HomeMy WebLinkAbout2013-06-25 - AGENDA REPORTS - CDBG CONTR AWARD FAIR HOUSING (2)Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT /�
CONSENT CALENDAR City Manager Approval: ,/S!//
Item to be presented by: Erin Lay
DATE: .Tune 25, 2013
SUBJECT: AWARD OF CONTRACT FOR DEVELOPMENT OF THE
2014-2018 COMMUNITY DEVELOPMENT BLOCK GRANT
CONSOLIDATED PLAN AND THE ANALYSIS OF
IMPEDIMENTS TO FAIR HOUSING CHOICE
DEPARTMENT: Community Development
RECOMMENDED ACTION
City Council:
1. Award a one-year professional services contract in the amount of $52,570 to Veronica Tam
and Associates, Inc., for the development of the Community Development Block Grant
2014-2018 Consolidated Plan and the development of the 2014-2018 Analysis of
Impediments to Fair Housing Choice.
2. Authorize the City Manager or designee to execute all necessary documents subject to the
approval of the City Attorney.
Authorize the City Manager or designee to modify all documents to contract with the next
lowest and/or qualified bidder/proposer in the event the awardee is unable to fulfill its
obligations, subject to City Attorney final document approval, contingent upon the
appropriation of funds by the City Council in the annual budget for such fiscal year.
BACKGROUND
The City receives annual Community Development Block Grant (CDBG) entitlement funds from
the Department of Housing and Urban Development (HUD) intended to serve the needs of the
low- and moderate -income community. In order to receive these funds, the City must develop
and submit a 5 -year strategic planning document entitled Consolidated Plan (Con Plan), and a
p, RD, On I1ED
5 -year fair housing document entitled Analysis of Impediments to Fair Housing Choice (AI).
The City's current Con Plan and Al expire on June 30, 2014. New documents must be submitted
to HUD by May 15, 2014.
Together, the Con Plan and Al require significant research and statistical analysis, as well as
outreach to the public and other community stakeholders, to develop short- and long-term goals.
The Con Plan includes a housing and homeless needs assessment, housing market analysis,
strategic plan, and a one-year Annual Action Plan. The Al includes a community profile, fair
housing profile, identifications of impediments, as well as findings and recommendations for
actions to address impediments. City staff anticipates the development of the plans to take nine
(9) months.
On March 11, 2013, the City advertised Request for Proposal 12-13-26 for the development of
the Community Development Block Grant 2014-2018 Consolidated Plan and the development of
the 2014-2018 Analysis of Impediments to Fair Housing Choice. Request for Proposal notifica-
tions were provided to 139 known consultants on file with the Purchasing Division. Six (6)
consultants not on file with the City's Purchasing Division were also notified of the opportunity
to register and submit a proposal for the project. All Request for Proposal documents were also
made available on the City's website.
Four (4) consultants submitted sealed proposals which were opened by Community Preservation
staff on May 22, 2013, as shown below:
Proposer Budget
The Ramsay Group $36,790
Veronica Tam and Associates, Inc. $52,570
Ernest Swiger and Associates $54,570
BBC Consulting $59,790
All four (4) written proposals were read, evaluated, and scored by a team of five (5) City staff.
Reference checks were conducted by City staff, and in-person or phone interviews of each
consultant were conducted by a team of three (3) City staff. Proposal scoring, reference check,
and interview questions were designed to determine the consultant's knowledge, experience, and
capacity to produce documents that would meet HUD's regulatory requirements and the City's
high standards. Staff specifically asked each consultant questions regarding their experience
using I -IUD's new eCon on-line system, the impacts of Redevelopment dissolution on the use of
CDBG funds, and the HUD office of Fair Housing and Equal Opportunity's (FHEO) increased
scrutiny o f Al's.
While The Ramsay Group's proposal was the lowest cost, they have limited experience using the
new HUD eCon System and proposed to spend almost 50% fewer hours on the project than the
next highest cost consultant. During the interview process, they demonstrated a limited
understanding of the impact of Redevelopment dissolution on the use of CDBG funds, and were
not aware of the FFIEO's most recent standards for evaluating AI's. Based on these evaluation
2
results, staff believes that The Ramsay Group does not have the level of knowledge and
experience required for the project.
Veronica Tam and Associates, Inc. (Tam and Associates) were the next lowest cost proposal.
The evaluation process indicated that they have extensive experience working with the new eCon
on-line system and, in fact, consulted with HUD during the roll-out of the eCon software.
During the interview, Tam and Associates was able to clearly articulate the impact of the
dissolution of Redevelopment on CDBG and had a superior knowledge of the most recent
requirements for the Al development.
Tarn and Associates has successfully completed Con Plans and Als for the benchmark cities
of Glendale and Pasadena, and for many other southern California cities including Camarillo,
Simi Valley, and Buena Park. In addition, a subcontractor proposed to work on the project was
the lead consultant on the City's current Con Plan, and as a result has extensive professional
know- ledge of the City's demographics, historic community needs, and CDBG programs.
Finally, the references contacted highly praised the consultant's knowledge and flexibility.
Based on their superior experience and qualifications, staff recommends awarding Veronica Tam
and Associates, Inc. the contract for the development of the 2014-18 Con Plan and Al.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Award of this contract is contingent upon the adoption of the proposed fiscal year 2013-2014
budget in expenditure account 13000-5161.002 (Community Development — Professional
Services).
ATTACHMENTS
Contract available in the City Clerk's Reading File
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF SANTA CLARITA AND
VERONICA TAM AND ASSOCIATES, INC.
Contract No..
This AGREEMENT is entered into this _ day of 20 , by and
between the CITY OF SANTA CLARITA, a municipal corporation and general law city
("CITY") and Veronica Tam and Associates, Inc., [a type of organization] ("CONSULTANT").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below; and
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement; and
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Fifty Two Thousand, Five Hundred and Seventy Dollars ($52,570) for
CONSULTANT's services. CITY may modify this amount as set forth below.
Unless otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit "A", which is incorporated by
reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "B", which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
Revised 1/2011 Page 1 of 10
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in
Exhibit "A") the tasks performed, the percentage of the task completed during the billing period,
the cumulative percentage completed for each task, the total cost of that work during the
preceding billing month and a cumulative cash flow curve showing projected and actual
expenditures versus time to date.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT 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 CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the CITY with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
Carefully investigated and considered the scope of services to be
performed; and
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from July 1, 2013 to June 30, 2014. Unless
otherwise determined by written amendment between the parties, this Agreement will terminate
in the following instances:
A. Completion of the work specified in Exhibit `B."
B. Termination as stated in Section 15.
Revised 1!2011 Page 2 of 10
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 22
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the CITY within forty-eight hours
(48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with
the Agreement's schedule. The CITY will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the tern of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT 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 CONSULTANT'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.
15. TERMINATION.
A. CITY may terminate this Agreement at any time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
Revised 112011 Page 3 of 10
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT'S own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section I (C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION. CONSULTANT agrees to indemnify and hold CITY harmless from
and against any claim, action, damages, costs (including, without limitation, attorney's fees),
injuries, or liability, arising out of the performance of this agreement by CONSULTANT.
Should CITY be named in any suit, or should any claim be brought against it by suit or
otherwise, arising out of performance by CONSULTANT of services rendered pursuant to this
Agreement, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory
to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in
settlement or costs incurred in defense otherwise.
19. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
Revised 1/2011 Page 4 of 10
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance
Limits
Commercial general liability:
$1,000,000
Professional Liability
$1,000,000
Business automobile liability
$1,000,000
Workers compensation
Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10
11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a
"claims made," basis and will not be cancelable or subject to reduction except
upon thirty (30) days prior written notice to CITY.
C. Professional liability coverage will be 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," CONSULTANT will continue to renew the
Revised 12011 Page 5 of 10
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form
CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, City may obtain coverage at CONSULTANT'S
expense and deduct the cost of such insurance from payments due to
CONSULTANT under this Agreement or terminate. In the alternative, should
CONSULTANT fail to meet any of the insurance requirements under this
agreement City may cancel the Agreement immediately with no penalty.
G. Should CONSULTANT'S insurance required by this Agreement be cancelled at
any point prior to expiration of the policy, CONSULTANT must notify City
within 24 hours of receipt of notice of cancellation. Furthermore.
CONSULTANT must obtain replacement coverage that meets all contractual
requirements within 10 days of the prior insurer's issuance of notice of
cancellation. CONSULTANT must ensure that there is no lapse in coverage.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
25. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Name
Address
City, State, Zip
Attention:
If to CITY:
City of Santa Clarita
23920 Valencia Boulevard., Suite 300
Santa Clarita, CA 91355
Attention: Erin Lay
Housing Program Administrator
Revised 1/2011 Page 6 of 10
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will 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 paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's Conflict of Interest Code (on file in
the City Clerk's Office). It is incumbent upon the CONSULTANT or CONSULTING FIRM to
notify the CITY pursuant to Section 25. NOTICES of any staff changes relating to this
Agreement.
A. In accomplishing the scope of services of this Agreement, all officers, employees
and/or agents of CONSULTANT(S), unless as indicated in Subsection B., will be
performing a very limited and closely supervised function, and, therefore, unlikely to
have a conflict of interest arise. No disclosures are required for any officers,
employees, and/or agents of CONSULTANT, except as indicated in Subsection B.
Initials of Consultant
B. In accomplishing the scope of services of this Agreement, CONSULTANT(S) will be
performing a specialized or general service for the CITY, and there is substantial
likelihood that the CONSULTANT'S work product will be presented, either written
or orally, for the purpose of influencing a governmental decision. As a result, the
following CONSULTANT(S) shall be subject to the Disclosure Category "1" of the
CITY's Conflict of Interest Code:
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
29. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles Comity.
Revised 1/2011 Page 7 of 10
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are two (2) Attachment(s) to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
33. 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.
34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
Revised 1/2011 Page 8 of 10
40. PROTECTION OF RESIDENT WORKERS. The City of Santa Clarita actively supports
the Immigration and Nationality Act (INA), which includes provisions addressing employment
eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire
only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.)
and aliens authorized to work in the U.S. The employer must verify the identity and employment
eligibility of anyone to be hired, which includes completing the Employment Eligibility
Verification Form (I-9). The CONSULTANT shall establish appropriate procedures and
controls so no services or products under the Contract Documents will be performed or
manufactured by any worker who is not legally eligible to perform such services or employment.
[SIGNATURES ON NEXT PAGE]
Revised 1/2011 Page 9 of 10
IN WITNESS WHEREOF, the parties hereto have executed this contract the day and
year first hereinabove written.
FOR CONSULTANT:
M
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
0
City Manager
Date:
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
Revised 12011 Page 10 of 10
EXHIBIT A
City of Santa
Cost Proposal for Consolidated Plan
Proposal
The .budgets on following pages are our best estimate for preparation of the Five -Year
'Consolidated Plan, Action Pian, and Analysis of impediments to Fair Housing Choice for the City
of Santa Clarita. This offer is valid for 90 days from April 22, 2013. Our budget also includes
the following:
• Complete scope of work for Consolidated Plan, Action Plan, and AI.
• Assist the City in addressing HUD comments during the 45 -day HUD review of the
Consolidated Plan and Action Plan.
'1073. Falr Oaks Avenue, Suite 212
'Pasadena; CA 91105
.. P (626) 3040440
F (626) 3040005
City of Santa Clarita
+ Cost Proposal for Consolidated Plan and AI
Page 2
Combined Budget for Consolidated Plan, Action Plan, and Al
107 S. Fair Oaks Avenue, Suite 212 P (626) 3040440
'.Pasadena, CA 91105 F (626) 304-0005
..
..
GIS/
Consolidated
Plan and
Tam
Planners
Tech
Total
Analysis of
Impediments to Fair Housing Choice
$ 135
$ 90
$ 70
Labor
Task 1:
Citizen Participation
Task 1.1:
Citizen Participation for CP and Al
Housing and Community Development Needs Survey
2
8
24
$ 2,670
Focused Group Mooting (1)
6
6
6
$ 1,770
Community Workshops (2)
12
12
4
$ 2,980
_ Public Hearin 1
6
$ 810
Subtotal
26
26
34
$ 8,230
Task 2:
Consolidated Plan (FY 2014 - FY 2018)
Task 2.1:
Needs Assessment
20
40
40
$ 9,100
Task 2.2:
Strategic Plan and HUD-Requirad Consolidated Plan Tables
20
20
$ 4,500
Subtotal
40
60
40
$ 13,600
Task 3:
Action Plans 2D12-2013
20
40
8
$ 6,860
Subtotal
20
40
8
$ 61860
Task 4:
Analysis of Impediments (AI) Preparation
Task 4.1:
Community Profile
8
.24
20
$ 4,640
Task 4.2
Current Fair Housing Profile
2
16
16
$ 2,830
Task 4.3:
Lending Practices
4
24
24
$ 4,380
Task 4.4
Land Use and Zoning Policies
4
20
$ 2,340
Task 4.5:
Administrative Policy Review
2
16
$ 1,710
Task 4.6:
Fair Housing Action Plan
8
8
$ 1 800
Subtotal
28
108
60
$ 17,700
Project Mana ement Staff Meetings
24
16
$ 4,680
Miscellaneous (Postage, translation, mileage, etc.)
$ 1,500
Total
138
250
142
$ 52 570
107 S. Fair Oaks Avenue, Suite 212 P (626) 3040440
'.Pasadena, CA 91105 F (626) 304-0005
fW19FWIE
City of Santa Clarita
+ Analysis of Impediments to, Fair Housing Choice
,. Page I
City of Santa Clarita
Analysis of Impediments to Fair Housing Choice
Introduction...................................................................................................................1
Company Information........:..................................................................................1
' Work Program...............................................................................................................
1
Methodology...................:.............................................................................................
2
ProjectManagement.....................................................................................................
7
AssignedPersonnel......................................................................................................
8
Schedule.....................................................................:.................................................
8
CityResources..............................................................................................................
9
Subcontractors..............................................................................................................9
` Contractor Capability and References.........................................................................
10
Housing and Community Development Planning Experience .............................10
References.........................................................................................................12
AitemativeProposals..................................................................................................
12
Conflictof Interest ................. ...................................................................... :...............
12
AdditionalData............................................................................................................
13
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
'City of Santa Clarita
+ Analysis of Impediments to Fair Housing Choice
Page 1
Company Information
VTA JS a California corporation located in Pasadena, California.:, V .A':was established in
November 2005 and has since been providing housing and community development consulting
to local jurisdictions throughout California. We provide assistance in the following areas:
• Consolidated Plan and related reports
• Grants administration and technical assistance
■ Analysis of Impediments to Fair Housing Choice
• Special housing studies
■ Housing Element updates
■ Zoning revisions for housing -related issues
■ Environmental clearance for housing -related plans and projects, ;
The person authorized to negotiate contract conditions for the company Is:
Veronica Tam, AICP, Principal
Veronica Tam and Associates, Inc.
107 S. Fair Oaks Avenue, Suite 212
Pasadena, CA 91105
P: (626) 304-0440
F:(626)304-0005
Veronica.Ta m @vtapl a n n i no. com
.This proposal is valid for 60 days from April 22, 2013.
Work Program
Veronica Tam and Associates (VTA) is pleased to provide this proposal to assist the City of
,Santa Clarita in the preparation of the Analysis of Impediments (AI) to Fair Housing Choice.
This Technical Proposal covers only the Al. VTA is also submitting a proposal for the five-year
Consolidated Plan and Action Plan. Based on our substantial experience preparing both
:documents, we feel the most cost-effective approach is to prepare both documents concurrently
:under a combined public parliclpation program. This combined approach offers the following
opportunities for cost savings:
■ Combined Focused Group Meeting and Community Workshops. Fair housing as a
stand-alone issue does not usually draw adequate participation from the public.
Structuring the Focused Group Meeting and Community Workshops to satisfy the
outreach requirements of both documents is likely to produce better results.
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarita
+ Analysis of Impediments to Fair Housing Choice
Page 2
■ Combined Housing and Community Development Needs Survey that covers questions
on fair housing concerns.
■ Community Profile with shared information for the Consolidated Pian and Al.
Our proposed schedule (detailed later) is designed to prepare both reports concurrently.
Housing and Community Development Needs Survey
(including questions on fair housing concerns
MajorTask Dates
September- November 2013
Focused Group Meeting (1)/Community Workshops (2)
October- November 2013
Expanded Community Profile to be used in Consolidated
Plan and Al
November - December 2013
Public Review Draft Consolidated Plan/Action Plan/Al
April 1, 2014
Adoption Hearing
May 2014
Methodology
Task 1: Citizen Participation
Task 1 1: Citizen Participation for the Development of the AI
For the development of the Al, we have included the following outreach components:,
■ Housing and Community Development Needs Survey: This survey will serve as the
survey instrument for both the Analysis of Impediments (AI) to Fair Housing Choice and
the Consolidated Plan (included in a separate Technical Proposal). The survey will
include questions on housing (including fair housing) and community development
needs. We will use www.SurveyMonkey.com to develop a web -based survey where
residents can respond to the survey online. Hard copy surveys will also be provided.
Both the online survey and hard copy survey will be offered in English and Spanish (see
examples from the City of San. Bernardino). .
t'rti
.107 S. Fair Oaks Avenue, Suite 212
Pasadena, CA 91105
GN a gin eemersrw
Fo'v Ha,iup3wry
Fav
P (626) 304-0440
F (626) 304-0005
City of Santa Clarity
OE
+ Analysis of Impediments to Fair Housing Choice
Page 3
■ `Focused Group Meeting (1): We will conduct a focused group meeting to solicit input
from service providers and community stakeholders. This meeting, while open to the
public, is targeted at the housing professionals, housing advocates, community groups,
and service agencies that serve the housing and community development needs of low
and moderate income persons and those with special needs. We will work with City staff
to develop a list of agencies to receive special invitations to this meeting. We
recommend holding this meeting on a week day during regular business hours. Based
on our experience, we generally have better attendance from agencies/organizations if
the meeting is held during the day. VTA will attend the meeting and facilitate the
discussions.
• Community Workshops (2): We will conduct two community workshops. These will be
targeted at the broad community and are intended to get input from the residents
regarding preferred allocation of CDBG resources on programs and facilities.
VTA will be responsible for preparing the workshop materials and the flyer advertising
the workshops. VTA staff will attend and facilitate discussions at these workshops. After
the workshops, we will also prepare a summary of community input.
■ Public Hearing (1): VTA will attend one public hearing for the Consolidated Plan.
Task 2: Analysis of Impediments (AI) Preparation
HUD Focus and Review Standards
During the last few years, fair housing has become a heightened concern of HUD and the Fair
Housing and Equal. Opportunity (FHEO) division has taken a proactive role in reviewing Als and
providing technical support to local jurisdictions. During our recent efforts working with HUD,
we have learned of HUD's review standards and their,concerns regarding current AI reports:
■ There should be a clear distinction between affordable housing and fair housing. Only
when there is a strong correlation between income/affordability and the protected
classes, should affordable housing be presented as a fair housing issue in the Al.
• Adequate community outreach must be conducted to solicit comments from residents,
advocacy groups, public agencies, housing professionals, . and other community
stakeholders.
■ Housing discrimination in itself is an impediment. Most AI reports treat housing
discrimination as an outcome of the fair housing impediments.
Our scope of work and approach reflects our recent experience working with HUD.
Task 2.1: Community Profile
Preparation of this community profile will rely partially on the Consolidated Plan Needs .
Assessment. Overall, the Al Community Profile should cover the following:
Demographic Profile to include the number and proportion of persons by race/ethnicity,
age, disability, and familial status, as.. well as ,housing segregation (i.e. minority
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-ODO5
City of Santa Clarita
+ Analysis of Impediments to Fair Housing Choice
Page 4
concentrations). We will correlate these demographic characteristics with current and/or
changing patterns of fair housing concerns.
Income Profile to include income distribution of residents; evaluation of income
differences and poverty levels between race and special needs populations;
concentration of low-income population by block group.
■ : Employment and Transportation Profile to discuss locations of major employment
centers that potentially offer jobs to minorities and persons with disabilities at the lower
income levels of the wage scale. We will also evaluate the relationship between public
transportation, job centers, and lower income housing locations.
• .Housing Profile to examine the implications of geography, diverse populations, and
income discrepancies. A discussion of the housing profile will include .the following
variables: household size and overcrowding; housing type, tenure and vacancy; age of
housing (and related lead-based paint concerns); ownership and rental, housing costs;
and housing affordability. Relationships between these housing characteristics and fair
housing concerns will be included.
■ Mapping of Planning Data will be prepared using geographic information system (GIS) to
evaluate geographic relationships among, the demographic, income, employment and
transportation, and housing variables to identify potential impediments to fair housing
choice. Types of maps to be Included, but may vary depending on data availability and
relevancy of specific Issues, are:
1. Location of Housing for seniors and disabled (e.g., Section 202 and 811 projects)
2. Location of public and assisted housing (e.g., public housing, HUD -funded
projects; and others as information is available)
3. Concentrations of Section 8 assistance (if available from the Housing Authority)
4. Concentration of licensed residential care facilities for persons with disabilities
5. Main transit routes in relation to employment centers, lower income, and special
needs populations, and assisted housing projects
6. Low and moderate income areas
7. Areas of racial/ethnic concentration
Task 2.2: Current Fair Housing Profile
We will evaluate the current fair housing profile in the City of Santa Clarita, including the
following:
■ Assessment of current public and private fair housing program/activities to identify and
describe existing programs, services, and activities that assist in the provision of fair
housing.
■ Identify and describe fair housing practices and procedures of real estate associations
and apartment owners associations.
■ Contact fair housing service provider, local nonprofit housing organizations, housing
advocacy groups, and the local HUD office to obtain information on the nature and extent
of fair housing complaints, violations, or suits against the City. Also included are:
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 3040005
City of Santa Clarita
+ Analysis of Impediments to Fair Housing Choice
Page 5
1. Research of the prevalence of fair housing discrimination suits) filed by the
Department of Justice, State Department of Fair Employment and Housing, and other
agencies.
2. Identification of the nature and extent of hate crimes in the City based on data
compiled by the police and by the Federal Bureau of Investigation (FBI).
3. Discussion of other fair housing issues such as.the impact of "NIMBYism" on housing
choice.
Task 2.3: Lending Practices
This section addresses lending practices in Santa Clarita. Specifically, we will 'evaluate the
following:
Foreclosure activities and other characteristics as available;
■ Disposition of conventional home purchase, home improvement, and home refinancing
loan. applications by race and income of applicants;
■ Disposition of govemment-backed home purchase and home improvement loan
applications by race and income of applicants;
■ Lending In low and moderate income areas;
Lending in minority concentration areas;
■ Top lenders in the City; and
■'Recent changes in lending practices (such as criteria for loan modifications) due to the
mortgage crisis.
The 2012 HMDA data (to be released in September/October 2013) will be used for the lending
analysis.
Lending Patterns'""
VTA is apaid subscriber of Lending
PatternsTM, a web -based data exploration
tool that analyzes lending records to
produce reports on various aspects of
mortgage lending. It analyzes HMDA data
to assess market share, approval rates,
denial rates, low/moderate income lending,
and high-cost lending, among other
aspects. This versatile tool allows detailed
analysis that is not feasible using publicly
available tabulated data from the Federal Financial Institutions Examination Council (FFIEC).
This professional tool is only available to lending Institutes and fair housing professionals. VTA
obtained special permission from the software developer to utilize this tool. The following tables
demonstrate the types of analysis available through Lending PatternsTm
107 S. Fair Oaks Avenue, Suite 212
Pasadena, CA 91105
P (626) 304-0440
F (626) 304-0005
it2010)
Frequency of Spread Average Spread
2007 2010 2007 2010
11.1%
0.9%
4.08
2.35
E
28.9%
4.6%
4.40
2.21
23.9%
1.6%
4.40
2.30
14.2%
0.7%
4.11
2.31
available tabulated data from the Federal Financial Institutions Examination Council (FFIEC).
This professional tool is only available to lending Institutes and fair housing professionals. VTA
obtained special permission from the software developer to utilize this tool. The following tables
demonstrate the types of analysis available through Lending PatternsTm
107 S. Fair Oaks Avenue, Suite 212
Pasadena, CA 91105
P (626) 304-0440
F (626) 304-0005
City of Santa Cladta
+ Analysis of Impediments to Fair Housing Choice
Page 6
City of Los Angeles: -
Lender
•• Lenders
% of Total
Applicants
by RacelEthnicity
Lender
of •.
% of Total
Applicants
(20 10)
Lender
% of Total
A licants
Black
Hispanic
Asian
Ally Bank
6.81/o
Steams Lending
31.3%
PMC Bancorp
24.3%
JP Morgan/Chase
4.8%
PMC Bancorp
21.0%
Provident Funding
11.3%
Steams Lending
4.7%
JP Morgan/Chase
19.4%
Bank of America
11.1%
Quicken Loans
4.5%
Flagstar Bank
16.4%
Metlife Bank
10.9%
Wells Fargo
4.3%
Welts Fargo
16.3%
Citimortgage
10,2%
All Lenders
3.9%
All Lenders
17.4%
All Lenders
10.0%
Task 2.4: Land Use and Zoning Policies
In this task, we will analyze public policies and regulations that impact the availability of housing
in the City:
■ Review the Housing Element and interview staff to document compliance or approaches
to compliance with the State Housing Element law. Specifically, the State Housing
Element law has been amended to require Jurisdictions to address constraints to housing
for persons with special needs, including emergency shelters, transitional housing,
supportive housing, single -.room occupancy units,, and housing for persons with
disabilities.
1. SB 520 (Reasonable Accommodation)
2. SB 2 (Emergency Shelters, Transitional Housing, Supportive Housing)
3. AB 2634 (Housing for Extremely Low Income Households, including SRO)
4. SB 812 (Housing for Persons with Developmental Disabilities)
•. Evaluate the General Plan, Land Use Element in relation to the provision of housing
choices.
■ Assess the standards and procedures in terms of occupancy codes and reasonable
accommodation procedures and determine their effect on access to housing.
Task 2.5: Administrative Policy Review
We will review the administrative policies of the City to assess the potential Impediments to fair
housing, including sensitivity and fair housing training for staff, multilingual capability of code
enforcement and housing programs staff, accessibility of public facilities (Section 504 and ADA
compliance).
Task 2.6: Fair Housing Action Plan
In the Fair Housing Action Plan, we will work with staff and the housing service provider to
identify appropriate and feasible actions to address the impediments.
Products
• Administrative Draft Al (electronic copy)
• Public Review Draft Al (electronic copy)
■ Adopted Al (electronic copy, three hard copies for HUD submittal)
.107S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304.0005
City of Santa Clarita
+ Analysis of Impediments to Fair Housing Choice
Page 7
Drcliect Manane
Veronica Tam, AICP
Veronica Tam will oversee the preparation of the Al for the City of Santa Clarita. Throughout her
career, Ms. Tam has been directly involved in the preparation of more than 100 Consolidate
'Plan, Action Plan, CAPER; and AI reports for jurisdictions throughout California, including:
Consolidated Plan and Al for the Los Angeles Urban County (48 participating
jurisdictions)
• Regional N for Ventura County (10 participating jurisdictions)
• Consolidated Plan for Ventura County HOME Consortium (6 participating jurisdictions)
• Consolidated Plan for Orange Urban County (14 participating jurisdictions)
• Consolidated Plan for San Diego County Q participating jurisdictions)
• Regional AI for San Diego County(19 participating jurisdictions)
• Al for San Bernardino Urban County (14 participating jurisdictions)
• Consolidated Plan and Al for the Apple ValleyNictorville Consortium (2 participating
jurisdictions)
Ms. Tam is well -versed with the Consolidated Pian and Al requirements and is familiar with IDIS
'and has current access to IDIS.
Organizational Chart
107 S. Fair Oaks Avenue, Sufte 212 P (626) 304-0440
'Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarda
ME
+ Analysis of Impediments to Fair Housing Choice
Page 8
Jessica Suimanjaya, AICP
Ms. Suimanjaya joined Veronica Tam and Associates in 2008 after completing her Masters in
Urban Planning at UCLA. She has assisted in the preparation of the Consolidated Plan and AI
reports for the cities of Long Beach, San Bernardino, and Simi Valley and for the counties of
Monterey, San Diego, and Ventura. Ms. Suimanjaya will assist in ,all aspects of the
Consolidated Plan preparation for the City of Santa Clarita.
Andrew Pasillas
Mr. Pasillas will provide assist in the preparation of the Consolidated Plan and AL Since joining
VTA in February 2012, Mr. Pasillas has participated in multiple housing studies., He has
significant experience in the compilation and analysis of demographic data and well -versed in
the use of Lending Pattern ST' as a tool for analyzing lending trends and patterns.
Brandy Adair
Prior to joining VTA as an employee in 2012, Ms. Adair had provided grants administration
services CDBG, ESG, HOME, and NSP grantees. Services have included project management,
technical support, IDIS maintenance, sub -recipient monitoring, procedural training and
budgeting. Her clients included the cities of Compton, Chino Hills, Gardena, and Laguna Niguel.
Her work at VTA Includes grants administration and preparing of HUD -mandated reports and
studies.
Schedule
The Consolidated Plan and Action Plan are due 45 days before the start of a program year.
With the new program year beginning on July 1, the Consolidated Plan and Action Plan are due
at HUD no later than May 17, 2014.
The RFP provides a tentative schedule for completing the Consolidated Plan. We have
adequate staff to complete the reports according to this schedule.
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
.Pasadena, CA 91105 F (626) 304-0005
Timeline
Task
Kick-off Meeting
Tentative
July 2013
Housing and Community Development Needs Survey
September- November 2013
Focused Group Meeting (1)/Community Workshops (2)
October- November 2013
Needs Assessment (CP)
November - December 2013
Staff Review Draft Consolidated Plan/Action Plan
February 28, 2014
Draft Consolldated Plan/Action Plan
March 14, 2014
Public Review Draft Consolidated Plan/Action Plan
April 1, 2014
Adoption Hearing
May 2014
Submittal to HUD
I May 2014
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
.Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarita
+ Analysis of Impediments to Fair Housing Choice
Page 9
For completion of the Al, we anticipate the following staff responsibilities:
■ Provision of background documents and contact information;
■ Logistic arrangements for public meetings;
• Advertising and noticing for public meetings and availability of documents for public
review; and
■ Preparation of staff reports.
We also anticipate working closely with staff to develop appropriate actions to address the
impediments Identified.
Subcontractors
VTA maintains a staff of full-time and part-time planners to complete our projects. The majority
of the work for the City of Santa Clarita will be performed by our full-time planners at our office in
Pasadena.
:.107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
2013 2014
Jul Aug Sep Oct i Nov Dec Jan Feb Mar Apr May Jun
Kkk-0R Meeting
Cit en Poe c0atbn
Needs Sumy
FocusedlCommuniy Wodahaps
Commurdty Pioflte
Staff Re Draft Al
Draft Al
FLbk ReVow Draft Al
30-DeyNbtk RaV
Adoption Hearing and Submittal to H UD
HUDApprowll
--
Mumf:• ; —
_
IV
-,
L'.
For completion of the Al, we anticipate the following staff responsibilities:
■ Provision of background documents and contact information;
■ Logistic arrangements for public meetings;
• Advertising and noticing for public meetings and availability of documents for public
review; and
■ Preparation of staff reports.
We also anticipate working closely with staff to develop appropriate actions to address the
impediments Identified.
Subcontractors
VTA maintains a staff of full-time and part-time planners to complete our projects. The majority
of the work for the City of Santa Clarita will be performed by our full-time planners at our office in
Pasadena.
:.107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarita
+ Analysis of Impediments to Fair Housing Choice
Page 10
Contractor Capability and References
Housing and Community Development Planning Experience
Veronica Tam and Associates (VTA) was Incorporated in 2005. Our clients have included rural
towns/communities, suburban and urban cities, metropolitan areas, and counties.
Analysis of Impediments (Al) to Fair Housing Choice
We have prepared some of the most complex AI reports in the State. The Ventura County
Regional Al that involves all ten jurisdictions in the County was identified by HUD asone of the.
few AI reports in California that meets HUD standards.
■ Alhambra ■ Los Angeles • San Bernardino
• Apple Valley/Victorville • Long Beach • San Diego County
• Chino ■ Monterey County • Simi Valley
• Glendale • Pasadena • Ventura County
Consolidated Plans
We have prepared numerous Consolidated Plan and related reports, including annual Action
Plans, Consolidated Annual Performance and Evaluation Reports (CAPER), and Section 3
Economic and Employment Opportunities Plans for jurisdictions throughout the State. VTA is
an approved subcontractor to ICF international for its contract with HUD Headquarters for the
One CPD Technical Assistance Grant.
�. Alhambra ■ Huntington Beach ■ Sacramento City
■ Apple Valley/Victorville • Lake Forest ■ Sacramento Urban County
■ Buena Park ■ La Mesa • San Bernardino
■ EI Cajon ■ Long Beach • Santee
■ Garden Grove ■ Monterey Urban County • Simi Valley
■ Glendora ■ Orange Urban County ■ Ventura Urban County
Grants Administration/IDIS Assistance
We provide various levels of grants administration services for local jurisdictions, and conduct
subrecipient monitoring on behalf of our clients. We are well -versed In the use of IDIS,
assisting both the program delivery staff and finance departments to manage project and
financial Information in IDIS. Several of our staff members are processed to have IDIS access.
■ Alhambra
• Camarillo
107 S. Fair Oaks Avenue, Suite 212
Pasadena, CA 91105
1! Glendora
■ Huntington Beach
■ National City
■ Santee
P (626) 304-0440
F (626) 304-0005
City of Santa Cladta
EM
AN
Analysis of.lmpediments to Fair Housing Choice
Page 11
Housing Elements
We are well known in our expertise In State Housing Element law. We have prepared Housing
Elements throughout the State and maintain an excellent track record of receiving State
certification.
■ Alhambra
■
Hawthorne
■ Arcadia
■
Hayward
■ Bell Gardens
■
Hesperia
■ Buena Park
■
Irvine
■ Carlsbad
■
La Canada Flintddge
■ Chino
■
La Mesa
■ Corona
■
Lawndale
• Costa Mesa
■
Lomita
• Dublin
■
Long Beach
■ EI Cajon
■
Los Angeles County
■ Escondido
■
Modesto
■ Garden Grove
■
.Monterey County
• Glendora
■
Port Hueneme
•
Redondo Beach
■
Rocklin
•
San Diego County
F
San Ramon. .. .
Santee
■
Seaside
■
Simi Valley
■
South Gate
•
.Tracy
•
Upland
•
Vista
•
Walnut
•
West Hollywood
Housing Ordinances
As part of our follow-up work on Housing Element_ preparation, we assist local jurisdictions in
revising the Zoning Codes to address State housing laws, particularly in relation to S132
(Housing for the Homeless), SB 520 (Housing for Persons with Disabilities), and AB 2634
(Housing for Extremely Low Income Households).
• Carlsbad Zoning Code -Technical Assistance
Hayward Zoning Code -Technical Assistance
■ Lomita Density Bonus Ordinance
• Marina Inclusionary Housing and Affordable Housing Ordinances
• Port Hueneme Zoning Code Amendments
• South Gate Zoning Code - Technical Assistance
Our strengths are:
■ Excellent reputation in the area of housing policy planning in terms of the quality of our
products and our client -oriented attitude. We are often praised by our clients for our
prompt and knowledgeable responses.
■' . Breadth of experience. In our housing services. We have experience in preparing a
variety of state and federal housing reports, such as Housing Elements, Consolidated
Plans, Fair Housing studies, grants applications, and environmental clearance. We also
provide grants administration services and are familiar with the regulations governing
various housing funds.
■ Diversity of our staff. We have seasoned housing planners with experience in both the
private and public sectors. We also have a licensed realtor on staff.
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarita
+ Analysis of Impediments to Fair. Housing Choice
Page 12
References
County of Ventura Consolidation Plan/Analysis of Impediments to Fair Housing Choice (2010-
2015)
Meg Klmbell-Drewry, CDBG Management Analyst 11
County Executive Office
(805)654-2871
Meg.Kimbell-D rewry(a)ve ntura.o rg
County San Diego Analysis of Impediments to Fair Housing Choice (2010-2015)
Angela Nazareno, CDBG Administrator
City of San Diego Planning and Community Investment
(619) 236-6944
a nazareno(aDsand lego.n ov
City of Long Beach Consolidated Plan (2013-2018) and Analysis of Impediments to Fair
Housing Choice (2010-2015)
Alem Hagos, HUD Grants Officer
City of Long Beach Development Services Department, Neighborhood Services. Bureau
(562)570-7403 .
AIem.H agos(a)londbeach.aov
City. of Los Angeles Analysis of Impediments to Fair Housing Choice (2012) .
Nancy Twum-Akwaboah, Housing Planning & Economic Analyst.
Los Angeles Housing Department
(213)808-8646
Nancy.TwumCcD lacity.org
Monterey Urban County Consolidated Plan/Analysis of Impediments to Fair Housing Choice
(2013-2018)
Jane Royer Barr, Program Manager
Monterey County Economic Development
(831) 755-5389
Ba rrJ (a)co. monterev. ca. us
i
Alternative Pro osals
Not Applicable.
Veronic
p.b-
Veronica Tam and Associates, Inc. does not foresee any conflict ,of interest with the City of
Santa Clarita.
107 S. Fair Oaks Avenue, Suite 212 .. P (626) 304-0440
Pasadena, CA 91105 _ F (626) 304-0005
r
City of Santa Clarita
+ FY 2014- FY 2018 Consolidated Plan
Page
City of Santa Clarita
FY 2014 - FY 2018 Consolidated Plan
1.
Introduction.............:............................................................................................... 1
CompanyInformation...........................................................................................1
2.
Work Program........................................................................................................1
3.
Methodology...........................................................................................................2
4.
Project Management...............................................................................................
6
5.
Assigned Personnel................................................................................................
7
6.
Schedule................................................................................................................
7
7.
City Resources.......................................................................................................
8
8.
Subcontractors.......................................................................................................
8
9.
Contractor Capability and References.....................................................................
9
Housing and Community Development Planning Experience
...............................9
References.........................................................................................................
11
10.
Alternative Proposals........................................................................................11
11.
Conflict of Interest.............................................................................................
11
12.
Additional Data.................................................................................................12
107 S. Fair Oaks Avenue, Suite 212 P (626) 3040440
Pasadena, CA 91105 F (626) 304.0005
City of Santa Cladta
+ FY 2014 - FY 2018 Consolidated Plan
Page it
Thls page is intentionally blank
i
107 S. Fair Oaks Avenue, Suite 212 _ P (626) 304.0440
Pasadena, CA 91105 F (626) 30470005
..�..,{ {vl iCity of Santa Clarita
+ FY 2014 - FY 2018 Consolidated Plan
Company Information
VTA is a California corporation. located in Pasadena, California.... VTA was established in
November 2005 and has since been providing housing and community development consulting
to local jurisdictions throughout California. We provide assistance. in the following areas:
■ Consolidated Plan and related reports
■ Grants administration and technical assistance
■ Analysis of Impediments to Fair Housing Choice
• Special housing studies
a Housing Element updates
■. Zoning revisions for housing. -related issues
■ Environmental clearance for housing -related plans and projects
The person authorized to negotiate contract conditions for the company Is:.
Veronica Tam, AICD, Principal
Veronica Tam and Associates, Inc.
107 S. Fair Oaks Avenue, Suite 212
Pasadena, CA 91105
P: (626) 304-0440
F: (626) 304-0005
Veronica.Ta m(or)vta planni nq.com
This proposal is valid for 60 days from April 22; 2013
Veronica Tam and Associates (VTA) is pleased to provide this proposal to assist the City of
Santa Clarita with its FY 2014 - FY 2018 Consolidated Plan (covering the period of July 1, 2014
through June 30, 2019), including the FY 2014 Action Plan. We understand the City receives
.approximately $1 million in CDBG funds annually.
This Technical Proposal covers only the Consolidated Plan and Action Plan. VTA is also
submitting a proposal for the Analysis of Impediments (AI) to Fair Housing Choice. Based on
our substantial experience preparing both documents, we feel the most cost-effective approach
is to prepare both documents concurrently under a combined public participation program, This
combined approach offers the following opportunities for cost savings:
Combined Focused Group Meeting and Community Workshops. Fair housing as a
stand-alone issue does not usually draw adequate participation from the public.
Structuring the Focused Group Meeting and Community Workshops to satisfy the
outreach requirements of both documents is likely to produce better results.
107 S. Fair Oaks Avenue, Su4e 212 - P (626) 304.0440
Pasadena, CA 91105 F (626) 304-0005
� 4i'O� a
t'�
FY 2014 - FY 2018
of Santa Clarita
■ Combined Housing and Community Development Needs Survey that covers questions
on fair housing concerns.
• Community Profile with shared information for the Consolidated Plan and Al.
Our proposed schedule (detailed later) is designed to prepare both reports concurrently.
Task
Maj ; or Dates
Housing and Community Development Needs Survey
(Including uestions on fair housing concerns
September- November 2013
Focused Group Meeting (1)/Community Workshops (2)
October -November 2013
Expanded Community Profile to be used in Consolidated
Plan and AI
November- December 2013
Public Review Draft Consolidated Plan/Action Pian/AI
April 1, 2014
Adoption Hearing
May 2014
Task 1: Citizen Participation
For the development of the Consolidated Plan, we have Included the following outreach
components:
■ Housing and Community Development Needs Survey: This survey will serve as the
survey instrument for both the Consolidated Plan and the Analysis of Impediments (AI) to
Fair Housing Choice (included in a separate Technical Proposal). The survey will
include questions on housing (including fair housing) and community development
needs. We will use www.SurveyMonkey.com to develop a web -based survey where
residents can respond to the survey online. Hard copy surveys will also be provided.
Both the online survey and hard copy survey will be offered in English and Spanish (see
examples from the City of San Bernardino).
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107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarita
+ FY 2014 - FY 2018 Consolidated Plan
Page 3
■ Focused Group Meeting (1): We will conduct a focused group meeting to solicit input
from service providers and community stakeholders. This meeting, while open to the
public, is targeted at the housing professionals, housing advocates, community groups,
and service agencies that serve the housing and community development needs of low
and moderate income persons and those with special needs. We will work with City staff
to develop a list of agencies to receive special invitations to this meeting. We
recommend holding this meeting on a week day during regular business hours, Based
on our experience, we generally have better attendance from agencieslorganizations if
the meeting is held during the day. VTA will attend the meeting and facilitate the
discussions.
■ Community. Workshops (2): We will conduct two community workshops. These will be
targeted at the broad community and are intended to get input from the, residents
regarding preferred allocation of CDBG resources on programs and facilities.
VTA will be responsible for preparing the workshop materials and the Flyer advertising
the workshops. VTA staff will attend and facilitate discussions at these workshops. After
the, workshops, we will also prepares summary of community input.
■ .Public Hearing (1): VTA will attend one public hearing for the Consolidated Plan.
Task 2: FY 2014- FY 2019 Consolidated Plan
eCon Planning Suite
The eCon Planning Suite replaces the Consolidated Plan Management Program (CPMP). Use
of the eCon Planning Suite is required for all Consolidated Plans submitted on or after
November 15, 2012. This eCon Planning Suite is a tool to help jurisdictions meet the
Consolidated Planning requirements by following the template provided in IDIS. It does not
change the requirements pursuant to the Consolidated Planning regulations. Certain data (such
as the Comprehensive Housing Affordability Strategy and some Census data) have already
been loaded in IDIS as the default data.
VTA staff is familiar with the CDBG regulations, Consolidated Plan requirements, and the eCon
Planning Suite. Most recently, we have prepared the Consolidated Plans for the City of
Glendora and the Monterey Urban County using eCon Planning Suite. We worked with the
software developer contracted by HUD to address technical issues with the system.
Task 2.1: Needs Assessment
The housing and community development needs assessment section includes a profile of
population, housing and employment in the Santa Clarita. The Needs Assessment will be used
to quantify and summarize available data on the most significant housing needs of extremely
low, low, and moderate income households, as well as homeless persons and others with
special needs and to project those needs over the five-year Consolidated Plan period (FY 2014 -
FY 2018). Discussion of the following topics is required:
■ Housing Needs Assessment - Housing supply and demand; affordability; cost burden
(overpayment); housing types and condition; Inventory of publicly assisted housing and
at -risk status; barriers to affordable housing; and lead-based paint hazards.
107 S. Fair Oaks Avenue, Suite 212 ` P (626) 304 -WD
Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarita
+ FY 2014 - FY 2015 Consolidated Plan
Page 4
■ Disproportionately Greater Need - Defined by HUD as any group with an extent of
housing assistance need that is 10 percentage points higher than the general population.
■ Public Housing - inventory of public housing units; condition of public housing stock and
modernization needs; and any resident initiatives.
■ Homeless Needs Assessment - An inventory of homeless shelters, transitional housing,
and supportive housing; homeless population and subpopulations; and continuum of
care gap analysis.
Non -Homeless Special Needs Assessment- Pursuant to HUD regulations, persons with
special needs include elderly and frail elderly; persons with disabilities; persons with
drug and alcohol addictions; victims of domestic violence; female -headed housing
households; large households; and persons with HIV/AIDS.
■ Non -Housing Community Development Needs - These include public facilities and
infrastructure improvement; accessibility needs; historic preservation; public services;
economic development; and planning and administration.
.Empirical Data and Document Review: We will utilize a range of data sources, including 2010
Census data (as available), real estate market data, and State Department of Finance
estimates, to prepare the needs assessment. Another important source of data for the
Consolidated Plan is the Comprehensive Housing Affordability Strategy (CHAS) data developed
by HUD using American Community Survey (ACS) data. As part of the eCon Planning Suite,
HUD has uploaded new CHAS and public housing data, among others Into IDIS. In addition, we
will review existing documents (such as General Plan or other special studies) from to compile
information on housing and community development needs. Needs discussions will focus on
CDBG eligible activities and needs in low/moderate income target areas.
The Strategic Plan and the. HUD -Required Consolidated Plan Needs and Priority Tables will be
created in the context of the eCon Planning Suite. The eCon Planning Suite provides a format
for the Consolidated Plan, combining the components required under the Code of Federal
Regulations (CFR) for HUD (24 CFR Part 91) - the housing and homeless needs assessment,
the housing market analysis and the strategic plan - into one narrative. The Strategic Plan
narrative lists specific questions that HUD grantees must respond to in order to be compliant
with the Consolidated Planning Regulations. Guided by the eCon Planning tool, the Strategic
Plan will respond to these.questions and thereby address the required needs assessments and
develop goals and objectives for the five-year period. The Strategic Plan narrative will also
include an Executive Summary.
The eCon Planning Suite provides a format for the Strategic Plan.narrative. The, Strategic Plan
must Include the following topic:
m Geographic Priorities
■ Priority Needs
■ Influence of Market Conditions
■ Anticipated Resources
■ Institutional Delivery Structure
■ Goals
■ Public Housing
■ Barriers to Affordable Housing
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
■ Homelessness Strategy
• Lead-based Paint Hazards
■ Anti -Poverty Strategy
■ Monitoring
FY 2014 - FY 2018
of Santa Clarita
Based on the Needs Assessment and results of the public participation process, we will work
with staff to establishgeographic priorities and priority housing and community development
needs. Specifically, based on anticipated resources, we will need to develop realistic goals that
are achievable within the next five years. We will review the Housing Element, Public Housing
Agency Pian, regional homeless studies, and other studies to provide additional input.
Products
• Administrative Draft Consolidated Plan (electronic copy)
• Public Review Draft Consolidated Plan (electronic copy)
• Adopted Consolidated Plan (electronic copy, three hard copies for HUD submittal)
HUD Review
Our budget includes assisting the City to address comments from HUD during their 45 -day
review period.
Task 3: Annual Action Plan
The Action Plan will be prepared using the eCon Planning Suite to establish consistency with
the Consolidated Plan. The Action Plan includes the SF 424 and Narrative Responses to Action
Plan questions that HUD grantees must respond to, each.year in order to be compliant with the
Consolidated Planning Regulations:
■ Expected Resources
• Annual Goals and Objectives
• Projects
° Geographic Distribution
• Affordable Housing
• Public Housing
• Homeless and Other Special Needs Activities
• Barriers to affordable housing
•. Other Actions
■ Program Specific Requirements
Products
• Administrative Draft Action Plan (electronic copy)
• Public Review Draft Action Plan (electronic copy)
Adopted Action Plan (electronic copy, three hard copies for HUD submittal)
HUD Review
Our budget Includes assisting the City to address comments from HUD during their 45 -day
review period. Most of the Consolidated Plans/Action Plans prepared by VTA were approved by
HUD without comments.
.107S. Fair Oaks Avenue, Suite 212 - P (526) 3040440
Pasadena, CA 91105 F (626) 3040005
Y r Ttu 'a.
4. Project Management
FY 2014 -
of Santa Clarita
Veronica Tam, AICP
Veronica Tam will oversee the preparation of the Consolidated Plan for the City of Santa Clarita.
Throughout her career, Ms. Tam has been directly involved In the preparation of more than 100
Consolidate Plan, Action Plan, CAPER, and AI reports for jurisdictions throughout California.
.Many of these were complex projects involving large Urban Counties,and.metropolitan areas,
including:.
• AI for the cities of Glendale; Los Angeles, and. Pasadena
• Consolidated Plan and Al for the Los Angeles Urban County (48 participating
jurisdictions)
• Regional All for Ventura County (10 participating jurisdictions)
• Regional Al for San Diego County (19 participating jurisdictions)
• Al for San Bernardino Urban County (14 participating jurisdictions)
• Consolidated Plan and AI for the Apple Valley/Victorville Consortium (2 participating
jurisdictions)
Ms. Tam is well -versed with the Consolidated Plan and Al requirements and is familiar with.IDIS
and has current access to IDIS.
Organizational Chart
107 S. Fair Oaks Avenue, Suite 212 P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
City of Santa Clarita
+ FY 2014 - FY 2018 Consolidated Plan
Page 7
Jessica Sulmanjaya, AICP
Ms. Suimanjaya joined Veronica Tam and Associates in 2008 after completing her Masters in
Urban Planning at UCLA. She has assisted in the preparation of the Consolidated Plan and Al
reports for the cities of Long Beach, San Bernardino, and Simi Valley and for the counties of
Monterey, San Diego, and Ventura. Ms. Suimanjaya will assist in all aspects of the Al.
preparation for the City of Santa Clarita.
;Andrew Pasillas
Mr. Pasillas will provide assist in the preparation of the Consolidated Plan and Al. Since joining
VTA in February 2012, Mr. Pasillas has participated in multiple housing studies. He has
significant experience in the compilation and analysis of demographic data and well -versed in
the use of Lending PatternsTm as a tool for analyzing lending trends and patterns.
Brandy Adair
Prior to joining VTA as an employee in 2012, Ms. Adair had provided grants administration
services CDBG, ESG, HOME, and NSP grantees. Services have included project management,
technical . support, IDIS maintenance, sub -recipient monitoring, procedural training, and
budgeting. Her clients included the cities of Compton, Chino Hills, Gardena, and Laguna Niguel.
Her work at VTA includes grants administration and preparing of HUD -mandated reports and
studies.
6. 1`Schedule
The Al has no specific deadline but is expected to be updated every five years along with the
Consolidated Plan. The RFP provides a tentative schedule for completing the Consolidated
Plan. Our scope and budget assume concurrent preparation of both reports. We have
adequate staff to complete the reports according to this schedule.
Task
Kick-off Meeting
Tentative Timeline
July 2013
Housing and Community Development Needs Survey
September - November 2013
Focused Group Meeting (1)/Community Workshops (2)
October- November 2013
Community Profile (AI)
November- December 2013
Staff Review Draft Al
February 28, 2014
Draft Al
March 14, 2014
Public Review Draft Al
Aril 1, 2014
Adoption Hearing
May 2014
Submittal to HUD
May 2014
107 S. Fair Oaks Avenue, Suite 212 P (626) 304.0440
'Pasadena, CA 91105 F (626) 3040005
n
FY 2014 - FY 2018
of Santa Clarita
For completion of the. Consolidated Plan, Including the Action Plan, we anticipate the following
staff responsibilities:
■ ` Provision of background documents and contact information;
■ Annual NOFA process to solicit and evaluate funding applications;
Logistic arrangements for public meetings;
F Advertising and noticing for public meetings and availability of documents for public
review; and
■ Preparation of staff reports.
We also anticipate working closely with staff to develop priorities and objectives for CDBG-
funded activities.
VTA maintains a staff of full-time and part-time planners to complete our projects. The majority
of the work for the City of Santa Clarita will be performed by our full-time planners at our office in
::Pasadena:
107 S. Fair Oaks Avenue, Suite 212 . P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005
2013 2014
Jul Aug Sep Oct N" Dec an Feb Alar Apr May Jun
KkkOff Maelbg
Man Pelgclpa ton
Needa survey
F=wd CommunSy Workshops
Needs Assessment
Staff Ra,daw Dratt Consolidalad PhNAuiian Plan
Draft Consolldeted PlaNAct on Plan
Publb R.m. Draft Consuketed Pla MActun Plan
30 -Day Public R.v
AdopWn Heating and Submittal to HUD
HUD Appmvel
_
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I
_
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For completion of the. Consolidated Plan, Including the Action Plan, we anticipate the following
staff responsibilities:
■ ` Provision of background documents and contact information;
■ Annual NOFA process to solicit and evaluate funding applications;
Logistic arrangements for public meetings;
F Advertising and noticing for public meetings and availability of documents for public
review; and
■ Preparation of staff reports.
We also anticipate working closely with staff to develop priorities and objectives for CDBG-
funded activities.
VTA maintains a staff of full-time and part-time planners to complete our projects. The majority
of the work for the City of Santa Clarita will be performed by our full-time planners at our office in
::Pasadena:
107 S. Fair Oaks Avenue, Suite 212 . P (626) 304-0440
Pasadena, CA 91105 F (626) 304-0005