Report Prepared by: Mark E. Hamilton, Housing Program Supervisor, Housing Division, Development Services Department
Title
SUBJECT: Consider Approving an Interdepartmental Cooperative Agreement for Fiscal Year 2016/17 Between the Engineering Division and Housing Division in the Amount of $133,410
REPORT IN BRIEF
Consider approving an Interdepartmental Cooperative Agreement not to exceed $133,410 between the City’s Engineering Division and Housing Division regarding use of the Community Development Block Grant from Fiscal Year 2016/17 for construction of ADA compliant ramps.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving an agreement as identified in the 2016 Department of Housing and Urban Development (HUD) Annual Plan with Community Development Block Grant (CDBG) funds from the 2016/17 Fiscal Year per previous City Council recommendation; and,
B. Approving an Interdepartmental Cooperative Agreement between the City’s Engineering and Housing divisions, both of which are under the City’s Department of Development Services Department in the amount not to exceed $133,410 as identified in the 2016 Department of Housing and Urban Development (HUD) Annual Plan with Community Development Block Grant (CDBG) funds from the 2016/17 Fiscal Year; and,
C. Authorizing the respective City division Department Heads to execute and, if necessary make minor modifications to the Interdepartmental Agreement described above and as attached to this report and all associated documents; and,
D. Authorizing a transfer from Fund 018-Housing to Fund 450 Streets and Signals CIP in the amount of $133,410 and appropriating the same to Account 450-1104-637-65-00 Project #117007.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to modifications (identify specific changes to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items (to be addressed in the motion); or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Section 200 of the City of Merced Municipal Code, City of Merced 2016 HUD Annual Plan and Title 24 of the Code of Federal Regulations, Part 570 (the U.S. Housing and Urban Development regulations concerning CDBG, including Subpart K of these regulations).
CITY COUNCIL PRIORITIES
As provided for in the 2016-17 Adopted Budget.
DISCUSSION
Staff is requesting the City Council consider approving an Interdepartmental Cooperative Agreement (Attachment 1) between the City’s Engineering and Housing Divisions (both of which are within the Department of Development Services) for the ‘CDBG South Merced Sidewalks FY 2016/17” project. The 2016 HUD Annual Action Plan identified and budgeted $133,410 for this activity, which will be overseen by the Engineering Division. Housing staff will work with the Engineering Division to ensure the activities are carried out per the Housing and Urban Development (HUD) program guidelines.
The project and the amount requested were previously discussed by Council in April 2016. The project was considered and included as part of the City’s 2016 Department of Housing and Urban Development (HUD) Action Plan. After the discussion, this project was selected and incorporated into the approved 2016 HUD Annual Action Plan.
The concept of an Interdepartmental Cooperative Agreement came from HUD's monitoring of the City's Housing program in 2013. During the review, HUD noticed that only external organizations had agreements in place. As a follow-up, the Agency recommended that all organizations and City departments using HUD funds should have an agreement in place to ensure compliance with HUD's regulations.
With the approval of this agreement, Community Development Block Grant funds will be invested into the community as an improvement to infrastructure. The project proposes to repair 12 sidewalk curb cuts located in South Merced. The project is planned to be carried out and completed prior to June 30, 2018. Housing will reimburse applicable project costs upon submittal of an invoice and a report describing the activities' progress.
Engineering Staff is proposing to combine this project with the N Street - Childs to 8th Street project (CIP 117041) in an effort to save overall project costs. Some of the savings will result in a reduction to the plans and specifications drafted by the Engineering Division, reducing the number of bid packages released, coordinating project resources, and a reduction of staff field time. Additionally, by combining these projects, the bid package would be more enticing to a wider range of contractors.
Upon receipt of progress reports and conclusion of the activity, information gathered will be included in the City’s Consolidated Annual Performance and Evaluation Report (CAPER) that is completed for HUD at the end of the Fiscal Year. The CAPER is a report HUD requires each participating jurisdiction complete and submit at the conclusion of the previous fiscal year outlying the accomplishments of each activity.
IMPACT ON CITY RESOURCES
No appropriation of general funds is needed.
Transferring $133,410 from Fund 018-Housing (CDBG) to Fund 450 Streets and Signals CIP and appropriating the same to Account 450-1104-637-65- 00 Project #117007.
ATTACHMENTS
1. Interdepartmental Cooperative Agreement - Sidewalk Repair - FY16-17
2. N Street and CDBG Projects