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Home My WebLink AboutR-2010-074 36th Year CDBG Stormwater Improvements RESOLUTION NO. 2010-074 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO APPLY FOR THE 36" YEAR COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (2010-11) IN THE APPROXIMATE AMOUNT OF $226,192.00, TO PROVIDE FUNDING FOR STORMWATER IMPROVEMENTS IN CENSUS BLOCK 804.04 TRACT 1 IN THE CITY OF DANIA BEACH; AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE THE APPLICATION; FURTHER, AUTHORIZING THE ACCEPTANCE AND EXECUTION OF THE GRANT AGREEMENT UPON ITS AWARD (AND ANY TIME EXTENSIONS, IF DEEMED NECESSARY); PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH FLORIDA: Section 1. That that certain 36th year application for the Community Development Block Grant Program for the 2010-2011 fiscal year for a Stormwater Improvement Project, located in Census Block 804.04 Tract 1 within the City of Dania Beach in the approximate amount of $226,192.00 between the City of Dania Beach, Florida and Broward County, in substantial form as Exhibit "A", attached, is approved and the appropriate City officials are authorized to execute it, as well as the grant agreement if awarded and any necessary time extensions. Section 2. This grant application reflects no required "matching" funds from the City and therefore will have no budgetary impact to the City's General Fund resources. Section 3. The City Manager is authorized to accept and execute the grant agreement upon its award (and any time extensions, if deemed necessary). Section 4. That the City Manager and City Attorney are authorized to make minor revisions to the application and agreement as are deemed necessary and proper for the best interests of the City. Section 5. That upon award by the County, and execution of an agreement by the City Manager, the Finance Department is authorized and directed to budget and appropriate the use of funds within the City's Grants Special Revenue Fund in a newly created Stormwater Grant Improvement account#103-3801-538-6310. Section 6. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 7. That this Resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED on May 11, 2010. C. K. McELY A MAYOR-COMMISSIONER FIST ATTEST. e LOUISE STILSON, CMC CITY CLERK APPROVED A `JO FO AND CORRECTNESS: THO AS J. ANS RO CITY ATTORNEY i 2 RESOLUTION#2010-074 Proposed Drainage 4 g Li Census Tract 604,04 Block 1 Legew r Eastern a EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC EXHIBIT "A" PROJECT DESCRIPTION Project Name: Westside Storm Water Improvements — Dania Beach Residential LMI/Eligible Target Areas Project Description: This project will make improvements to the storm water system in the on residential streets in Census Block 804.04 Tract 01. The project includes repair to collapsed pipes, drains and catches basins, as well as, installing new piping, drains and catch basins. The City of Dania Beach will use storm water Improvement funds to supplement the project. Fundina Tract Location Total Cost CDBG- 36 Year Tract 804.04 Block 1 $224,253 Dania Beach Storm Tract 804.04 Block $225,000 Water Improvement Fund Total $450 000 EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC CDBG HUD National Objective met by this activity is 570.208(a)(1) Area Benefit. CRF CDBG Eligibility Citation is 570.201 (c) Page 1 of 1 EXHIBIT "B" BUDGET TABLE/COSTS FOR PROJECT amount necessary to complete the project b Each cost category below reflects the proposed ry p p � y funding source(s). City (in- Cost Category 36t' Year kind) Total A. Personnel $ B. Fringe Benefits $ C Travel $ D. Equipment $ E. Supplies $ Contractual F. Services $ G. Construction $2249253 $190,747 $4151000 H. Other $35,000 $ 35,000 I. Total $2241253 $225,747 1 $450,000 EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC i Page 1 of 4 EXHIBIT "B" Continued BUDGET NARRATIVE Fundintz Amount CDBG- 36t Year $224,253 CDGB—35t Year $225,747 Total $450 000 CDBG-36 Funding Source CDBG 36 Year - Funding will come from approved CDGB funds in the amount of $224,253 as administered by the Broward County Housing Finance and Community Development Division Non-CDBG-R Funding- Source(s) (1) City of Dania Beach Funds in the amount of $225,747. Non-CDBG funded sources include in-kind work that may need to be performed by the City's Public Services Department, No additional City staff will be required to carry out this project. Page 2 of 4 EXHIBIT "B" (Cont.) Allowable Cost for U.S. HUD Share of Budget EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC Federal cost principles for rants and contracts with state and local governments are stated in P P 9 OMB Circular A-87, Cost Principles for State and Local Governments. This document is an extensive and somewhat complicated series of principles governing the allowability of various types of costs under federal grants and contracts. General information concerning the cost principles is summarized below: The following types of costs are specifically unallowable: (A) Advertising costs other than those associated with recruitment of personnel and the solicitation of bids for goods and services. (B) Bad debts. (C) Contingencies. (D) Contribution and donations. (E) Entertainment. (F) Fines and penalties. (G) Interest. (H) Losses on other grants or contracts. Most other categories of cost are generally allowable under the cost principles provided the costs are allowable and reasonable. General comments on individual cost elements are listed below: Salary costs are generally allowable provided they are based on actual current salaries adjusted for any anticipated cost-of-living or merit increases during the grant period. Salary costs for unidentified new employees must be consistent with the organization's overall employee compensation structure. The organizational compensation policy should not change as a result of obtaining a federal grant. Fringe Benefit costs such as pay for vacations, holidays, sick leave, employee insurance, and unemployment benefits are allowable to the extent required by law or established organizational policy. Page 3 of 4 EXHIBIT "B" (Cont.) Travel costs consistent with established organizational policy are generally allowable. The difference between first class and coach air fare is specifically unallowable. In the absence of EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC established organizational travel policy, it is a good practice to adopt policies consistent with the federal travel regulations. Equipment costs should be based on the least cost method of acquisition (rent, purchase, lease with option to buy) over the grant period as demonstrated by competitive bidding. Equipment costs are only allowable to the extent the equipment is directly necessary to accomplish the grant. The cost of equipment not fully utilized under the grant must be allocated to other organization costs to assure a fair share distribution. Whenever practical, used equipment should be considered in meeting equipment needs. Material cost directly associated with the project is allowable. Prices must generally be justified through competitive bids except for nominal purchases. Subcontracts must be awarded on a competitive basis except in extraordinary circumstances. The same principles applicable to individual cost principles for grantees are generally applicable cost-reimbursement type subcontracts under grants. Consultant agreements should include a certification by the consultant that the consultant rate is equal to or less than the lowest rate the consultant accepts for comparable work. Additionally the Congress has prohibited the salary component of consultant fees under H.U.D. Grants not to exceed the applicable approved rate schedule. Construction costs include construction of new buildings, structures, or other real property as well as alteration or repair of existing structures. Construction costs should be supported by detailed cost estimates and competitive bidding. Consult with the Housing Finance and Community Development Compliance Officer on applicability of the Davis-Bacon Wage determination to this project. Other costs include all types of direct costs not specified above. Normally, such costs include space, telephone, utilities, printing, and other basic operating expenses. Leverage is that which the municipality or non-profit organization brings to the project. It may be in the form of services or contributed operating expenses (in-kind contributions) or cash support from the organization itself or from other sources. Page 4 of 4 Exhibit "C" Project Schedule/Timeline Table EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC The table below lists the main work tasks required to complete project objectives before the term of the agreement expires. Work Task Start-Up Date Date of Completion Creation of Bid Package October 1,2010 December 1, 2010 Award of Bid February 1, 2011 Start of Construction April 1, 2011 November 30, 2011 Project Completion December30, 2011 Page 1 of 1 EXHIBIT "D" MONTHLY PROGRESS REPORT EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC Reporting Period: Date Report Prepared: A. Project Information: Agency Name City of Dania Beach Person Preparing the Report Robert Daniels Job Title Director, Community Development Signature Solar Street Lighting—Dania Beach Residential LMI/Eligible Project Name Target Areas Project Start-Up Date 12/30/09 Project Completion.Date 06/30/10 Amended Completion Date N.A. (if applicable) B.1 Project Cost Funds Expended to Date Percentage Total Project $450,000 $ % CDBG—36 Year $2243253 Other Funding $225,747 $ % (specify source below) *Non-CDBG funded sources include in-kind work that may need to be performed by the City's Public Services Department, which include tree trimming and tree removal for street lighting. No additional City staff will be required to carry out this project. B.2 Declaration of Agency Budget Changes Program Income: N.A. This project will not require any agency budget changes Source of Program Income: Page 1 of 7 EXHIBIT "D" (Cont.) B.3 Other Grant Awards Date(s): Dollar Amount(s): EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC Funding Source(s):_ Funding Contract Person(s): BA Describe attempts to secure additional funding: N.A. B.5 Percent of Project completed to date: % B.6 Anticipated Changes in Staffing: 1. Office Hours: N.A. 2. Resignations: N.A. 3. Part-time or Full-time Employee(s): CA Brief Project Description & Project Location (if applicable, include homeowner's name and address, general scope of work performed, and associated expenses): C. 2. Describe specific work tasks &status completed this month: Work Tasks Status (i.e., underway, completed) Page 2 of 7 EXHIBIT "D" (Cont.) C.3. Describe success or problems encountered with the project: EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC NOTE: It is not anticipated that the monthly report will reflect problems with the project. This project will be the expansion of an existing solar street lighting project and as such will not require additional permitting. The City has installed over 201 solar powered street lights and both the installation and operation have gone forward without problems for the past two years. CA. Anticipated problems or concerns with project. Please identify technical assistance needed and/or requested from Housing Finance and Community Development staff. NOTE: It is not anticipated that the monthly report will reflect a need for technical assistance because of the City's experience with its current street lighting problem. C.5. Anticipated advertisements and/or other contractual services. If so, has the Housing Finance and Community Development staff been advised and appropriate steps taken to assure compliance? NOTE: It is not anticipated that the monthly report will reflect a need for additional advertisement or contractual services. This project will be the expansion of an existing solar street lighting project and will be implemented through the extension of an existing contract. C.6. If applicable, please complete the following Direct Benefit Report Form on all program participants. N.A. Page 3 of 7 EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC Exhibit"D" (C.6—Cont.) Indicate persons or households. Only unduplicated Total number Total number counts should be given served served This Month ear to date Hispanic Non-Hispanic 1. Total 11. White 12. Black/African American 13. Asian 14. American Indian/Alaskan Native 15. Native Hawaiian or other Pacific Islander 16. American Indian/Alaskan Native&White 17. Asian &White 18. Black/African American &White 19. American Indian/Alaskan Native& Black/African American 20. Other Multi-Racial 2. Tota I Very Low Income <30%of area median Low Income <50% of area median Moderate Income <80% of area median Non-Low Moderate Income *income levels must equal persons benefiting 3. Total Households Persons Homeless Female Head of Household Disabled Persons Assisted Elderly Persons Assisted Census Tract served 4of7 EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC Exhibit"D" JC.6—Cont.) Applicable if implementing one of the following activities Public Services / Public Facilities and Improvements Total number Total number this quarter ear to date Number that have new access to this service or benefit Number that have improved access to this service or benefit Number that receive a service or benefit that is no longer substandard 1. Total Number that have new access to this type of public facility or infrastructure improvement Number that have improved access to this type of public facility or infrastructure improvement Number served by public facility or infrastructure that is no longer substandard 2. Total Number of bed created in overnight shelter or other emergency housing 3. Total 5 of 7 EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC Exhibit"D" (C.6—Cont.) Applicable if implementing one of the following activities Housing and Economic Development Data Total number Total number this uarter year to date Occupied by elderly Units moved from sub-standard to standard (HQS or local code) Units qualified as Energy Star Units made accessible Units brought into compliance with lead safety rules (24 CFR Part 35) 1. Total Number received housing counseling Number downpayment assistance/closing costs 2. Total Number of new businesses assisted Number of existing business assisted Number of existing businesses expanding Number of existing businesses relocating Number of businesses assisted with commercial fagade treatment/ business building rehab Number of businesses assisted that provide goods or services to meet the needs of a service area, neighborhood or community Women owned business 3. Total *DUNS number required for each business Page 6 of 7 EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC EXHIBIT "D" (Cont.) D. Program Objectives * Work Tasks Projected Monthly Progress Supporting Yearly Total / Progress Yr-To-Date Documentation Performance Preparation of bid package 1 RFP Bid award 1 Resolution/contract etc. AIA forms, monthly Construction 100% progress reports, billings etc. Final reports, Lein Project Completion 100% releases, final billing and close-out documentation * Please list Work Tasks as listed in the agreement's Exhibit"C" (Project Schedule/Timeline Table). Page 7 of 7 EXHIBITS FOR CDBG-R Grant AGREEMENT.DOC EXHIBIT "E" Municipal Subgrantees SUBGRANTEE'S REQUEST FOR PAYMENT Community Development Block Grant (CDBG-R) Program Year Funding Contract Period to 1. Project Name: 2. Organization: -Telephone Number: 3. Billing Number: 4. Billing Period Covered: 5. % of Total Contract, Expended thru this Billin Total Expenditures Expenditures Total Expenditures 6. Cost Categories Up to Last Billing This Billing To Date A. Project Costs Salary& Fringes Contractual Construction Other Project Costs Total Expenditures Funds Obligated: (By Funding Agreement) Balance B. In-kind Page 1 of 2 EXHIBITS FOR 34tn(Fv2008-2009) CDBG-R YR AGREEMENTS.DOC Request for Payment continued 7. Detail of Request for Payment(Attach copies of Invoices, Other Applicable Documentation Invoice# Vendor Name If Applicable) Description of Service Amount Total Request for Reimbursement $ 8. Certification: I certify that items 1 — 7 of this billing are correct an just and are based upon obligation(s) of record for the project; that the work and services are in accordance with the Broward County approved agreement including any amendments thereto; and that the progress of the work and services under the project agreement are satisfactory and are consistent with the amount billed. 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