2016-2020 CHAS (Units with Children present) Vacant Units
Suitable for
Rehabilitation
Not Suitable for
Rehabilitation
Total
Vacant Units 0 0 0
Abandoned Vacant Units 0 0 0
REO Properties 0 0 0
Abandoned REO Properties 0 0 0
Table 36 - Vacant Units
Data Source: 2005-2009 CHAS
Need for Owner and Rental Rehabilitation
Estimated Number of Housing Units Occupied by Low or Moderate Income Families with LBP Hazards
Housing age is the key variable used to estimate the number of housing units with lead-based paint (LBP). Starting in 1978, the federal government prohibited the use of LBP on residential property.
National studies estimate that 75% of all residential structures built prior to 1970 contain LBP. Housing built prior to 1940 is highly likely to contain LBP (estimated at 90% of housing units), and in housing built between 1960 and 1979, 62% of units are estimated to contain LBP.
Approximately 23,880 housing units were built before 1980 (Table 34). Almost 1,493 of the housing units constructed before 1980 are occupied by households with children 18 years of age or younger.
Based on the age of housing and the above-noted prevalence rates, it is likely that one-half of the housing units built prior to 1980 may contain LBP.
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According to Table H1 of the 2020 Decennial Census, West Covina had approximately 1,207 vacant housing units. The vast majority are suitable for rehabilitation. According to Realty Trac, as of the writing of this Consolidated Plan, there were an estimated 17 REO/bank-owned properties. The overwhelming majority are considered suitable for rehabilitation.
Discussion
Please refer to the analysis above. The key point is that the age of housing causes the need for rehabilitation and the risk for lead-based paint hazards.
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MA-25 Public and Assisted Housing – 91.210(b)
Introduction
The City of West Covina has no public housing units.
Table 37 – Public Housing by Program Type – contains data pertaining to the Los Angeles County Development Authority. Public housing is comprised of all sizes and types, from scattered single-family houses to high-rise apartments for elderly families. The Development Authority currently manages 2,974 units of public housing throughout Los Angeles County. Additionally, the Development Authority manages 261 units throughout Los Angeles County. None of this housing is located in the City of West Covina.
The Development Authority also administers the Section 8 Housing Choice Voucher Program. This program provides rental assistance to extremely low and very low income families. Approximately 542 West Covina families receive Section 8 rental assistance through the program administered by the Los Angeles County Development Authority. An additional 116 receive assistance through the Baldwin Park Housing Authority.
Table 38 – Public Housing Condition – does not apply to the City of West Covina as there are no public housing units to inspect.
Totals Number of Units
Program Type
Certificate Mod-Rehab Public
Housing
Vouchers
Total Project -based Tenant -based Special Purpose Voucher Veterans
Affairs
Supportive
Housing
Family
Unification
Program
Disabled
*
# of units vouchers
available 0 261 2,974 22,682 1 21,797 1,264 1,357 558
# of accessible units
*includes Non-Elderly Disabled, Mainstream One-Year, Mainstream Five-year, and Nursing Home Transition Table 37– Total Number of Units by Program Type
Data Source: PIC (PIH Information Center)
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Describe the supply of public housing developments:
Describe the number and physical condition of public housing units in the jurisdiction, including those that are participating in an approved Public Housing Agency Plan:
The City of West Covina has no public housing units and has not prepared a Public Housing Agency Plan.
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Public Housing Condition
Public Housing Development Average Inspection Score
Table 38 - Public Housing Condition
Describe the restoration and revitalization needs of public housing units in the jurisdiction:
The City of West Covina has no public housing units.
Describe the public housing agency's strategy for improving the living environment of lowand moderate-income families residing in public housing:
The City of West Covina has no public housing units.
Discussion:
Not applicable.
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MA-30 Homeless Facilities and Services – 91.210(c)
Introduction
Housing for homeless persons in emergency shelters, transitional housing and supportive housing is located within the community. One shelter home provides 32 beds for battered women and their children.
Table 39 - Facilities and Housing Targeted to Homeless Households – includes the 32-bed shelter.
Facilities and Housing Targeted to Homeless Households
Emergency Shelter Beds Transitional
Housing Beds
Permanent Supportive Housing
Beds
Year Round Beds
(Current & New)
Voucher /
Seasonal /
Overflow Beds
Current & New Current & New Under
Development
Households with Adult(s) and
Child(ren) 0 0 32 0 0
Households with Only Adults 0 0 0 0 0
Chronically Homeless Households 0 0 0 0 0
Veterans 0 0 0 0 0
Unaccompanied Youth 0 0 0 0 0
Table 39 - Facilities and Housing Targeted to Homeless Households Data Source Comments:
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Describe mainstream services, such as health, mental health, and employment services to the extent those services are use to complement services targeted to homeless persons The City of West Covina participates in the County of Los Angeles’ Continuum of Care system that provides services and facilities for the homeless and is comprised of local government jurisdictions, federal agencies, non-profit service and housing providers, technical assistance organizations, and organizations from the faith community.
The Los Angeles County Department of Health Services (DHS) aims to ensure access to high quality, patient-centered, cost-effective health care to Los Angeles County residents through direct services at DHS facilities and through collaboration with community and university partners. The DHS provides a range of family, emergency, and specialty health services.
The Los Angeles County Department of Public Social Services (DPSS) is another County resource that offers various programs to promote health among low-income County residents.
Services offered by the Los Angeles County Department of Mental Health (DMH) include assessments, case management, crisis intervention, medication support, peer support and other rehabilitative services.
Employment plays a key role in ending homelessness. It also supports recovery for those suffering from mental and substance use disorders. Unfortunately, homeless people face many barriers to finding and sustaining employment. People who are chronically homeless often suffer the impacts of mental illness, substance abuse and co-occurring disorders. Homeless people also confront serious personal challenges, such as a lack of interviewing skills, job credentials, a fixed address and phone number, identification cards, and interview clothes. They may also have issues adapting to a regular work schedule or work environment and problems with their personal appearance or hygiene. Homeless youth face additional obstacles, including a lack of education or vocational preparation. Moreover, many homeless individuals are on the wrong side of the "digital divide," meaning they are unfamiliar or uncomfortable with increasingly prevalent modern technology such as computers. In addition, many mainstream employment programs do not effectively serve this population.
The Veteran Administration’s Compensated Work Therapy (CWT) Program is a national vocational program comprised of three unique programs which assist homeless veterans in returning to competitive employment: Sheltered Workshop, Transitional Work, and Supported Employment.
Veterans in CWT are paid at least the federal or state minimum wage, whichever is higher.
List and describe services and facilities that meet the needs of homeless persons, particularly chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth. If the services and facilities are listed on screen SP-40 Institutional Delivery Structure or screen MA-35 Special Needs Facilities and Services, describe how these facilities and services specifically address the needs of these populations.
The services and facilities include the following:
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Supportive Services for Veteran Families (SSVF) promotes housing stability to homeless or at–risk–of– becoming homeless Veterans and their families. The goal of the SSVF program is to provide clients with the skills necessary to maintain long term, independent living. SSVF is a short-term crisis intervention program, with services to include case management, housing and financial counseling, and assistance in obtaining benefits and services. For individual Veterans and those with dependents.
SSVF is operated by Volunteers of America, which is located in West Covina (1760 W Cameron Avenue, 91790).
The East San Gabriel Valley Coalition for the Homeless operates a Winter Shelter Program that opens on December 1st and operates continuously until March 15th. The Coalition contacts and arranges for the different church sites for a two-week stay and transports the clients to each site. It coordinates the thousands of volunteers who provide food, clothing, hygiene kits, soap, and towels for the showers and other supplies.
Located in West Covina is the YWCA/WINGS 32-bed emergency and transitional shelter for battered women and children. Additional services include support groups, individual assistance and help to families to access longer term transitional housing. WINGS refer to Women in Need of Growing Strong.
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MA-35 Special Needs Facilities and Services – 91.210(d) Introduction
A variety of services and facilities targeting persons with special needs are available in West Covina.
Including the elderly, frail elderly, persons with disabilities (mental, physical, developmental), persons with alcohol or other drug addictions, persons with HIV/AIDS and their families, public housing residents and any other categories the jurisdiction may specify, and describe their supportive housing needs
Elderly/Frail Elderly: The Los Angeles County Aging and Disabilities Department's primary function is to administer Older American’s Act and Older Californians Act programs, along with maximizing independence for all older and disabled adults. Over the period of its most recent Area Plan (2020- 2024), the Department used a combination of direct and predominantly contracted services to meet the needs of seniors, caregivers and disabled adults in the areas of information and assistance, and supportive services; nutrition; health promotion; caregiver services; Ombudsman services; and other services such as Linkages. Additionally, the Aging and Disabilities Department explored funding options for transportation services for older and disabled adults; collaborated with its partners to address the housing issues for low income and homeless seniors and veterans and continued to advocate for increase funding for multiple other programs that are administered.
The West Covina Senior Citizens Center is located at 2501 East Cortez Street. The Senior Citizens Center offers an award-winning Lunch Program as well as a host of recreational activities and trips, sports programming, support groups, volunteer opportunities, and many other programs for seniors.
According to the California Department of Public Health, there are five Skilled Nursing Facilities (SNF) with a combined capacity of 331 beds are located in West Covina. A SNF is a nursing facility with the staff and equipment to provide a level of care that includes services that can only be performed safely and correctly by either a registered nurse or a licensed vocational nurse.
The City has 17 licensed residential care facilities for the elderly with a combined capacity of 256 beds. A Residential Care Facility for the Elderly is a residential home for seniors aged 60 and over who require or prefer assistance with care and supervision. Residential Care Facilities for the Elderly may also be known as assisted living facilities, retirement homes and board and care homes.
There are no Continuing Care Retirement Communities (CCRCs) located in West Covina. The CCRCs closest to West Covina are located in Covina (Masonic Homes for Adults); Duarte (Royal Oaks and Westminster Gardens); and Pomona (Mount San Antonia Gardens) Persons with Disabilities: Persons with disabilities often have limited incomes, but extensive needs for a variety of services. Furthermore, as 86% of the City’s rental housing stock was constructed prior to 1990 Consolidated Plan WEST COVINA 61
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(before the passage of the American with Disabilities Act), accessible housing is also very limited in supply.
Located in West Covina are 35 adult residential facilities with a combined capacity of 159 beds. There is one other facility with a license pending and a capacity of six beds. An Adult Residential Facility is a residential home for adults ages 18 through 59 with mental health care needs or who have physical or developmental disabilities and require or prefer assistance with care and supervision.
Also located in West Covina are 12 intermediate care facilities for developmentally disabled persons.
The combined capacity of these 12 facilities is 72 beds. An Intermediate Care Facility/Developmentally Disabled is a facility that provides 24-hour personal care, habilitation, developmental, and supportive health services for persons with developmental disabilities whose primary need is for developmental services and who have a recurring but intermittent need for skilled nursing services.
Persons with Alcohol/Drug Addiction: Sober living homes provide a safe, supportive place to live while recovering from alcohol and drug addiction. A stable home and drug-free living environment is important for recovery. Five sober living homes are located in West Covina.
Persons with HIV/AIDS and their families: Stable, affordable housing offers the best opportunity for persons living with HIV/AIDS to access drug therapies and treatments and supportive services that will enhance the quality of life for themselves and their families. When people are housed, they can access and adhere to drug treatments and therapies and require fewer hospitalizations and less emergency room care.
Persons Living With HIV (PLWH) in Los Angeles County benefit from the many resources available to them through the Comprehensive AIDS Resources Emergency (CARE) Act and Reauthorization, as well as a broad range of medical and supportive services available outside of the Ryan White system. The Ryan White Program nationally is administered by the Health Resources and Services Administration (HRSA) HIV/AIDS Bureau (HAB). Ryan White services are an essential safety net for low-income PLWH in Los Angeles County. They comprise a major share of the full complement of care and treatment services within Los Angeles County’s Continuum of HIV Services.
Public Housing Residents: Public housing units are not located in West Covina.
Describe programs for ensuring that persons returning from mental and physical health institutions receive appropriate supportive housing
Specify the activities that the jurisdiction plans to undertake during the next year to address the housing and supportive services needs identified in accordance with 91.215(e) with respect to persons who are not homeless but have other special needs. Link to one-year goals. 91.315(e)
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Support services for the elderly, frail elderly and victims of domestic violence include:
• YWCA of San Gabriel Valley - Senior Citizens Assistance Program (SCAP): The goal of the YWCA SCAP (Case Management and Information & Referral/Assistance Services) is to connect seniors with a broad array of services that enable them to remain in their homes for as long as possible.
These services include but are not limited to: Access to services such as transportation, case management, information and assistance; and in-home services such as personal care, chore, and homemaker assistance; Community services such as legal services, mental health services, and adult day care; Community education and related programming that help to coordinate and integrate services for seniors such as health screening, exercise/health programs, etc. BSW Case Managers will provide 8 hours of on-site service at the West Covina Senior Center and an average of 7 hours services off-site in clients' homes. The YWCA San Gabriel Valley Senior Services' model of providing effective Case Management and Information and Referral/Assistance (I & RIA) Services is based on the concept of linking clients to a culturally competent, locally accessible and cost-effective integrated continuum of supportive services. In addition, our agency has proven its ability to respond in a timely manner to client's requests for service, and within several hours if the request is urgent. • Senior Meals Program - City of West Covina: The Senior Meals Program is a congregate setting at the West Covina Senior Center. Meals served under the program must provide at least 1/3 of the recommended dietary allowances. In practice, the Senior Meals Program’s participants are receiving an estimated 40-50% of required nutrients from the meals provided by the program. • Domestic Violence Advocate – West Covina Police Department: The City’s Victim Advocate is partially funded from CDBG, and is responsible for all domestic violence cases that occur in West Covina, as well as some other crimes involving children and domestic situations. The Victim Advocate guides domestic violence victims through the criminal justice and social networks. An independent evaluation conducted by Cal State Los Angeles validated the program’s work. The Advocate serves as the liaison to County Adult Protective Services, the Domestic Violence Council, and other agencies and services networks.
For entitlement/consortia grantees: Specify the activities that the jurisdiction plans to undertake during the next year to address the housing and supportive services needs identified in accordance with 91.215(e) with respect to persons who are not homeless but have other special needs. Link to one-year goals. (91.220(2)) Support services for the elderly, frail elderly and victims of domestic violence include:
• YWCA of San Gabriel Valley - Senior Citizens Assistance Program (SCAP): The goal of the YWCA SCAP (Case Management and Information & Referral/Assistance Services) is to connect seniors with a broad array of services that enable them to remain in their homes for as long as possible.
These services include but are not limited to: Access to services such as transportation, case management, information and assistance; and in-home services such as personal care, chore, and homemaker assistance; Community services such as legal services, mental health services, and adult day care; Community education and related programming that help to coordinate and Consolidated Plan WEST COVINA 63
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integrate services for seniors such as health screening, exercise/health programs, etc. BSW Case Managers will provide 8 hours of on-site service at the West Covina Senior Center and an average of 7 hours services off-site in clients' homes. The YWCA San Gabriel Valley Senior Services' model of providing effective Case Management and Information and Referral/Assistance (I & RIA) Services is based on the concept of linking clients to a culturally competent, locally accessible and cost-effective integrated continuum of supportive services. In addition, our agency has proven its ability to respond in a timely manner to client's requests for service, and within several hours if the request is urgent. • Senior Meals Program - City of West Covina: The Senior Meals Program is a congregate setting at the West Covina Senior Center. Meals served under the program must provide at least 1/3 of the recommended dietary allowances. In practice, the Senior Meals Program’s participants are receiving an estimated 40-50% of required nutrients from the meals provided by the program. • Domestic Violence Advocate – West Covina Police Department: The City’s Victim Advocate is partially funded from CDBG, and is responsible for all domestic violence cases that occur in West Covina, as well as some other crimes involving children and domestic situations. The Victim Advocate guides domestic violence victims through the criminal justice and social networks. An independent evaluation conducted by Cal State Los Angeles validated the program’s work. The Advocate serves as the liaison to County Adult Protective Services, the Domestic Violence Council, and other agencies and services networks.
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MA-40 Barriers to Affordable Housing – 91.210(e)
Negative Effects of Public Policies on Affordable Housing and Residential Investment One component of the State mandated housing element is an analysis of “governmental constraints,” a term that has the same meaning as the Consolidated Plan “barriers to affordable housing.” More specifically, Government Code Section 65583(a) requires that a housing element include: “An analysis of potential and actual governmental constraints upon the maintenance, improvement, or development of housing for all income levels…including land use controls, building codes and their enforcement, site improvements, fees and other exactions required of developers, and local processing and permit procedures...” A summary of barriers to affordable housing is presented in the following paragraphs.
The City’s Land Use Element and Zoning Ordinance establish seven residential categories and a mixed use category. These categories permit a variety of housing types and allow several ranges of residential densities. The Mixed Use Zone permits housing of 20 dwelling units per acre.
The City has adopted the 2022 Edition of the California Building Code, which is the standard code adopted by municipal governments.
West Covina is a built out community and the necessary public infrastructure is in place. The City’s 2021- 2029 Draft Housing Element (Draft 4) is under review by the State Department of Housing and Community Development as of the drafting of this Plan. The City is committed to removing governmental constraints that hinder the production of housing and offers a “one-stop” streamlined permitting process to facilitate efficient entitlement and building permit processing. The Zoning Code was updated to reduce constraints to the development of a variety of housing types. The updated code was adopted on January 16, 2024.
With regard to development standards, two potential constraints/barriers were identified – parking requirements and housing unit sizes. These potential constraints are mitigated by implementing reduced parking for senior and affordable housing development and by permitting modified housing unit sizes.
Actions detailed in the City’s 2021-2029 Draft Housing Element included: (1) Seek opportunities to streamline the CEQA review process by utilizing exemptions or tiering, particularly for infill development, consistent with State law and (2) Amend the Zoning Code to revise the parking requirements for Multi-family dwellings, to remove distinctions between “multi-family dwelling” and "multi-family, mixed use” and utilize the same parking standards based on unit size as multi-family, mixed use development.
No constraint/barrier was found in regard to permit processing procedures or timelines.
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MA-45 Non-Housing Community Development Assets – 91.215 (f) Introduction
The discussion of non-housing community development assets involve an analysis of the following tables:
• Table 40 – Business Activity
• Table 41 – Labor Force
• Table 42 – Occupations by Sector
• Table 43 – Travel Time
• Table 44 – Educational Attainment by Employment Status • Table 45 – Education Attainment by Age
• Table 46 – Median Earnings in the Past 12 Months
Economic Development Market Analysis
Business Activity
Business by Sector Number of
Workers
Number of Jobs Share of Workers
%
Share of Jobs
%
Jobs less workers
%
Agriculture, Mining, Oil & Gas Extraction 312 2 1 0 -1
Arts, Entertainment, Accommodations 5,576 4,389 14 18 4 Construction 1,939 424 5 2 -3
Education and Health Care Services 9,112 8,337 23 35 12 Finance, Insurance, and Real Estate 2,307 1,048 6 4 -2
Information 999 388 3 2 -1
Manufacturing 3,994 388 10 2 -8
Other Services 1,537 706 4 3 -1
Professional, Scientific, Management Services 3,174 1,001 8 4 -4 Public Administration 0 0 0 0 0
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Business by Sector Number of
Workers
Number of Jobs Share of Workers
%
Share of Jobs
%
Jobs less workers
%
Retail Trade 5,141 6,523 13 27 14
Transportation and Warehousing 1,946 205 5 1 -4
Wholesale Trade 3,349 376 9 2 -7
Total 39,386 23,787 -- -- --
Table 40 - Business Activity
Data Source: 2016-2020 ACS (Workers), 2020 Longitudinal Employer-Household Dynamics (Jobs) Consolidated Plan WEST COVINA 67
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Labor Force
Total Population in the Civilian Labor Force 55,495
Civilian Employed Population 16 years and
over 52,320
Unemployment Rate 5.71
Unemployment Rate for Ages 16-24 21.86
Unemployment Rate for Ages 25-65 3.67
Table 41 - Labor Force
Data Source: 2016-2020 ACS
Occupations by Sector Number of People
Management, business and financial 13,610
Farming, fisheries and forestry occupations 2,480
Service 5,410
Sales and office 13,230
Construction, extraction, maintenance and
repair 3,445
Production, transportation and material
moving 2,975
Table 42 – Occupations by Sector
Data Source: 2016-2020 ACS
Travel Time
Travel Time Number Percentage
< 30 Minutes 20,822 44%
30-59 Minutes 18,111 38%
60 or More Minutes 8,890 19%
Total 47,823 100%
Table 43 - Travel Time
Data Source: 2016-2020 ACS
Education:
Educational Attainment by Employment Status (Population 16 and Older) Educational Attainment In Labor Force
Civilian Employed Unemployed Not in Labor
Force
Less than high school graduate 3,305 290 2,190
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Educational Attainment In Labor Force
Civilian Employed Unemployed Not in Labor
Force
High school graduate (includes
equivalency) 11,735 825 3,105
Some college or Associate's degree 13,920 480 3,310
Bachelor's degree or higher 15,295 510 2,325
Table 44 - Educational Attainment by Employment Status
Data Source: 2016-2020 ACS
Educational Attainment by Age
Age
18–24 yrs 25–34 yrs 35–44 yrs 45–65 yrs 65+ yrs
Less than 9th grade 160 335 360 2,120 2,630
9th to 12th grade, no diploma 570 655 535 1,770 1,365
High school graduate, GED, or
alternative 2,915 4,000 3,440 8,225 4,650
Some college, no degree 4,195 3,805 2,930 5,740 2,495
Associate's degree 500 1,590 925 2,720 1,370
Bachelor's degree 1,395 4,480 3,455 5,070 3,055
Graduate or professional degree 45 1,405 1,255 2,485 1,305 Table 45 - Educational Attainment by Age
Data Source: 2016-2020 ACS
Educational Attainment – Median Earnings in the Past 12 Months Educational Attainment Median Earnings in the Past 12 Months Less than high school graduate 27,543
High school graduate (includes equivalency) 31,445
Some college or Associate's degree 41,524
Bachelor's degree 52,568
Graduate or professional degree 78,009
Table 46 – Median Earnings in the Past 12 Months
Data Source: 2016-2020 ACS
Based on the Business Activity table above, what are the major employment sectors within your jurisdiction?
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limits. The business sectors offering the most jobs within West Covina include education and health care services, 8,337; retail trade, 6,523; and arts, entertainment, accommodations, 4,389.
Most residents are employed in the following business sectors: education and health care services 9,112; retail trade, 5,141; arts, entertainment and accommodations, 5,576; and manufacturing, 3,994.
Describe the workforce and infrastructure needs of the business community:
The City Council initiated the General Plan Update in 2014; the City held various focus meetings, speaker series, a week-long charrette, and community meetings to get community input and feedback. The General Plan, Housing Element Revision, EIR, Downtown Plan & Code were adopted by the City Council on December 20, 2016.
The City’s General Plan Update process identified several business infrastructure needs. Among the business infrastructure needs identified by this process were: need to invest in infrastructure and enhance the public realm to retain and attract businesses; need to encourage and support the formation of a Business Improvement District (BID); need to provide incentives to businesses such as grants and low-cost loans so they can strengthen their opportunity for success; and overall need for a multi-faceted program to strengthen and grow local businesses.
Describe any major changes that may have an economic impact, such as planned local or regional public or private sector investments or initiatives that have affected or may affect job and business growth opportunities during the planning period. Describe any needs for workforce development, business support or infrastructure these changes may create.
West Covina is an essentially built out community. The City Council initiated the General Plan Update in 2014; the City held various focus meetings, speaker series, a week-long charrette, and community meetings to get community input and feedback. The General Plan, Housing Element Revision, EIR, Downtown Plan & Code were adopted by the City Council on December 20, 2016 to guide future development.
An Action to come out of the General Plan process is Explore health/medical campus opportunities. Medical-related jobs tend to be higher-paying and the medical industry is expected to be a growing field as the US population continues to age. An additional health/medical campus could support quality employment for residents, but may also be an additional amenity for residents seeking medical care. Emanate Health (formerly Citrus Health Partners) Queen of the Valley Hospital is planning a major expansion that will result increase the hospital's square footage by almost 50%. The first phase of construction took place between 2020-2022. The second phase is underway and to be completed in 2026. Besides increased medical services, the expansion will results in many new jobs.
How do the skills and education of the current workforce correspond to employment opportunities in the jurisdiction?
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Jobs located within West Covina match fairly well with the skills and education of the local workforce.
Business sectors offering jobs that may not require a high school graduation include retail trade, accommodation and food services, other services, manufacturing, and warehousing. Workers with less than a high school education would benefit from training so they could compete for better paying jobs.
The median annual income earnings of workers with less than a high school education are less than $27,543 versus those with a Bachelor’s degree at $52,568 (Table 46).
West Covina’s employment base as of 2020 is topped by Education and Healthcare Services, which are expected to have above-average growth. Capturing one or more major employers in these sectors could not only improve the City’s economic strength and provide high-quality jobs for residents, but could also anchor one of many key currently underutilized sites in West Covina’s downtown, and support the City’s fiscal health. The expansion of the Emanate Hospital is expected to create may new jobs in the area. Retail trade, is also strong, but is projected by the Southern California Association of Governments (SCAG) to have relatively slow growth.
Describe any current workforce training initiatives, including those supported by Workforce Investment Boards, community colleges and other organizations. Describe how these efforts will support the jurisdiction's Consolidated Plan.
Economic development is a priority for the use of CDBG funds. There are workforce training resources located in West Covina. For instance, the East San Gabriel Valley Regional Occupational Program and Technical Center is located at 1134 South Barranca Ave., West Covina.
An ROP is a public education service that provides practical, hands-on career preparation and career guidance. East San Gabriel Valley ROP/TC is one of 74 ROPs in the state of California. The ROP is designed to provide high school and adult students with the technical skills required for particular jobs.
Community-based internships, in local business and industry sites, are offered in many classes. Every course offers a unit on employment-seeking skills, which includes the job application, resume, and interview preparation.
Does your jurisdiction participate in a Comprehensive Economic Development Strategy (CEDS)?
No
If so, what economic development initiatives are you undertaking that may be coordinated with the Consolidated Plan? If not, describe other local/regional plans or initiatives that impact economic growth.
Discussion
Refer to the analysis in the preceding paragraphs.
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MA-50 Needs and Market Analysis Discussion
Are there areas where households with multiple housing problems are concentrated? (include a definition of "concentration")
Housing problems impacting low and moderate income households such as cost burden and crowding are not geographically concentrated. Overall, about 45% of West Covina’s population have low- and moderate-incomes (<80% AMI) (Table 6). In 42 of the City’s 68 block groups the low/mod population comprises less than 50% of the population. Consequently, the geographic distribution of housing problems is not concentrated and would follow a dispersal pattern similar to that of the low- and moderate-income population as a whole.
Are there any areas in the jurisdiction where racial or ethnic minorities or low-income families are concentrated? (include a definition of "concentration") The ConPlan regulations state that the City must identify and describe any areas within West Covina “with concentrations of racial/ethnic minorities…stating how it defines…area of minority concentration.
The locations and degree of these concentrations must be identified, either in a narrative or on one or more maps.” (CFR 91.210)
The non-minority population is White, Non-Hispanic or Latino. Minority individuals are Hispanic or Latino, American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, multiracial minority (two or more races, at least one of which is a minority race).
The 2023 ACS 5-Year Estimate indicates that 64.6% of the City’s population belongs to a “minority” group – that is, all of the population who did not identify themselves as a White Alone, not Hispanic:
• Hispanic or Latino of any race 53.2%
• Asian alone 30.0%
• Other minority populations 6.8%
• White alone, not Hispanic 10.0%
For a Census Tract to be identified as an area of concentration, the tract minority percentage should exceed the City’s percentage. The Consolidated Plan regulations do not establish a criterion, but instead allow cities to establish their own standard. The one standard that the regulations do explicitly establish pertains to “disproportionate housing needs” and state a standard of 10% above the average community housing needs. As the City’s minority population equals 64.6% of the total population, the City has defined an area of minority concentration as a Census Tract having 75% or more of its population belonging to the “Hispanic or Latino, of any race” and “Other Minority Populations” groups. Under this definition only no Census Tract is considered having a minority “concentration." Consolidated Plan WEST COVINA 72
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The Consolidated Plan regulations also require the City to: “…identify and describe any areas within the jurisdiction with concentrations of low-income families, stating how it defines … ‘area of low-income concentration’ for this purpose. The locations and degree of these concentrations must be described, either in a narrative or on one or more maps.” (91.210(a)). For purposes of the Consolidated Plan, areas of low-income concentration are entire Census Tracts (CT) or Block Groups (BG) having a majority (50%+) of its population with low- and moderate income. CDBG-eligible Block Groups, based on ACS 5- Year 2016-2020 Summary Data, are highlighted on a map included as an Exhibit to the Consolidated Plan. Economic Development, Housing Preservation, Fair Housing, and Public Service Programs are available on a city-wide basis to low- and moderate-income persons.
What are the characteristics of the market in these areas/neighborhoods? Housing problems – cost burden, crowding, quality – occur throughout West Covina’s census tracts.
There is a strong demand for housing as sales prices and rents have stabilized or increased. Additionally, according to 2023 ACS 5-Year Estimates, West Covina had a vacancy rate of only 4.5% between 2014- 2018.
Are there any community assets in these areas/neighborhoods? There are community assets located in the City’s area benefit neighborhoods – that is service areas with a population composed of low- and moderate-income percentage of 51% or more. These community assets include neighborhood parks, public schools, bus stops, streets, traffic signals, street lighting, sewers, sidewalks, etc.
Are there other strategic opportunities in any of these areas? The CDBG Neighborhood Improvement Program endeavors to enhance the community assets through capital projects. Engineering and Public Works endeavor to identify needed improvements to existing assets such as local parks. The Engineering Division of the Community Development Department conducts field inspections and logs needed improvements to streets; curbs, gutters and sidewalks; and street lights. The neighborhood residents have a key role in identifying opportunities for improvements in their neighborhoods.
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MA-60 Broadband Needs of Housing occupied by Low- and Moderate-Income Households - 91.210(a)(4), 91.310(a)(2)
Describe the need for broadband wiring and connections for households, including low- and moderate-income households and neighborhoods.
According to Table 2801 the 2023 ACS 5-Year Estimates, of the 32,586 households in West covina, 92.6% have an internet subscription. 92.5% have broadband. 7.4% of households have no internet.
Relative to broadband subscriptions by household income: 97.5% of homes with a household income of $75,000 or more; 84.8% of homes with a household income of $20,000 to $74,999; and 61% of homes with a household income of less than $20,000 have broadband subscriptions.
Describe the need for increased competition by having more than one broadband Internet service provider serve the jurisdiction.
According to www.highspeedinternet.com, West Covina is served by three broadband providers for residential services, including 1 offering fiber connections, 1 offering cable, and 1 offering 5G wireless.
FCC Map - Residential Broadband Coverage
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FCC - Fixed Broadband Providers
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MA-65 Hazard Mitigation - 91.210(a)(5), 91.310(a)(3)
Describe the jurisdiction’s increased natural hazard risks associated with climate change.
The City' s Natural Hazard Mitigation Plan details natural hazard risks for the City. While there is no section devoted to climate change by itself, potentially related risks are addressed. Typically, cities have increased risks associated with climate change when it comes to hazards such as flooding, storm surge, wildfires, and general storms. The City's Local Hazard Mitigation Plan identifies five potential hazard risks to the City 1) earthquake, 2) earth movement, 3) flood, (4) wildfire, and 5) windstorm. The City's Natural Hazard Mitigation Plan is available at https://www.westcovina.org/departments/fire/disasterpreparedness/natural-hazard-mitigation-plan.
Describe the vulnerability to these risks of housing occupied by low- and moderate-income households based on an analysis of data, findings, and methods.
There is no outsized risk to LMI households for the City. The Local Hazard Mitigation Plan: shows the projected vulnerable areas for each hazard risk for the City (earthquake, earth movement, flood, wildfire, and windstorm). The data and analysis show that for three out of the five, the projected vulnerable areas are actually the entirety of the City. West Covina is not located in a hazardous wind zone or special wind region. However, the City does experience Santa Ana conditions and the resulting high winds during this dry period. Events with a moderate probability (1 in 100 years), including earthquakes and flooding, are also projected to affect the entire City area. Therefore, for these three hazard risks, the risk is shared by all areas, including LMI concentrated areas and non- LMI concentrated areas.
In 2024, the City received a grant from US FEMA/CalOES for the preparation of a Local Hazard Mitigation Plan. As of the writing this Plan, the City is finalizing a request for proposal to retrain a consultant to complete the project.
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Strategic Plan
SP-05 Overview
Strategic Plan Overview
The Strategic Plan is the centerpiece of the Consolidated Plan. The Plan describes:
• General Priority Needs
• Influence of Market Conditions
• Anticipated Resources
• Institutional Delivery System
• Goals Summary
• Public Housing Accessibility and Involvement
• Barriers to Affordable Housing
• Homeless Strategy
• Lead Based Paint Hazards
• Anti-Poverty Strategy
• Monitoring
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SP-10 Geographic Priorities – 91.215 (a)(1)
Geographic Area
Table 47 - Geographic Priority Areas
1 Area Name: Area Benefit
Neighborhoods
Area Type: Other
Other Target Area Description: Other
HUD Approval Date:
% of Low/ Mod:
Revital Type:
Other Revital Description:
Identify the neighborhood boundaries for this target area.
Include specific housing and commercial characteristics of this target area.
How did your consultation and citizen participation process help you to identify this neighborhood as a target area?
Identify the needs in this target area.
What are the opportunities for improvement in this target area? Are there barriers to improvement in this target area?
2 Area Name: City-Wide
Area Type: City-Wide
Other Target Area Description: City-Wide
HUD Approval Date:
% of Low/ Mod:
Revital Type:
Other Revital Description:
Identify the neighborhood boundaries for this target area.
Include specific housing and commercial characteristics of this target area.
How did your consultation and citizen participation process help you to identify this neighborhood as a target area?
Identify the needs in this target area.
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What are the opportunities for improvement in this target area? Are there barriers to improvement in this target area?
General Allocation Priorities
Describe the basis for allocating investments geographically within the jurisdiction (or within the EMSA for HOPWA)
Certain CDBG-funded activities such as public improvements must take place in area benefit neighborhoods. Other CDBG-funded activities such as public services are based on income eligibility and occur on a city-wide basis.
The basis for allocating investments reflects the results of input from the following:
• City Council Pre-development Public Hearing held on May 20, 2025 • Results of the Housing and Community Development Survey • Public Consultation
• Applications received for funding of public service projects • City Departments – City Manager's Office, Community and Economic Development, Engineering, and Police
• Housing market conditions and influences
• Draft 2021-2029 Housing Element of the General Plan - 4th Draft Consolidated Plan WEST COVINA 79
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SP-25 Priority Needs - 91.215(a)(2)
Priority Needs
Table 48 – Priority Needs Summary
1 Priority Need
Name
Improve/upgrade public facilities & infrastructure
Priority Level High
Population Extremely Low
Low
Moderate
Persons with Physical Disabilities
Geographic
Areas Affected
Other
Associated
Goals
Improve/upgrade public infrastructure & facilities
Description The City will complete improvements and upgrades to public infrastructure facilities.
Basis for
Relative
Priority
Non-housing community development survey showed a high need for public facility and infrastructure improvements.
2 Priority Need
Name
Public Service Programs
Priority Level Medium
Population Extremely Low
Low
Moderate
Elderly
Individuals
Persons with HIV/AIDS
Victims of Domestic Violence
Elderly
Frail Elderly
Persons with Mental Disabilities
Victims of Domestic Violence
Geographic
Areas Affected
City-Wide
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Associated
Goals
Improve the well-being of low income persons
Description The City will provide financial support to the public service projects addressing the needs of low income persons, seniors, homeless, and non-homeless special needs populations.
Basis for
Relative
Priority
Public participation demonstrated a high need for public services. 3 Priority Need
Name
Economic Development
Priority Level High
Population Extremely Low
Low
Moderate
Geographic
Areas Affected
City-Wide
Associated
Goals
Encourage economic development
Description The City will implement an Economic Development Program, through which loans will be made for facade improvements to businesses and jobs will be created as a result. The City also plans to implement an Economic Development Technical Assistance Program.
Basis for
Relative
Priority
Non-housing community development survey showed a high need for economic development services.
4 Priority Need
Name
Eliminate housing discrimination
Priority Level High
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Population Extremely Low
Moderate
Large Families
Families with Children
Elderly
Elderly
Frail Elderly
Persons with Mental Disabilities
Persons with Physical Disabilities
Persons with Developmental Disabilities
Persons with HIV/AIDS and their Families
Victims of Domestic Violence
Geographic
Areas Affected
City-Wide
Associated
Goals
Achieve fair housing for all
Description The City will continue to fund a fair housing provider that will investigate housing discrimination complaints and tenant/landlord issues.
Basis for
Relative
Priority
Identified as priority need by Analysis of Impediments to Fair Housing Choice. 5 Priority Need
Name
Effective grant administration
Priority Level High
Population Extremely Low
Low
Moderate
Large Families
Families with Children
Elderly
Elderly
Frail Elderly
Persons with Mental Disabilities
Persons with Physical Disabilities
Persons with Developmental Disabilities
Persons with Alcohol or Other Addictions
Non-housing Community Development
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Geographic
Areas Affected
City-Wide
Associated
Goals
Effective grant administration
Description Grant administration includes monitoring, Action Plan, CAPER, etc.
Basis for
Relative
Priority
Need to comply with CDBG rules and regulations.
6 Priority Need
Name
Improve the owner occupied housing stock
Priority Level High
Population Extremely Low
Low
Moderate
Geographic
Areas Affected
City-Wide
Associated
Goals
Improve owner-occupied housing stock
Description Housing Preservation loans will be offered to low and moderate income homeowners.
Basis for
Relative
Priority
Housing needs assessment indicates there is a need to rehabilitate the existing housing stock.
Narrative (Optional)
In establishing five-year priorities for assistance, the City has considered input from various sources including: the Housing and Community Development Needs Survey, demographic and empirical data analysis, interviews with staff and service providers, and direct input by residents and stakeholders during public hearings. Priority needs for the expenditure of CDBG funds have been assigned according to the following ranking:
• High Priority: Activities to address this need will be funded by the City using CDBG funds during the five-year period.
• Medium Priority: Activities to address this need may be funded by the City using CDBG funds during the five-year period.
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• Low Priority: Activities to address this need will not be funded by the City using CDBG funds during the five-year period.
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SP-30 Influence of Market Conditions – 91.215 (b)
Influence of Market Conditions
Affordable
Housing Type
Market Characteristics that will influence
the use of funds available for housing type
Tenant Based
Rental Assistance
(TBRA)
Monthly rents are generally lower than the Fair Market Rents. However, rental assistance through monthly subsidies is expensive. The City does not receive HOME funds. Instead, the City will rely on the rental assistance provided by the Los Angeles County Development Authority and Baldwin Park Housing Authority.
TBRA for NonHomeless Special
Needs
TBRA for special populations also will not be funded for the reasons mentioned above. The gap between 30% of income and market rents is too large and, if the City chose to provide TBRA with monies from the General Fund, other pressing needs such as improving the quality of existing housing would become neglected.
New Unit
Production
The production of new affordable housing is constrained by limited land availability, the high cost of residential land, and high development costs. Consequently, funds other than CDBG are needed to facilitate new unit production. The City will continue to explore opportunities with non-profit and private developers of affordable housing.
Rehabilitation In 2015, the City re-established a housing rehabilitation program, as the older housing stock is in need of minor, modest and major repairs. Because of this market condition and homeowner acceptance, the City will allocate CDBG funds to implement a housing rehabilitation program (unspent balance in the line of credit). A separate program funded with State Housing Funds also provides housing rehabilitation loans to residents. Both programs will continue throughout the 2025-2029 Consolidated Plan period.
Acquisition,
including
preservation
There are no units deemed to be at risk of conversion to market rate housing during the 2025-2029 Consolidated Plan period. There are several rentrestricted apartments with 99-year covenants or no expiration at all. The City does not have funds to acquire and rehabilitate existing rental housing.
Table 49 – Influence of Market Conditions
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SP-35 Anticipated Resources - 91.215(a)(4), 91.220(c)(1,2) Introduction
The City anticipates available CDBG resources in the amount of $5,530,000 during the five-year period of the Consolidated Plan. The City anticipates receiving CDBG funds in the amount of $830,000 in PY 2025: an entitlement grant in the amount of $819,862 and $10,138 in Program Income. Unexpended obligations totaling $1,380,000 from the prior period will be carried forward and opened as new activities in the 2025- 2029 cycle. The City estimates in Years 2-5, that it will receive $820,000 in Entitlement funds and $10,000 in Program Income, for a total of $830,000 annually.
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 819,862 10,138 1,380,000 2,210,000 3,320,000 The estimated amount of CDBG funds
over the 5-year ConPlan period is
$5,530,000. This assumes annual
allocations of $820,000 and Program
Income of $10,000 in Program Years 2-5
estimated for a total of $4,150,000.
Shown as Prior Year Resources, the City
will also carry over $1,380,000 in
unexpended obligated funds into Year 1 -
$755,000 for Friendship Park
Improvements; $425,000 for Housing
Preservation Program; and $200,000 for
Economic Development Activities.
Table 50 - Anticipated Resources
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Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how matching requirements will be satisfied
The City and HUD share an interest in leveraging HUD resources to the maximum extent feasible in order to address priority needs and associated goals.
During the 5-year period of the ConPlan the City will seek funds to leverage the Federal CDBG funds. The City’s Capital Improvement Program (CIP) may leverage CDBG funds in street rehabilitation projects. State Gas Tax funds also assist with street rehabilitation. Federal USDA, Older Americans Act, City General Fund, and participant donations augment funding for the CDBG-funded Senior Nutrition Program.
Local return funds from Los Angeles County Proposition C, as well as Measure M and Measure R, assist the City in removing architectural barriers, providing Dial-A-Ride service, providing a citywide shuttle service, and performing street rehabilitation and other capital improvements.
TDA-3 and SB1 help fund sidewalk and street projects. Park Bond funds received through the County will fund park improvements and maintenance of the improvements.
County Measure A funds will be directed toward serving the homeless population. Volunteer services and private donations provided additional resources to leverage CDBG funds.
If appropriate, describe publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan
The City is presently evaluating relocation of its City Maintenance Yard in order to sell the existing property for the development of housing. Additionally, the City does explore opportunities to partner with non-profits to address unmet housing needs. The Community and Economic Development Department does post on its webpage an Available Property List (APL) for businesses seeking to locate in West Covina.
Discussion
See discussions above.
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SP-40 Institutional Delivery Structure – 91.215(k)
Explain the institutional structure through which the jurisdiction will carry out its consolidated plan including private industry, non-profit organizations, and public institutions.
Responsible Entity Responsible Entity
Type
Role Geographic Area
Served
City of West Covina Government Non-homeless special
needs
Planning
neighborhood
improvements
public facilities
public services
Jurisdiction
Los Angeles County
Development Authority
PHA Rental Other
Housing Authority of
the City of Baldwin Park
PHA Rental Jurisdiction
Table 51 - Institutional Delivery Structure
Assess of Strengths and Gaps in the Institutional Delivery System The City staff is experienced in implementing the CDBG funded programs. Additionally, several nonprofits have years of experience successfully implementing service programs in the City of West Covina.
The City also partners with experienced affordable housing developers to address the community’s housing needs. During the Consolidated Plan period, City staff will continue to collaborate and coordinate with County, State and Federal organizations. Among these agencies are: the Los Angeles Homeless Services Authority (LAHSA); the Los Angeles County Development Authority; Baldwin Park Housing Authority and the San Gabriel Valley Council of Governments.
As of recently, homeless prevention, street outreach and supportive services are not provided by the City of West Covina. These services are provided by mainstream agencies such as the County of Los Angeles, LAHSA, YWCA WINGS and the East San Gabriel Valley Coalition. However, through recent grants of Measure H funds through the County of Los Angeles and the San Gabriel Valley Council of Governments, the City was able to fund outreach services and a motel voucher program.
Availability of services targeted to homeless persons and persons with HIV and mainstream services
Homelessness Prevention
Services
Available in the
Community
Targeted to
Homeless
Targeted to People
with HIV
Homelessness Prevention Services
Counseling/Advocacy X X
Legal Assistance X X
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Homelessness Prevention
Services
Available in the
Community
Targeted to
Homeless
Targeted to People
with HIV
Homelessness Prevention Services
Mortgage Assistance X
Rental Assistance X X
Utilities Assistance
Street Outreach Services
Law Enforcement X X
Mobile Clinics X X
Other Street Outreach Services X X
Supportive Services
Alcohol & Drug Abuse X X
Child Care X
Education X X
Employment and Employment
Training X X
Healthcare X X
HIV/AIDS X
Life Skills X
Mental Health Counseling X X
Transportation X X
Other
Table 52 - Homeless Prevention Services Summary
Describe how the service delivery system including, but not limited to, the services listed above meet the needs of homeless persons (particularly chronically homeless individuals and families, families with children, veterans and their families, and unaccompanied youth) Homeless street outreach as well as case management service are provided by the City through a contract with the Los Angeles Centers on Drug and Alcohol Abuse (LA CADA). A two-person team working 40 hours per week is funded through State Housing Funds. Additional services are provided by mainstream agencies such as the County of Los Angeles, LAHSA, YWCA WINGS and the East San Gabriel Valley Coalition. The City has proposed to use its allocation of funds to be received through the recently passed County Measure A to pay for the LA CADA team, as well as a Motel Voucher Program for interim housing. The City has coordinated with LAHSA regarding homeless counts.
Describe the strengths and gaps of the service delivery system for special needs population and persons experiencing homelessness, including, but not limited to, the services listed above
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Homeless street outreach as well as case management service are provided by the City through a contract with the Los Angeles Centers on Drug and Alcohol Abuse (LA CADA). A two-person team working 40 hours per week is funded through State Housing Funds. Additional services are provided by mainstream agencies such as the County of Los Angeles, LAHSA, YWCA WINGS and the East San Gabriel Valley Coalition. The City has proposed to use its allocation of funds to be received through the recently passed County Measure A to pay for the LA CADA team, as well as a Motel Voucher Program for interim housing.
Challenges include the lack of ongoing funding. While CDBG-eligible, such services are subject to the public service cap and limited to 15%.
Provide a summary of the strategy for overcoming gaps in the institutional structure and service delivery system for carrying out a strategy to address priority needs In order to strengthen internal coordination and timeliness of expenditures, the City Manager's Office meets monthly with the Engineering and Public Works Departments of the City. The purpose of the meetings is to strengthen the delivery of programs and services in neighborhoods so that there are tangible physical and quality of life benefits resulting from the expenditure of CDBG and other funds.
The City also coordinates on a regular basis with the following housing providers:
• Los Angeles County Development Authority (Section 8)
• City of Baldwin Park Housing Authority (Section 8)
• Housing Rights Center (Fair Housing)
Coordination with health providers involves the periodic collection of lead-based incident statistics from the County of Los Angeles, Department of Health Services, Childhood Lead Poisoning Prevention Program. In addition, the City will continue to obtain information from the Los Angeles County Department of Health Services, Office of AIDS Programs and Policy.
Coordination with social service agencies is accomplished through the CDBG public service programs. This involves a notice of funding availability, evaluation of applications submitted including needs to be addressed, and monitoring and performance evaluation of funded social service agencies.
In order to strengthen the institutional structure for carrying out its housing and community development plan, the City will strengthen the working relationship by providing input to and coordinating with the Los Angeles County Development Authority and Baldwin Park Housing Authority. Efforts to strengthen the institutional structure involve review of the five-year and annual plans of each authority.
The City will continue its coordination efforts with:
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• Los Angeles County Homeless Services Authority (LAHSA) • San Gabriel Valley Council of Governments (SGVCOG)
• San Gabriel Valley Housing and Homeless Services Coordinating Council • Baldwin Park Housing Authority
• Los Angeles County Development Authority
• ESGV Coalition for the Homeless
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SP-45 Goals Summary – 91.215(a)(4)
Goals Summary Information
Sort
Order
Goal Name Start
Year
End
Year
Category Geographic Area Needs Addressed Funding Goal Outcome Indicator 1 Improve/upgrade
public
infrastructure &
facilities
2025 2029 Improve/upgrade
public facilities and
infrastructure
City-Wide
Area Benefit
Neighborhoods
Improve/upgrade
public facilities &
infrastructure
CDBG:
$2,273,000
Public Facility or
Infrastructure Activities
other than
Low/Moderate Income
Housing Benefit:
22700 Persons Assisted
2 Improve the wellbeing of low
income persons
2025 2029 Non-Homeless
Special Needs
City-Wide
Area Benefit
Neighborhoods
Public Service
Programs
CDBG:
$572,500
Public service activities
other than
Low/Moderate Income
Housing Benefit:
20000 Persons Assisted
3 Encourage
economic
development
2025 2029 Improve economic
conditions
City-Wide Economic
Development
CDBG:
$200,000
Facade
treatment/business
building rehabilitation:
2 Business
Businesses assisted:
2 Businesses Assisted
4 Achieve fair housing
for all
2025 2029 Eliminate housing
discrimination
City-Wide Eliminate housing
discrimination
CDBG:
$50,000
Public service activities
other than
Low/Moderate Income
Housing Benefit:
300 Persons Assisted
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Sort
Order
Goal Name Start
Year
End
Year
Category Geographic Area Needs Addressed Funding Goal Outcome Indicator 5 Effective grant
administration
2025 2029 Effective grant
administration
City-Wide Effective grant
administration
CDBG:
$830,000
Other:
5 Other
6 Improve owneroccupied housing
stock
2025 2029 Owner-Occupied
Housing
City-Wide Improve the owner
occupied housing
stock
CDBG:
$500,000
Homeowner Housing
Rehabilitated:
20 Household Housing
Unit
Table 53 – Goals Summary
Goal Descriptions
1 Goal Name Improve/upgrade public infrastructure & facilities Goal
Description
The City will complete improvements and upgrades to public infrastructure and facilities. 15,300 persons reside in the project area proposed for the Residential Street Rehabilitation Project. 7,385 persons reside in Park District H, related to Friendship Park improvement project, which was approved in the prior cycle and carried over. 2 Goal Name Improve the well-being of low income persons Goal
Description
The City will provide financial support to the public service projects addressing the needs of low income persons, seniors, homeless, and non-homeless special needs populations.
3 Goal Name Encourage economic development
Goal
Description
The City will implement a Facade improvement program ($100,000) that result in the creation/retention of jobs. In addition, the City will fund an Economic Technical Assistance Program ($100,000). Both activities were approved in the prior cycle and will be carried over into the new cycle. 4 Goal Name Achieve fair housing for all
Goal
Description
The City will continue to fund a fair housing provider that will investigate housing discrimination complaints and tenant/land lord issues.
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5 Goal Name Effective grant administration
Goal
Description
Grant administration includes monitoring, Action Plan, CAPER, etc. 6 Goal Name Improve owner-occupied housing stock
Goal
Description
The City will make no interest loans of CDBG funds available to eligible homeowners for improvement and rehabilitation of their homes. This activity was carried over from the prior cycle.
Estimate the number of extremely low-income, low-income, and moderate-income families to whom the jurisdiction will provide affordable housing as defined by HOME 91.315(b)(2)
West Covina does not receive HOME funds. Under CFR 92.254, the rehabilitation of housing that is currently owned by a family qualifies as affordable housing if the housing, after rehabilitation, does not exceed 95% of the median purchase price of the area. The City will support the rehabilitation of owner occupied housing with re-programmed CDBG not HOME funds. However, the City will monitor the estimated median sales price of the rehabilitated housing in comparison to the area median sales price.
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SP-50 Public Housing Accessibility and Involvement – 91.215(c) Need to Increase the Number of Accessible Units (if Required by a Section 504 Voluntary Compliance Agreement)
There are no public housing units located in the City of West Covina.
Troubled housing authorities are those which receive a score of 60 points (out of a possible 100) or less pursuant to HUD’s Public Housing Assessment (PHAS) Program. The scoring is based on the following four factors:
• Physical condition 40 pts
• Financial condition 25 pts
• Management operations 25 pts
• Capital Fund Program 10 pts
100 pts
Neither the Los Angeles Housing County Development Authority nor the Baldwin Park Housing Authority are designated as troubled under 24 CFR 902.
Activities to Increase Resident Involvements
The Los Angeles Housing County Development Authority promotes resident involvement through the Resident Councils. The role of a Resident Council is to improve the quality of life and resident satisfaction in self-help initiatives to enable residents to create a positive living environment for individuals and families living in public housing.
The Baldwin Park Housing Authority also involves public housing residents through a Resident Council.
The Baldwin Park Housing Authority (BPHA) owns and administers McNeill Manor, a project-based public housing development. West Covina residents can apply for residence at McNeill Manor, which is located in Baldwin Park.
Is the public housing agency designated as troubled under 24 CFR part 902? No
Plan to remove the ‘troubled’ designation
Not applicable.
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SP-55 Barriers to affordable housing – 91.215(h)
Barriers to Affordable Housing
One component of the State mandated housing element is an analysis of “governmental constraints,” a term that has the same meaning as the Consolidated Plan “barriers to affordable housing.” More specifically, Government Code Section 65583(a) requires that a housing element include: “An analysis of potential and actual governmental constraints upon the maintenance, improvement, or development of housing for all income levels…including land use controls, building codes and their enforcement, site improvements, fees and other exactions required of developers, and local processing and permit procedures...” A summary of barriers to affordable housing is presented in the following paragraphs.
The City’s Land Use Element and Zoning Ordinance establish seven residential categories and a mixed use category. These categories permit a variety of housing types and allow several ranges of residential densities. The Mixed Use Zone permits housing in the range of 20 to 75 dwelling units per acre.
The City has adopted the 2022 Edition of the California Building Code, which is the standard code adopted by municipal governments.
The adopted Housing Element for the 2014-2021 period found no major constraints/barriers regarding site improvements. West Covina is a built out community and the necessary public infrastructure is in place.The City’s 2021-2029 Draft Housing Element (Draft 4) is under review by the State Department of Housing and Community Development as of the drafting of this Plan.
With regard to development standards, two potential constraints/barriers were identified – parking requirements and housing unit sizes. These potential constraints are mitigated by implementing reduced parking for senior and affordable housing development and by permitting modified housing unit sizes.
The adopted Housing Element for the 2014-2021 period highlighted fees as a possible constraint/barrier.
The potential constraint/barrier is mitigated by fee exemptions and reductions for second dwelling units, affordable housing and senior housing.
No constraint/barrier was found in regard to permit processing procedures or timelines.
Strategy to Remove or Ameliorate the Barriers to Affordable Housing The 2014-2021 Housing Element recommended the following actions to mitigate barriers to affordable housing:
• On an annual basis, review development standards to ensure that the development of lower income housing can occur. Revise the development code to address all constraints identified in Section 6 of the Housing Element.
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• Continue to use flexible development standards to facilitate the development of affordable housing through promotion of maximum development densities in the multi-family zone and the mixed use overlay.
In addition, the City will continue to -
• Implement reduced parking for senior and affordable housing development and by permitting modified housing unit sizes
• Implement fee exemptions and reductions for second dwelling units, affordable housing and senior housing.
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SP-60 Homelessness Strategy – 91.215(d)
Reaching out to homeless persons (especially unsheltered persons) and assessing their individual needs
§ 91.215(d)(2) of the Consolidated Plan regulations state that the City’s Strategic Plan must describe its plans for “reaching out to homeless persons and assessing their individual needs.” Relative to outreach, the City is currently a member of the Police Department Program’s Mental Evaluation Team (MET) which is comprised of four (4) cities: Azusa, Covina, Glendora, and West Covina, which provide mental health services to homeless in each of our communities. One day per week, a mental health professional is dedicated to the City of West Covina to assist individuals throughout the community that have been displaced temporarily or are permanently homeless.
The City funds a two police officers for homeless outreach. In addition to the parks-related duties, this team are the first responders to homeless calls, and proactively seek contacts with the homeless (building trust relationships, which can help deescalate crisis situations and help individuals to accept social services). The team received specialized training in crisis communication, social services, etc., and is connected to the local and regional social service network, expanding upon longstanding partnerships that the City of West Covina has with other agencies, hospitals, churches, etc. The target population will be primarily street level and sheltered homeless, as well as those in need of mental health services. The team is supplemented by an existing partnership with Los Angeles County, who assigns a County Mental Health Clinician to our area, rotating among cities regionally. Police Officers focus a portion of their time at City parks and in the community to provide outreach to those homeless individuals in need of supportive services. In addition, they enforce park operating hours, and be able to mitigate illegal activity in the parks.
The City contracts with Los Angeles Centers for Drug and Alcohol Abuse (LA CADA), which provides a two-person team working forty hours per week to provide outreach, referral, and case management services to the homeless. The contract is funded with State Housing Funds.
With the recent passage of Los Angeles County's Measure A, the City submitted an application to use a portion of its allocation to fund the LA CADA team. As of the drafting of this Plan, the proposal is still under review.
Addressing the emergency and transitional housing needs of homeless persons The City has amended the Zoning Code to establish provisions for emergency shelters, transitional housing and supportive housing.
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§ 91.220(i)(ii) of the Consolidated Plan regulations state that the City must describe its one-year goals and specific actions for “addressing the emergency shelter and transitional housing needs of homeless persons.”
The City provides CDBG funds to the East San Gabriel Valley Coalition for the Homeless. This agency provides advocacy, motel vouchers, gas vouchers, hot meals, showers, lunches, clothing, travel needs, rehabilitation and mental health placements, Winter Shelter, mail and message service and refers clients to partner agencies for further assistance. Up until recently, the Coalition has administered a transitional housing program. The program was discontinued due to lack of funding.
With the recent passage of Los Angeles County's Measure A, the City submitted an application to use a portion of its allocation for motel vouchers in order to increase the availability of temporary beds in the area. Vouchers will be used by the City's HOPE team, on a case by case basis, for those working through a housing plan.
The City supports the Regional Homeless Services Strategy of increasing the number of emergency shelter and transitional housing beds.
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.
Located in West Covina is the YWCA/WINGS 32-bed emergency and transitional shelter for battered women and children. Additional services include support groups, individual assistance and help to families to access longer term transitional housing. WINGS refer to Women in Need of Growing Strong.
Help low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families who are likely to become homeless after being discharged from a publicly funded institution or system of care, or who are receiving assistance from public and private agencies that address housing, health, social services, employment, education or youth needs
Section 8 rental assistance helps individuals and families avoid homelessness. The City will continue to encourage the provision of Section 8 rental assistance by the Los Angeles County Development Authority and the Baldwin Park Housing Authority.
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§ 91.220(i)(iv) of the Consolidated Plan regulations states that the Annual Action Plan must describe the City’s one-year goals and specific action steps through:
Helping low-income individuals and families avoid becoming homeless, especially extremely low-income individuals and families who are:
(A) 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
(B) Receiving assistance from public and private agencies that address housing, health, social services, employment, education, or youth needs.
HUD regulations at 24 CFR 91.225 and 91.325 now require states and local jurisdictions receiving McKinney-Vento Homeless Assistance Act Emergency Shelter Grant (ESG), Supportive Housing, Shelter Plus Care, or Section 8 Single Room Occupancy (SRO) Program funds to develop and implement a Discharge Coordination Policy “to the maximum extent practicable.” The McKinney-Vento Act requires that State and local governments to have policies and protocols developed to ensure that persons being discharged from publicly funded institutions or systems of care are not discharged immediately into homelessness.
The City of West Covina does not receive funding from the above-mentioned sources and, therefore, has not developed discharge policies. However, the Los Angeles Continuum of Care is coordinating with and/or assisting in State or local discharge planning efforts to ensure that discharged persons are not released directly to the streets. The discharge policies of health care facilities, mental health facilities, foster care, and corrections institutions are being coordinated by the Continuum of Care.
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SP-65 Lead based paint Hazards – 91.215(i)
Actions to address LBP hazards and increase access to housing without LBP hazards It is the City of West Covina’s goal is to provide an environment free of lead based hazards. In order to increase an awareness of lead based paint hazards, the City posts information on its website alerting homebuyers and renters to the dangers of lead based paint hazards.
How are the actions listed above related to the extent of lead poisoning and hazards? Housing built before 1978 may contain lead-based paint. Lead from paint, paint chips and dust can pose health hazards if not managed properly. Lead exposure is especially harmful to young children and pregnant women. The City’s housing stock contains almost 25,400 housing units built before 1979. The exact number with lead-based paint is unknown. Under California law homebuyers are informed of the potential for lead-based paint.
How are the actions listed above integrated into housing policies and procedures? Efforts to reduce lead-based paint hazards were integrated into the City’s housing rehabilitation programs. However, funds for that program no longer are available due to the dissolution of the Redevelopment Agency.
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SP-70 Anti-Poverty Strategy – 91.215(j)
Jurisdiction Goals, Programs and Policies for reducing the number of Poverty-Level Families The City recognizes that a goal to reduce poverty will contribute to the economic well-being of individuals and families. The families whose income increases above the poverty level will be able to live independent of public and private assistance.
Goal: To reduce poverty level incomes below current levels by 2030. This goal will be monitored by the tracking the results of the annual American Community Survey.
Policy: To continue to support and coordinate with public and private efforts aimed at preventing and reducing poverty level incomes.
Policy: To conduct outreach with public and private agencies whose mission is to reduce poverty level incomes.
Program: To support and coordinate with the organizations who directly or indirectly contribute to a reduction in poverty such as the Los Angeles County Development Authority, Baldwin Park Housing Authority, Community Action Agency and others.
How are the Jurisdiction poverty reducing goals, programs, and policies coordinated with this affordable housing plan
The City will carry out the following anti-poverty actions in coordination with its affordable housing plan:
• The City will continue to support the Section 8 Housing Choice Voucher Program and public housing units located within the community.
• The City will coordinate with the Los Angeles County Development Authority and Baldwin Park Housing Authority to increase the number of families that receive rental assistance. • The City will work with the Housing Authorities to encourage families receiving Section 8 rental assistance to participate and graduate from the Family Self-Sufficiency Program (FSS). The City will periodically request information from the Housing Authority on FSS participation and graduation levels.
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SP-80 Monitoring – 91.230
Describe the standards and procedures that the jurisdiction will use to monitor activities carried out in furtherance of the plan and will use to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the comprehensive planning requirements
During the Consolidated Plan period, the City will continue to implement the written monitoring policies and procedures. Additionally, the City will ensure compliance with CDBG rules and regulations, as follows:
• Double check project eligibility with the City’s HUD CPD representative • Review HUD’s monitoring handbook to ensure compliance with project eligibility requirements, national objectives of low- and moderate-income area benefit and low- and moderate-income limited clientele, financial management requirements, and other CDBG Entitlement Program requirements
• Review CPD notices on CDBG program and planning requirements Consolidated Plan WEST COVINA 103
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Expected Resources
AP-15 Expected Resources – 91.220(c)(1,2)
Introduction
The City anticipates available CDBG resources in the amount of $5,530,000 during the five-year period of the Consolidated Plan. The City anticipates receiving CDBG funds in the amount of $830,000 in PY 2025: an entitlement grant in the amount of $819,862 and $10,138 in Program Income. Unexpended obligations totaling $1,380,000 from the prior period will be carried forward and opened as new activities in the 2025- 2029 cycle. The City estimates in Years 2-5, that it will receive $820,000 in Entitlement funds and $10,000 in Program Income, for a total of Consolidated Plan WEST COVINA 104
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$830,000 annually.
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
819,862.00 10,138.00 1,380,000.00 2,210,000.00 3,320,000.00 The estimated amount of
CDBG funds over the 5-year
ConPlan period is $5,530,000.
This assumes an annual
allocation of $820,000 and
Program Income of $10,000 in
Program Years 2-5 estimated
for a total of $4,150,000.
Shown as Prior Year Resources,
the City will also carry over
$1,380,000 in unexpended
obligated funds into Year 1 -
$755,000 for Friendship Park
Improvements; $425,000 for
Housing Preservation Program;
and $200,000 for Economic
Development Activities.
Table 54 - 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
Consolidated Plan WEST COVINA 105
OMB Control No: 2506-0117 (exp. 09/30/2021)
The City and HUD share an interest in leveraging HUD resources to the maximum extent feasible in order to address priority needs and associated goals.
During the 5-year period of the ConPlan the City will seek funds to leverage the Federal CDBG funds. The City’s Capital Improvement Program (CIP) may leverage CDBG funds in street rehabilitation projects. State Gas Tax funds also assist with street rehabilitation.
Federal USDA, Older Americans Act, City General Fund, and participant donations augment funding for the CDBG-funded Senior Nutrition Program.
Local funds from Los Angeles County Proposition C, as well as Measure M and Measure R, assist the City in removing architectural barriers, providing Dial-A-Ride service, providing a citywide shuttle service, and performing street rehabilitation and other capital improvements. TDA-3 and SB1 help fund sidewalk and street projects. Park Bond funds received through the County will fund park improvements and maintenance of the improvements.
County Measure A funds will be directed toward serving the homeless population. Volunteer services and private donations provided additional resources to leverage CDBG funds.
Consolidated Plan WEST COVINA 106
OMB Control No: 2506-0117 (exp. 09/30/2021)
If appropriate, describe publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan The City is presently evaluating relocation of its City Maintenance Yard in order to sell the existing property for the development of housing. Additionally, the City does explore opportunities to partner with non-profits to address unmet housing needs. The Community and Economic Development Department does post on its webpage an Available Property List (APL) for businesses seeking to locate in West Covina.
Discussion
See discussions above.
Consolidated Plan WEST COVINA 107
OMB Control No: 2506-0117 (exp. 09/30/2021)
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 Improve/upgrade
public
infrastructure &
facilities
2025 2029 Improve/upgrade
public facilities and
infrastructure
City-Wide
Area Benefit
Neighborhoods
Improve/upgrade
public facilities &
infrastructure
CDBG:
$1,294,500.00
Public Facility or
Infrastructure Activities
other than
Low/Moderate Income
Housing Benefit: 12,665
Persons Assisted
2 Improve the wellbeing of low
income persons
2025 2029 Non-Homeless
Special Needs
City-Wide Public Service
Programs
CDBG:
$114,500.00
Public service activities
other than
Low/Moderate Income
Housing Benefit: 5,733
Persons Assisted
3 Encourage
economic
development
2025 2029 Improve economic
conditions
City-Wide Economic
Development
CDBG:
$200,000.00
Facade
treatment/business
building rehabilitation: 2
Business
Businesses assisted: 2
Businesses Assisted
4 Achieve fair
housing for all
2025 2029 Eliminate housing
discrimination
City-Wide Eliminate housing
discrimination
CDBG:
$10,000.00
Other: 80 Other
Consolidated Plan WEST COVINA 108
OMB Control No: 2506-0117 (exp. 09/30/2021)
Sort
Order
Goal Name Start
Year
End
Year
Category Geographic Area Needs Addressed Funding Goal Outcome Indicator 5 Effective grant
administration
2025 2029 Effective grant
administration
City-Wide Effective grant
administration
CDBG:
$166,000.00
Other: 1 Other
6 Improve owneroccupied housing
stock
2025 2029 Owner-Occupied
Housing
City-Wide Improve the owner
occupied housing
stock
CDBG:
$425,000.00
Homeowner Housing
Rehabilitated: 17
Household Housing Unit
Table 55 – Goals Summary
Goal Descriptions
1 Goal Name Improve/upgrade public infrastructure & facilities Goal
Description
The City will complete improvements and upgrades to public infrastructure and facilities. 8,880 persons reside in the project area proposed for the Residential Street Rehabilitation Project. 3,785 persons reside in Park District H, related to Friendship Park improvement project, which was approved in the prior cycle and carried over into the 2025-2029 Cycle, 2 Goal Name Improve the well-being of low income persons Goal
Description
Improve the well-being of low income persons: The City will provide financial support to public service programs. 3 Goal Name Encourage economic development
Goal
Description
City will carry over the unexpended balances of approved Economic Development activities from the prior cycle. Facade Improvement Program ($100,000) and Economic Development Assistance Program ($100,000). Activities will be opened as new in the 2025-2029 cycle.
4 Goal Name Achieve fair housing for all
Goal
Description
Achieve fair housing for all protected groups: The City will continue to fund a fair housing provider that will investigate housing discrimination complaints and tenant/landlord issues.
Consolidated Plan WEST COVINA 109
OMB Control No: 2506-0117 (exp. 09/30/2021)
5 Goal Name Effective grant administration
Goal
Description
Grant Administration: The City staff will continue to administer the CDBG program in compliance with HUD regulations. 6 Goal Name Improve owner-occupied housing stock
Goal
Description
City will provide no-interest loans of up to $25,000 in CDBG funds for owner-occupied house rehabilitation Consolidated Plan WEST COVINA 110
OMB Control No: 2506-0117 (exp. 09/30/2021)
Projects
AP-35 Projects – 91.220(d)
Introduction
The City's planned actions include grant administration; providing fair housing services; providing services to low income persons including, the homeless and the frail elderly; and improving neighborhoods. Planned projects are listed in below.
Projects
# Project Name
1 Economic Development
2 Housing Preservation Program
3 Fair Housing
4 Grant Administration
5 Domestic Violence Victim Advocate
6 Senior Meals Program
7 SGV YWCA Senior Citizens Assistance
8 ESGV Coalition for the Homeless
9 Assistance League of Covina Valley
10 Action Food Pantry
11 Project 29:11
12 Shepherd's Pantry
13 Emergency Assistance Program
14 Neighborhood Improvement Program
Table 56 – Project Information
Describe the reasons for allocation priorities and any obstacles to addressing underserved needs
In PY 2025, the City will receive $819,862 in CDBG funds. Estimated income in the amount of $10,138 in program income will result in total available resources of $830,000. The proposed budget for the listed projects is $2,210,000. $1,380,000 in unexpended balances of activities approved in the prior cycle will be carried over into the new cycle as new projects. These include: Neighborhood Improvement Program (Friendship Park Improvements, Phase II ($755,000)), Economic Development (Facade Improvements ($100,000) and Economic Development Technical Assistance ($100,000)); and the Housing Preservation Program ($425,000). The available CDBG funds have been allocated to projects that contribute to achieving the priority needs and goals established by the 5-Year Strategic Plan. The projects are consistent with the citizen input received during the development of the Consolidated Plan.
Consolidated Plan WEST COVINA 111
OMB Control No: 2506-0117 (exp. 09/30/2021)
The priorities have been approved by the City Council.
One of the greatest challenges in meeting the underserved needs of low- and moderate-income persons is having limited financial resources. The City will continue to use CDBG funding to support public service agencies that address the special needs of the underserved, including the elderly and frail elderly and persons belonging to protected classes that have been the victims of housing discrimination.
The City also proactively seeks additional resources to better meet the underserved needs.
AP-38 Project Summary
Project Summary Information
1 Project Name Economic Development
Target Area City-Wide
Goals Supported Encourage economic development
Needs Addressed Improve/upgrade public facilities & infrastructure Economic Development
Consolidated Plan WEST COVINA 112
OMB Control No: 2506-0117 (exp. 09/30/2021)
Funding CDBG: $200,000
Description Activities that promote economic development.
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
50 low- and moderate-income persons
Location Description City-wide
Planned Activities Implementation of a storefront improvement activity, as well as an activity to provide technical assistance to for-profit businesses, including workshops, assistance in developing business plans, marketing, and referrals to lenders or technical resources. 2 Project Name Housing Preservation Program
Target Area City-Wide
Goals Supported Improve owner-occupied housing stock
Needs Addressed Improve the owner-occupied housing stock Funding CDBG: $425,000
Description Loans made to eligible participants for the purpose of rehabilitation and improvement to owner-occupied housing.
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 17 low- and moderate-income persons will benefit from the proposed activity.
Location Description City-wide
Planned Activities The Program will provide eligible, moderate-income West Covina homeowners a low-interest home improvement loan of up to $25,000. To be eligible, a single-family home must be the primary residence, and the homeowner must have resided in the home for a minimum of twelve (12) months.
3 Project Name Fair Housing
Target Area City-Wide
Goals Supported Achieve fair housing for all
Needs Addressed Eliminate housing discrimination
Consolidated Plan WEST COVINA 113
OMB Control No: 2506-0117 (exp. 09/30/2021)
Funding CDBG: $10,000
Description The Housing Rights Center will offer West Covina residents services from our four program areas, (1) Discrimination Complaint Investigation, (2) Landlord Tenant Counseling, (3) Education and Outreach, and (4) Legal Services.
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 80 low- and moderate-income persons will benefit from the proposed activity.
Location Description City-wide. Admin office: 3255 Wilshire Blvd #1150, Los Angeles CA Planned Activities The Housing Rights Center will offer West Covina residents services from our four program areas, (1) Discrimination Complaint Investigation, (2) Landlord Tenant Counseling, (3) Education and Outreach, and (4) Legal Services.
4 Project Name Grant Administration
Target Area City-Wide
Goals Supported Effective grant administration
Needs Addressed Effective grant administration
Funding CDBG: $166,000
Description CDBG Program Administration
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
N/A
Location Description Admin office: 1444 W. Garvey Ave. So., West Covina, CA Planned Activities Admin office: 1444 W. Garvey Ave. So., West Covina, CA 5 Project Name Domestic Violence Victim Advocate
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $20,000
Consolidated Plan WEST COVINA 114
OMB Control No: 2506-0117 (exp. 09/30/2021)
Description This program follows up with victims of all domestic violence victim cases in West Covina.
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 1,300 low- and moderate income persons will benefit from the proposed activity.
Location Description City-wide. Admin office: Police Department, 1444 W Garvey Ave S, West Covina, CA
Planned Activities This program follows up with victims of all domestic violence victim cases in West Covina.
6 Project Name Senior Meals Program
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $60,000
Description This program serves meals in a congregate setting at the West Covina Senior Center.
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 500 low- and moderate-income persons will benefit from the proposed activity
Location Description 2501 E Cortez, West Covina, CA.
Planned Activities The activity serves meals in a congregate setting at the West Covina Senior Center.
7 Project Name SGV YWCA Senior Citizens Assistance
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $4,900
Description This activity connects seniors with a broad array of services that enable them to stay at their homes for as long as possible.
Target Date 6/30/2026
Consolidated Plan WEST COVINA 115
OMB Control No: 2506-0117 (exp. 09/30/2021)
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 65 low- and moderate-income persons will benefit from the proposed activity
Location Description City-wide. 2501 E Cortez, West Covina, CA. Admin office: 101 S Barranca, Covina, CA
Planned Activities This activity provides access to services such as transportation, case management, information and assistance, in-home and other services.
8 Project Name ESGV Coalition for the Homeless
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $4,900
Description Emergency assistance provided to homeless persons.
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 250 low- and moderate-income persons will benefit from the proposed activity
Location Description 15701 Hill St, La Puente, CA 91744 Planned Activities The activity operates the Emergency Assistance Center which provides walk-in emergency services to homeless and at-risk homeless individuals and families.
9 Project Name Assistance League of Covina Valley
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $4,900
Description The activity provides school clothing, shoes and supplies to children and young people from low income families so they can attend school regularly
Target Date 6/30/2026
Consolidated Plan WEST COVINA 116
OMB Control No: 2506-0117 (exp. 09/30/2021)
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 365 low- and moderate-income persons will benefit from the activity
Location Description 636 E San Bernardino Rd, Covina, CA Planned Activities The activity provides school clothing, shoes and supplies to children and young people from low income families so they can attend school regularly
10 Project Name Action Food Pantry
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $4,900
Description The program is comprised of a food bank which strives to relieve hunger.
Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 861 low- and moderate-income persons will benefit from the proposed activity
Location Description 17880 W Covina Blvd, Covina, CA
Planned Activities The activity provides groceries, which are both purchased and donated. Volunteers pick up, unload, and sort the food into nutritionally balanced packages. Seniors and disabled persons receive food twice a month, the homeless once a week and other families once a month.
11 Project Name Project 29:11
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $5,000
Description Funds will support the food bank operation of the program.
Target Date 6/30/2026
Consolidated Plan WEST COVINA 117
OMB Control No: 2506-0117 (exp. 09/30/2021)
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 1,087 low- and moderate-income persons will benefit from the proposed activity
Location Description 250 E San Bernardino Rd, Covina, CA Planned Activities Funds will support the food bank operation of the program. 12 Project Name Shepherd's Pantry
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $4,900
Description Funds will be used to support the food bank Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 1,300 low- and moderate-income persons will benefit from the proposed activity
Location Description 657 E. Arrow Hwy, Unit J, Glendora, CA 91740 Planned Activities Funds will be used to support the food bank 13 Project Name Emergency Assistance Program
Target Area City-Wide
Goals Supported Improve the well-being of low income persons Needs Addressed Public Service Programs
Funding CDBG: $5,000
Description Emergency grant payments made over a period of up to three consecutive months to the provider of such items or services as food, clothing, housing (rent or mortgage), or utilities on behalf of an individual or family.
Target Date 6/30/2025
Estimate the number
and type of families that
will benefit from the
proposed activities
5 low- and moderate income families will benefit from the program Location Description Admin office: 1444 W. Garvey Ave. So, West Covina, CA Consolidated Plan WEST COVINA 118
OMB Control No: 2506-0117 (exp. 09/30/2021)
Planned Activities Emergency grant payments made over a period of up to three consecutive months to the provider of such items or services as food, clothing, housing (rent or mortgage), or utilities on behalf of an individual or family.
14 Project Name Neighborhood Improvement Program
Target Area Area Benefit Neighborhoods
Goals Supported Improve/upgrade public infrastructure & facilities Needs Addressed Improve/upgrade public facilities & infrastructure Funding CDBG: $1,294,500
Description Capital improvements to CDBG-Eligible Streets and Friendship Park Target Date 6/30/2026
Estimate the number
and type of families that
will benefit from the
proposed activities
It is estimated that 12,665 low- and moderate income persons will benefit from the activities. Friendship Park (3,785) and Residential Street Improvements (8,880).
Location Description Admin office: 1444 W. Garvey Ave. So, West Covina, CA Planned Activities Residential Street Rehabilitation Project ($539,500); Friendship Park Improvements, Phase II ($755,000)
Consolidated Plan WEST COVINA 119
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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 West Covina has two distinct geographic areas: City-wide and Area Benefit Neighborhoods.
CDBG investment for Fair Housing and Public Service Programs is made on a city-wide basis.
CDBG investment for the Neighborhood Improvement Program has mostly been made in Area Benefit Neighborhoods. That is, in service areas where 51% or more of the population have low- and moderateincomes. Based on the most recent data, the City has 22 block groups with 51% or more the population having low/moderate incomes. Please see Exhibit 1, which is attached to this report, for a map that highlights eligible block groups, the smallest geography for which the Census provides data.
In PY 2025, there are two activities under the Neighborhood Improvement Program. Residential Street Rehabilitation ($539,500) and Friendship Park Improvements, Phase II ($755,000), with a service area of Park District H, are considered an Area Benefit activities. The service area of the planned Residential Street Rehabilitation activity is to occur in CT 4053.01 BGs 1 and 2; CT 4053.02 BGs 1, 2, and 3; CT 4054.00 BG 3; and CT 4055.00 BGs 1, 2, 3, and 4. Total LMI% is 58.04. Relative to Friendship Park Improvements, the service area consists of CT 4081.36 BGs 1 and 2; CT 4081.37 BGs 1 and 2, and CT 4081.41 BG 1. The LMI% is 51.9 according to 2016 ACS LMI information revised in 2020.
The percentages below are based on estimated costs of proposed activities in Year 1. Amendments may occur during the program year that will redistribute funds.
Geographic Distribution
Target Area Percentage of Funds
City-Wide 63
Area Benefit Neighborhoods 37
Table 57 - Geographic Distribution
Rationale for the priorities for allocating investments geographically Public services and Fair Housing are available on a city-wide basis to low- and moderate-income persons. An activity is deemed eligible on an area basis when the service areas of the activity has a population composed of at least 51% low-and moderate-income persons. The list of the eligible block groups, the smallest geography for which the Census Data is delineated, is shown below. A map is also Consolidated Plan WEST COVINA 120
OMB Control No: 2506-0117 (exp. 09/30/2021)
included as an Exhibit to this Plan.
Eligible block groups are listed below.
Tract Block Group(s)
• CT 4036.01 BG 2
• CT 4053.01 BG 1
• CT 4053.02 BG 1, 3
• CT 4055.00 BG 1, 2, 3, 4
• CT 4062.01 BG 1, 2,
• CT 4064.13 BG 1, 3
• CT 4065.00 BG 2
• CT 4066.02 BG 2
• CT 4067.02 BG 1
• CT 4079.02 BG 1
• CT 4080.06 BG 1
• CT 4081.33 BG 2
• CT 4081.35 BG 1
• CT 4081.37 BG 1, 2
• CT 4081.41 BG 3
Discussion
See discussion above.
Consolidated Plan WEST COVINA 121
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Affordable Housing
AP-55 Affordable Housing – 91.220(g)
Introduction
Section 8 provides rental assistance in West Covina to 658 families through programs administered by the Los Angeles County Development Authority (542) and Baldwin Park Housing Authority (116). Los Angeles County reports an average monthly payment of $1,554. Baldwin Park reports an average per unit payment of $1,314.
Of the 658 families, 566 are elderly or disabled and the balance are non-disabled and non-elderly. There are 71 families (Los Angeles County: 38 and Baldwin Park: 33) on the Section 8 Waiting List of the two housing authorities. This marks a significant decrease from the 237 families on the waiting lists last year.
One Year Goals for the Number of Households to be Supported Homeless 0
Non-Homeless 0
Special-Needs 0
Total 0
Table 58 - One Year Goals for Affordable Housing by Support Requirement One Year Goals for the Number of Households Supported Through Rental Assistance 650
The Production of New Units 0
Rehab of Existing Units 0
Acquisition of Existing Units 0
Total 650
Table 59 - One Year Goals for Affordable Housing by Support Type Discussion
Refer to discussion above.
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AP-60 Public Housing – 91.220(h)
Introduction
The City does not have public housing; however, the Los Angeles County Development Authority and the Baldwin Park Housing Authority administer the Section 8 Housing Choice Voucher program within West Covina. There are currently 658 West Covina families receiving Section 8 rental assistance and approximately 71 more residents on the waiting list. The amount of time spent on the waiting list often varies and can be as long as several years.
Actions planned during the next year to address the needs to public housing Not applicable to the City of West Covina.
Actions to encourage public housing residents to become more involved in management and participate in homeownership
Not applicable to the City of West Covina. The Los Angeles County Development Authority encourages the participation of public housing residents through Resident Councils. The role of a Resident Council is to improve the quality of life and resident satisfaction in self-help initiatives to enable residents to create a positive living environment for individuals and families living in public housing. The Baldwin Park Housing Authority owns and administers Mc Neil Manor, a “project-based public housing unit. Mc Neil Manor is a 12-unit low-income senior (62 years or older) housing development.
If the PHA is designated as troubled, describe the manner in which financial assistance will be provided or other assistance
The Los Angeles County Development Authority is not a troubled PHA. It has officially achieved "High Performer" status under HUD's Section 8 Management Assessment Program; therefore, is not designated as a "troubled" agency. Units are inspected, repaired, and maintained on a regular basis.
Discussion
The Housing Authorities have prepared five-year Strategic Plans and an Annual Plans. The Plans guide the actions of the Housing Authorities in addressing the needs of extremely low and very low income families and include goals to increase the supply of affordable housing, promote self-sufficiency and asset development, ensure equal opportunity and affirmatively further fair housing, and in achieving consistency with each jurisdiction’s Consolidated Plan. The City will continue to monitor the Housing Authority’s Plans and provide input as it pertains to West Covina residents in an effort to increase the supply of affordable housing.
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AP-65 Homeless and Other Special Needs Activities – 91.220(i) Introduction
The City plans to allocate CDBG public service funds to agencies that address the needs of the homeless such as emergency/transitional shelter, food insecurity and other basic needs. For the past several years, the City of West Covina has partnered with the Los Angeles Homeless Services Authority (LAHSA) to host and participate in the County-wide Homeless Count to better understand the number of homeless in our community as well as the region. In 2024, 133 homeless were counted, up from 120 in 2023. The results of the 2025 Count are not available as of the drafting of this Plan.
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
Relative to outreach, the City is currently a member of the Police Department Program’s Mental Evaluation Team (MET) which is comprised of four (4) cities: Azusa, Covina, Glendora, and West Covina, which provide mental health services to homeless in each of our communities. One day per week, a mental health professional is dedicated to the City of West Covina to assist individuals throughout the community that have been displaced temporarily or are permanently homeless.
The City funds a two police officers for homeless outreach. In addition to the parks-related duties, this team are the first responders to homeless calls, and proactively seek contacts with the homeless (building trust relationships, which can help deescalate crisis situations and help individuals to accept social services). The team received specialized training in crisis communication, social services, etc., and is connected to the local and regional social service network, expanding upon longstanding partnerships that the City of West Covina has with other agencies, hospitals, churches, etc. The target population will be primarily street level and sheltered homeless, as well as those in need of mental health services. The team is supplemented by an existing partnership with Los Angeles County, who assigns a County Mental Health Clinician to our area, rotating among cities regionally. Police Officers focus a portion of their time at City parks and in the community to provide outreach to those homeless individuals in need of supportive services.
The City contracts with Los Angeles Centers for Drug and Alcohol Abuse (LA CADA), which provides a two-person team working forty hours per week to provide outreach, referral, and case management services to the homeless. The contract is currently funded with State Housing Funds.
With the recent passage of Los Angeles County's Measure A, the City submitted an application to use a portion of its allocation to fund the LA CADA team. As of the drafting of this Plan, the proposal is still Consolidated Plan WEST COVINA 124
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under review.
Addressing the emergency shelter and transitional housing needs of homeless persons The City provides CDBG funds to the East San Gabriel Valley Coalition for the Homeless. This agency provides advocacy, motel vouchers, gas vouchers, hot meals, showers, lunches, clothing, travel needs, rehabilitation and mental health placements, Winter Shelter, mail and message service and refers clients to partner agencies for further assistance. The Coalition has administered a transitional housing program. The program was discontinued due to lack of funding.
With the recent passage of Los Angeles County's Measure A, the City submitted an application to use a portion of its allocation to fund motel vourchers in order to increase the availability of temporary beds in the area. Vouchers will be used by the HOPE and LA CADA teams, on a case by case basis, for those working through a housing plan. As of the drafting of this Plan, the proposal is still under review.
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
The YWCA – WINGS Women’s Shelter is located in West Covina. It is a 32-bed shelter for battered women and their children.
The City of West Covina is not a direct provider of homeless services. It does refer homeless persons to emergency shelters, transitional housing and supportive housing operated by public and private agencies located near the city. The City also amended the Zoning Code to indicate the where emergency shelters may be located by right.
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
The City of West Covina does not receive funding from the Federal sources that require the implementation of supportive housing programs for persons returning from mental and physical health institutions. The City does not receive funds from sources that require the development and implementation of a Discharge Coordination Policy. However, the City has knowledge of the County’s Consolidated Plan WEST COVINA 125
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discharge coordination policies.
The West Covina jail houses suspects awaiting court appearances or as long as it takes to book them and release on a citation. Currently, any suspect in custody displaying medical and/or mental illness is taken for appropriate care either to a hospital or County jail facility where services can be provided. Suspects are also allowed to utilize a phone to make arrangements to be picked up.
Los Angeles County Department of Mental Health (DMH) regulations require the discharge planning process for Acute Care Hospitals, State Mental Hospitals, and Institutions for Mental Disease programs must address all the individual needs of homeless clients at treatment initiation. Housing resources on discharge include: independent living with rental assistance, family reunification, living with roommates, PSH, and nursing homes.
California law requires hospitals/regional hospital associations to have protocols for homeless patients.
The Hospital Association of Southern California, National Health Foundation, and Illumination Foundation's Recuperative Care Program must provide post-hospital healthcare services to homeless patients moving from acute care. Services include housing location assistance, residential medical and social support.
Los Angeles County Department of Health Services (DHS) regulations require health care facilities to provide appropriate housing location and supportive services to avoid discharge into homelessness.
Programs include: the Recuperative Care Program, nursing facilities, board and care, family reunification, permanent supportive housing (PSH), and affordable housing. DHS also funds 24/7 ES medical services where Case Managers work with patients to obtain housing, services, and benefits.
Discussion
See discussions above.
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AP-75 Barriers to affordable housing – 91.220(j)
Introduction:
The City’s adopted 2014-2021 Housing Element describes constraints and barriers to maintenance, development and preservation of affordable housing. The City’s 2021-2029 Draft Housing Element (Draft 4) is under review by the State Department of Housing and Community Development as of the drafting of this Plan.
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
The adopted 2014-2021 Housing Element recommended the following actions to mitigate the barriers to affordable housing:
• Annually review development standards to ensure that the development of lower income housing can occur. Revise the development code to address all constraints identified in Section 6 of the Housing Element.
In addition, the City has adopted the following on-going policy:
• Continue to use flexible development standards to facilitate the development of affordable housing through promotion of maximum development densities in the multi-family zone and the mixed use overlay.
If an affordable housing development is proposed during the Consolidated Plan period, the City will implement, if appropriate, the following policies:
• Reduced parking for senior and affordable housing development and by permitting modified housing unit sizes
• Fee exemptions and reductions for second dwelling units, affordable housing and senior housing.
Discussion:
In April of each year, the City transmits an Annual Housing Element Progress Report to the State Department of Housing and Community Development. The Report describes all the actions taken to implement the programs included in the adopted Housing Element.
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AP-85 Other Actions – 91.220(k)
Introduction:
The following narratives describe the actions the City will undertake in PY 2025 to address underserved needs, foster and maintain affordable housing, reduce lead-based paint, reduce the number of povertylevel families, develop the institutional structure, and enhance coordination between public and private housing and social service agencies.
Actions planned to address obstacles to meeting underserved needs The City will continue to use CDBG funding to support public service agencies that address the special needs of the underserved, including the elderly and frail elderly and persons belonging to protected classes that have been the victims of housing discrimination.
Actions planned to foster and maintain affordable housing The City’s housing stock contains six affordable multifamily projects and six affordable senior projects.
These units should be monitored and discussions with the property managers and/or owners should occur to address the development’s long-term affordability status. The following actions will be taken:
• Monitor the affordable housing projects to ensure compliance with rent restrictions • Maintain a list of the affordable housing inventory
Actions planned to reduce lead-based paint hazards
To increase an awareness of lead based paint hazards, the City will notify applicants to the Housing Preservation Program to the dangers of lead based paint hazards posts information through distribution of an informational pamphlet and required testing on rehabilitation projects where paint may be disturbed. The City will also post links on its website alerting homebuyers and renters to the dangers of lead based paint hazards.
Actions planned to reduce the number of poverty-level families The City will carry out the following anti-poverty actions in coordination with its affordable housing plan:
• The City will continue to support the Section 8 Housing Choice Voucher Program and public housing units located within the community.
• The City will coordinate with the Los Angeles County Development Authority and Baldwin Park Housing Authority to increase the number of families that receive rental assistance. • The City will work with the Housing Authorities to encourage families receiving Section 8 rental assistance to participate and graduate from the Family Self-Sufficiency Program (FSS). The City will periodically request information from the Housing Authorities on FSS participation and Consolidated Plan WEST COVINA 128
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graduation levels.
Actions planned to develop institutional structure
The City Manager's Office, Community and Economic Development Department, and Public Works are the key departments involved in the Consolidated Plan and Action Plan process. The Community and Economic Development Department is responsible for capital improvements to facilities (i.e., senior center, parks, public facilities, streets).
To strengthen internal coordination and timeliness of expenditures, the City Manager's Office meets monthly with the Community and Economic Development Department and Finance Department. The purpose of the meetings is to strengthen the delivery of projects in neighborhoods so that there are tangible physical and quality of life benefits resulting from the expenditure of CDBG and other funds.
The City also coordinates on a regular basis with the following housing providers:
• Los Angeles County Development Authority (Section 8)
• City of Baldwin Park Housing Authority (Section 8)
• Community and Economic Development Department (Housing Rehabilitation/Preservation) • Housing Rights Center (Fair Housing)
City activities include: collection of information regarding clients served, geographic distribution of clients served, and review and comment on Public Housing Agency Plans.
Coordination with health providers involves the periodic collection of lead-based incident statistics from the County of Los Angeles, Department of Health Services, Childhood Lead Poisoning Prevention Program. In addition, the City will continue to obtain information from the Los Angeles County Department of Health Services, Office of AIDS Programs and Policy.
Coordination with social service agencies is accomplished through the CDBG public service programs. This involves a notice of funding availability, evaluation of applications submitted including needs to be addressed, and monitoring and performance evaluation of funded social service agencies.
To strengthen the institutional structure for carrying out its Consolidated Plan and Action Plan, the City will strengthen the working relationship by providing input to and coordinating with the Los Angeles County Development Authority and Baldwin Park Housing Authority. Efforts to strengthen the institutional structure involve review of the five-year and annual plans of each authority.
Actions planned to enhance coordination between public and private housing and social Consolidated Plan WEST COVINA 129
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service agencies
During Program Year 1, the City will continue its coordination efforts with:
• Los Angeles County Homeless Services Authority (LAHSA) • Southern California Association of Governments (SCAG) • San Gabriel Valley Council of Governments (SGVCOG)
• Baldwin Park Housing Authority
• Los Angeles County Development Authority
In January 2024, LAHSA conducted a homeless count. 133 homeless persons were counted in West Covina, up from the 120 counted in 2023.
The City will continue to participate in the meetings and task forces of the SCAG and the SGVCOG .
The City will review the Annual Plans of the two Housing Authorities and provide input as appropriate.
Discussion:
Refer to the above narratives.
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Program Specific Requirements
AP-90 Program Specific Requirements – 91.220(l)(1,2,4)
Introduction:
The following describes other program-specific requirements.
Overall Benefit - PY 2025 will be used to determine that a minimum overall benefit of 70% of CDBG funds is used to benefit persons of low and moderate income.
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 10,138
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: 10,138
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. 70.00%
1. If applicable to a planned HOME TBRA activity, a description of the preference for persons with special needs or disabilities. (See 24 CFR 92.209(c)(2)(i) and CFR 91.220(l)(2)(vii)).
PY 2025 will be used to determine that a minimum overall benefit of 70% of CDBG funds is used to benefit persons of low and moderate income.
Draft PY 2025-2029 Consolidated Plan – City of West Covina Exhibit 1
City of West Covina
Citizen Participation Plan
Citizen Participation Plan
A. INTRODUCTION
The Citizen Participation Plan (CPP) sets forth the City of West Covina’s policies and procedures for citizen participation. The CPP complies with 24 CFR 91.05 Citizen Participation Plan; local governments. The CPP applies to the Consolidated Plan, including the Strategic Plan and each Action Plan, and the Consolidated Plan Annual Performance and Evaluation Report (CAPER).
B. ENCOURAGEMENT OF CITIZENPARTICIPATION
The CPP provides for and encourages the participation of residents in the development of the Consolidated Plan, substantial amendments to the Consolidated Plan, and performance reports.
C. CITIZEN COMMENTS ON THE ORIGINAL CPP
The City provided ample and reasonable opportunity to citizens to comment on the original CPP. The public will also be provided reasonable opportunity to comment on substantial amendments to the CPP. The City will make the CPP public and make the plan accessible to persons with disabilities, upon request.
D. DEVELOPMENT OF THE CONSOLIDATED PLAN
Before the City adopts a Consolidated Plan, it will:
• Make available to citizens, public agencies, and other interested parties information that states the amount of CDBG funds the City expects to receive,
• Describe the range of activities that may be undertaken with CDBG funds. • Estimate amount that will benefit persons of low- and moderate-income.
The methods that City will use to make this information available will include, but not be limited, to:
• Public Notices
• Website announcements
• Direct mailings/applications to social services agencies, nonprofits, and public entities
• Working with the Community and Senior ServicesCommission • Other appropriate methods
E. DISPLACEMENT POLICIES
In the event that any residential displacement and relocation will result from program activity, the City will ensure that, prior to carrying out the program activity, the City will develop an Anti- displacement and Relocation Plan in connection with the program activity.
In the event that any acquisition and relocation must take place in order to carry out a program activity, the City will also comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act, as amended, and implementing regulations at 49 CFR Part 24.
F. PUBLICATION POLICIES
The City will publish the Proposed Consolidated Plan in a manner that affords citizens, public agencies and other interested parties a reasonable opportunity to examine its contents and submit comments. The following publication policies will apply to the Proposed Consolidated Plan:
• A summary of the Proposed Consolidated Plan will be published in one or more newspapers of general circulation.
• An electronic version in PDF format of the Proposed Consolidated Plan will be posted on the City’s website.
• The summary will describe the contents and purpose of the Consolidated Plan, the Plan’s priorities, the expected amount of CDBG funds, the proposed activities and funding amounts, and a list of the locations where the entire Proposed Consolidated Plan can be examined. At a minimum, these locations will include the City Clerks’ office, Police Department, and the City Library.
• The City will provide a reasonable number of free copies of the Proposed Consolidated Plan to citizens and groups that request it, as well as make available electronic versions.
G. PUBLIC HEARINGS
Relative to the development of the Consolidated Plan, the City will conduct a minimum of two public hearings before the City Council. One of these hearings will be conducted before the Proposed Consolidated Plan is published for comment. The purpose of the first public hearing will be to obtain views on housing and community development needs, priorities, proposed activities, and program performance.
The second public hearing will be conducted to consider the Proposed Consolidated Plan, written comments on the Plan, and oral comments on the Plan. This public hearing also has the purpose of authorizing the appropriate staff to transmit the Consolidated Plan to the U.S. Department of Housing and Urban Development.
The City will conduct public hearings at a location and time that are convenient to the public, especially those persons affected by program resources. In addition, public meetings will be held at locations equipped to accommodate persons with physical disabilities. Translation services will be provided to non-English speaking persons upon advance requests. Citizens and other organizations are urged to contact the City at least five (5) working days prior to a public hearing if they will need translation services, handicapped services, or other special assistance.
A public notice will be placed as a legal and display advertisement in a newspaper of general circulation a minimum of 10 days prior to any public hearing.
H. CITIZEN COMMENTS ON THE CONSOLIDATEDPLAN
The City shall provide for a period of not less than 30 days to allow the interested parties an opportunity to review and comment on the Proposed Consolidated Plan. Staff will summarize the written comments and prepare responses for consideration by the City Council at the public hearing(s). Written comments should be addressed to City Manager’s Office, City of West Covina, 1444 West Garvey, West Covina CA 91793.
Verbal comments received at public hearings also will be considered by the City Council.
All written and verbal comments and responses will be summarized, and included as an attachment to the Final ConsolidatedPlan.
I. AMENDMENTS
When proposed, the following changes will require an amendment to the Consolidated Plan:
• A change in the allocation priorities.
• A change in the method of the distribution offunds.
• Carrying out an activity, which has not been previously described in the Action Plan.
• A change to the purpose, scope, location or beneficiaries of an activity. • An increase or decrease in the amount allocated to an eligible activity that results in a percentage change in the funding of the activity as detailed below:
Original Activity % Change in Activity
> $200,000 15%
$100,001 to $200,000 20%
$25,001 to $100,000 25%
< = $25,000 30%
All of these amendments are considered “substantial,” and, therefore, trigger the citizen participation process.
Citizens will be provided with a reasonable notice and an opportunity to comment on substantial amendments. All substantial amendments will be published as display advertisements in a newspaper of general circulation and will provide for a 30-day review period. The City will consider any comments received in writing, or orally at public hearings, if any, regarding substantial amendments. A summary of these comments or views, and a summary of any comments or views not accepted and the reasons therefore, shall be attached to the substantial amendment of the Consolidated Plan. No substantial amendment will be implemented prior to 30-day public comment period.
Upon City Council approval of the substantial amendment, the City will make the approved amendment public and will notify HUD. A copy of each substantial amendment will be sent to HUD as it occurs. The official representative of the City authorized to take such action will sign letters transmitting copies of the substantial amendments.
J. PERFORMANCE REPORTS
The City annually reviews and reports, in a form prescribed by HUD, on the progress it has made in carrying out its strategic plan and action plan. The Consolidated Annual Performance and Evaluation Report (CAPER) includes a description of the resources made available, the investment of available resources, the geographic distribution and location of investments, the families and persons assisted (including the racial and ethnic status of persons assisted, actions taken to affirmatively further fair housing, and other actions indicated in the strategic plan and actionplan.) The City will publish a summary of the draft CAPER as a display advertisement in a newspaper of general circulation. The published summary will describe the following items:
• The contents and purpose of the CAPER; and
• A list of the locations where the copies of the entire draft CAPER may be examined. This list will include, at a minimum, the City Clerk’s office, Police Services Department and County library.
The City will consider any comments or views of citizens received in writing, or orally at public hearings in preparing the CAPER. A summary of these comments or views shall be attached to the CAPER.
The draft CAPER will be available for public review for a minimum of 15 days. In addition, a reasonable number of free copies of the CAPER will be made available to citizens and groups upon request. Electronic copies in PDF format will also be made available.
The City will submit the performance report to HUD pursuant to HUD regulations.
K. ACCESS TO RECORDS
The City will ensure timely and reasonable access to information and records to citizens, public agencies, and other interested parties related to:
• The development of the ConsolidatedPlan
• CDBG program expenditures for the past five years.
Information to be made available includes the following items:
1. Adopted Consolidated Plan
2. Substantial amendments
3. Performance reports
4. Meeting and Public Hearing minutes
5. Public comments
Requests for information and records must be made to the City Clerk’s Office in writing.
Staff will make every attempt to respond to such requests within fifteen (15) business days, or as soon as possible thereafter. Upon request, these items will also be made available in a form accessible to persons with disabilities.
L. TECHNICAL ASSISTANCE
Upon request, the City will provide technical assistance to groups, especially those representing low- and moderate-income persons, to develop funding requests for CDBG eligible activities. Technical Assistance will be provided as follows:
• Answer, in writing, all written questions and answer verbally all verbal inquiries received from citizens or representative groups asking questions on how to write or submit eligible project proposals.
• Meet with groups or individuals as requested, to assist in identifying specific needs and to assist in preparing project proposal applications.
M. COMPLAINTS
The City will respond within (15) business days (when practicable) to all written complaints received regarding the Consolidated Plan, Consolidated Plan activities, substantial amendments, and/or annual performance reports.
The City will accept written complaints provided they specify:
• The description of the objection, supporting facts and data. • Provide name, address, telephone number, email address, and a date of complaint.
Draft PY 2025-2029 Consolidated Plan – City of West Covina Exhibit 2
Census Block Group Map
CDBG-Eligible Census Block Groups
Draft PY 2025-2029 Consolidated Plan – City of West Covina Exhibit 3
Community Needs Survey Results
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan
94.92% 56
5.08% 3
0.00% 0
6.78% 4
3.39% 2
0.00% 0
0.00% 0
Q1 Please select the identity that describes you best:
Answered: 59 Skipped: 1
Total Respondents: 59
ANSWER CHOICES RESPONSES
West Covina resident
West Covina business owner
West Covina commercial property owner
Work in West Covina
Service agency with activities or clients within West Covina Religious institution within West Covina
Other (please specify)
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan
0.00% 0
0.00% 0
0.00% 0
0.00% 0
0.00% 0
0.00% 0
0.00% 0
0.00% 0
50.00% 1
0.00% 0
0.00% 0
50.00% 1
0.00% 0
Q2 Please indicate if your are affiliated with any other the organization types listed below. If other, please specify.
Answered: 2 Skipped: 58
Total Respondents: 2
ANSWER CHOICES RESPONSES
Housing
Foundation
Public Housing Authority
Services - Children
Services - Elderly persons
Services - Homeless
Services - Persons with disabilities
Services Persons with HIV/AIDS
Services - Victims of domestic violence
Services - Health
Services - Education
Services - Employment
Services - Fair Housing
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan
0.00% 0
3.45% 2
12.07% 7
84.48% 49
Q3 How long have you lived in West Covina?
Answered: 58 Skipped: 2
Total Respondents: 58
ANSWER CHOICES RESPONSES
Less than 1 year
1-4 Years
5-10 Years
Over 10 years
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan Q4 Please rate the need for the following INFRASTRUCTURE activities in West Covina:
Answered: 54 Skipped: 6
57.41%
31 24.07%
13 12.96%
7 5.56%
3 0.00%
0 54
37.04%
20 33.33%
18 25.93%
14 0.00%
0 3.70%
2 54
24.07%
13 29.63%
16 22.22%
12 5.56%
3 18.52%
10 54
22.22%
12 31.48%
17 16.67%
9 12.96%
7 16.67%
9 54
16.67%
9 42.59%
23 22.22%
12 5.56%
3 12.96%
7 54
16.67%
9 35.19%
19 27.78%
15 9.26%
5 11.11%
6 54
11.11%
6 20.37%
11 27.78%
15 14.81%
8 25.93%
14 54
39.62%
21 22.64%
12 18.87%
10 15.09%
8 3.77%
2 53
41.51%
22 20.75%
11 30.19%
16 5.66%
3 1.89%
1 53
HIGH NEED MEDIUM NEED LOW NEED NO NEED DON'T KNOW TOTAL Street and road improvements
Sidewalk improvements
Water system capacity improvements
Water quality improvements
Sewer/storm drain improvements
Flood drainage improvements
Bridge improvements
Bicycle and walking paths
Tree Planting
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan Q5 Please rate the need for the following HOUSING activities in West Covina:
Answered: 47 Skipped: 13
41.67%
10 20.83%
5 20.83%
5 12.50%
3 4.17%
1 24
0.00%
0 37.50%
6 12.50%
2 31.25%
5 18.75%
3 16
22.22%
4 33.33%
6 16.67%
3 27.78%
5 0.00%
0 18
11.76%
2 17.65%
3 29.41%
5 29.41%
5 11.76%
2 17
35.00%
7 25.00%
5 20.00%
4 20.00%
4 0.00%
0 20
20.00%
3 20.00%
3 13.33%
2 40.00%
6 6.67%
1 15
18.18%
2 18.18%
2 36.36%
4 27.27%
3 0.00%
0 11
20.00%
3 40.00%
6 20.00%
3 20.00%
3 0.00%
0 15
42.86%
6 21.43%
3 14.29%
2 21.43%
3 0.00%
0 14
7.69%
1 7.69%
1 15.38%
2 46.15%
6 23.08%
3 13
18.75%
3 12.50%
2 12.50%
2 43.75%
7 12.50%
2 16
0.00%
0 15.38%
2 23.08%
3 53.85%
7 7.69%
1 13
5.00%
1 35.00%
7 35.00%
7 25.00%
5 0.00%
0 20
HIGH
NEED
MEDIUM
NEED
LOW
NEED
NO
NEED
DON'T
KNOW
TOTAL
Owner-occupied housing rehabilitation
Rental-occupied housing rehabilitation
Construction of new affordable for-sale housing
Construction of new affordable rental housing
First-time home-buyer assistance
Rental assistance
Energy efficient home improvements
Heating/cooling HVAC replacement or repairs
ADA (Americans with Disabilities Act)
improvements
Housing demolition
Mixed use housing
Mixed income housing
Senior-friendly housing
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan Q6 Please rate the need for the following HOUSING types for special needs populations in West Covina:
Answered: 43 Skipped: 17
20.00%
5 36.00%
9 16.00%
4 20.00%
5 8.00%
2 25
8.33%
2 29.17%
7 25.00%
6 20.83%
5 16.67%
4 24
25.00%
5 15.00%
3 30.00%
6 30.00%
6 0.00%
0 20
0.00%
0 17.65%
3 47.06%
8 17.65%
3 17.65%
3 17
18.75%
3 6.25%
1 37.50%
6 37.50%
6 0.00%
0 16
12.50%
2 18.75%
3 31.25%
5 37.50%
6 0.00%
0 16
26.09%
6 13.04%
3 21.74%
5 34.78%
8 4.35%
1 23
HIGH
NEED
MEDIUM
NEED
LOW
NEED
NO
NEED
DON'T
KNOW
TOTAL
Senior housing, such as nursing homes or assisted living facilities Housing designed for persons with disabilities
Rental assistance for persons at-risk of homelessness
Shelters for youth
Transitional housing
Emergency shelters
Permanent supportive housing, such as subidized housing that offers services for persons with mental disabilities
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan Q7 Please rate the needs for the following COMMUNITY AND PUBLIC FACILITIES in West Covina:
Answered: 42 Skipped: 18
23.68%
9 21.05%
8 26.32%
10 21.05%
8 7.89%
3 38
28.21%
11 35.90%
14 23.08%
9 7.69%
3 5.13%
2 39
35.14%
13 35.14%
13 21.62%
8 5.41%
2 2.70%
1 37
48.72%
19 28.21%
11 15.38%
6 5.13%
2 2.56%
1 39
43.24%
16 24.32%
9 5.41%
2 16.22%
6 10.81%
4 37
24.32%
9 10.81%
4 29.73%
11 29.73%
11 5.41%
2 37
21.62%
8 13.51%
5 29.73%
11 24.32%
9 10.81%
4 37
24.39%
10 19.51%
8 19.51%
8 31.71%
13 4.88%
2 41
5.41%
2 8.11%
3 18.92%
7 45.95%
17 21.62%
8 37
33.33%
13 17.95%
7 17.95%
7 20.51%
8 10.26%
4 39
HIGH NEED MEDIUM NEED LOW NEED NO NEED DON'T KNOW TOTAL Senior centers
Youth centers
Community centers
Parks and recreational facilities
Childcare facilities
Residential treatment centers
Public buildings with improved accessibility
Homeless shelters
Facilities for persons living with AIDS
Facilities for abused/neglected children
City of West Covina Community Outreach Survey for 2025-2029 Consolidated Plan Q8 Please rate the needs for the following COMMUNITY AND PUBLIC SERVICES in West Covina:
Answered: 41 Skipped: 19
44.74%
17 28.95%
11 13.16%
5 7.89%
3 5.26%
2 38
39.47%
15 31.58%
12 10.53%
4 13.16%
5 5.26%
2 38
37.50%
15 20.00%
8 30.00%
12 10.00%
4 2.50%
1 40
28.95%
11 31.58%
12 28.95%
11 10.53%
4 0.00%
0 38
31.58%
12 26.32%
10 21.05%
8 15.79%
6 5.26%
2 38
33.33%
13 17.95%
7 23.08%
9 20.51%
8 5.13%
2 39
42.11%
16 26.32%
10 7.89%
3 15.79%
6 7.89%
3 38
23.08%
9 17.95%
7 33.33%
13 23.08%
9 2.56%
1 39
67.50%
27 12.50%
5 10.00%
4 7.50%
3 2.50%
1 40
42.50%
17 25.00%
10 25.00%
10 2.50%
1 5.00%
2 40
36.84%
14 31.58%
12 15.79%
6 13.16%
5 2.63%
1 38
43.59%
17 25.64%
10 12.82%
5 17.95%
7 0.00%
0 39
34.21%
13 31.58%
12 15.79%
6 15.79%
6 2.63%
1 38
33.33%
13 23.08%
9 25.64%
10 15.38%
6 2.56%
1 39
33.33%
13 33.33%
13 23.08%
9 7.69%
3 2.56%
1 39
HIGH NEED MEDIUM NEED LOW NEED NO
NEED
DON'T
KNOW
TOTAL
Children afterschool/summer camp programs &
services
Childcare services and facilities
Counseling/emotional support services
Disaster and emergency preparedness services
Drug/alcohol abuse treatment/counseling
Food services for residents with special needs
Workforce/skills training and/or job placement
Low-cost transportation services (taxi coupons and
Dial-A-Ride)
Neighborhood crime prevention programs
Park and recreation programs
Programs for at-risk youth
Homeless counseling/outreach services
Affordable legal services
Health care services & facilities
Domestic violence counseling
Draft PY 2025-2029 Consolidated Plan – City of West Covina Exhibit 4
2024 Homeless Count – SPA 3
Population Sheltered Unsheltered Total Prevalence in
Homeless Pop. (%)
All Persons 1,213 3,630 4,843 100%
All Households 792 3,535 4,327 100%
Individuals (those not in family units) 587 3,493 4,080 84% Adults 25+ 491 3,455 3,946 81%
Transitional Age Youth 18-24 91 36 127 3%
Unaccompanied Minors (under 18) 5 2 7 0%
Family Households (at least 1 child under 18) 205 42 247 6% All Family Members 626 137 763 16%
Adult-headed Households 180 42 222 5%
Family Members 18+ 212 66 278 6%
Family Members under 18 (children) 355 71 426 9%
Transitional Age Youth-headed Households 25 - 25 1%
Family Members 18-24 26 - 26 1%
Family Members under 18 (children) 33 - 33 1%
All Veterans 3 104 107 2%
Veterans who are individuals 3 104 107 2%
Veterans in families - - - 0%
CHRONIC HOMELESSNESS
People Experiencing Chronic Homelessness (all) 261 2,000 2,261 47% Chronically Homeless who are individuals 190 1,962 2,152 44% Chronically Homeless Family Members (all) 71 38 109 2%
Chronically Homeless Veterans 2 46 48 1%
Chronically Homeless Youth (24 & under) 17 10 27 1%
Woman (or girl, if child) 722 1,017 1,739 36%
Man (or boy, if child) 481 2,601 3,082 64%
Culturally Specific Identity (e.g. Two-Spirit) - - - 0% Transgender 5 11 16 0%
Non-Binary 7 - 7 0%
Questioning 2 12 14 0%
Different Identity - - - 0%
VETERANS
A household is considered chronically homeless if any members have (1) a long-term disabling condition; and (2) been homeless for 12 months or more within the last 3 years as specified by HUD.
GENDER: The categories below include persons who identify with the gender category alone or in combination with other genders; persons with multiple identities will be represented in multiple categories. Categories were updated based on HUD HMIS Data Standards.
2024 Greater Los Angeles Homeless Count
Service Planning Area 3
Service Planning Area 3 covers the San Gabriel Valley within the boundaries of the Los Angeles Continuum of Care. Pasadena is excluded from this boundary. Data from the 2024 Greater Los Angeles Point-In-Time Count estimate the number and demographic characteristics of the homeless population on a single night in January 2024. Data presented reflect the estimated number of Persons unless labeled as a Household count. If you have any questions about the data presented, please submit a ticket at https://lahsa.freshservice.com/support/home and include "HC 2024 Data Summary" in the subject line.
Fiscal Year 2024 HMIS Data Standards
TOTALS
HOUSEHOLD COMPOSITION A Household has one or more members. A Family Household is composed of at least one minor (under 18), and at least one person over 18.