1324 CDBG CPH Work Order 330COMMUNITY IMPROVEMENT
COMMUNITY DEVELOPMENT BLOCK GRANT
TRANSMITTAL MEMORANDUM
To: City Clerk
RE: Request for Services
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The item(s) noted below is /are attached and forwarded to your office for the following action(s):
Development Order
Final Plat (original mylars)
Letter of Credit
Maintenance Bond
Ordinance
Performance Bond
Resolution
Mayor's signature
, Recording
Rendering
Safe keeping (Vault)
Once completed, please:
❑ Return original
❑ Return copy
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Special Instructions:
Please advise if you have any questions regarding the above.
Thank you!
From
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TADept_forms \City Clerk Transmittal Memo - 2009.doc
EXHIBIT A -1
WORK ORDER FORM applicable to Contracts which are less than $50,000
Work Order Number: 330
CITY OF SANFORD, FLORIDA
Master Agreement/Contract Number: Q1 11306.116R01 Dated: November 13, 2006
Contract/Project Title: Consultant/Advisory Services -City of Sanford's Community Development Block Grant Program
Solicitation No: RFQ 05/06 -15 Sanford Project No: Purchase Order No: 032045
Consultant/Contractor: CPH Engineers, Inc.
Consultant/Contractor's Business Address: P.O. Box 2808, Sanford, Florida 32772
Phone Number: 407 - 322 -6841 Fax Number: 407 - 330 -0639 E -Mail Address:
ATTACHMENTS TO THIS WORK ORDER: METHOD OF COMPENSATION:
[ ] DRAWINGS /PLANS /SPECIFICATIONS [X] FIXED FEE BASIS
[X] SCOPE OF SERVICES [ ] TIME BASIS - NOT -TO- EXCEED AMOUNT
[ ] SPECIAL CONDITIONS [ ] TIME BASIS - LIMITATION OF FUNDS
[ ] PURCHASE ORDER (REQUIRED) [ ] UNIT PRICE BASIS - NOT -TO- EXCEED AMOUNT
TIME FOR COMPLETION: The services were provided by the CONSULTANT /CONTRACTOR as directed by
the City of Sanford under Purchase Order Number 032045 and all work was completed by the
CONSULTANTS /CONTRACTOR within the time frame of one hundred ten (110) days as was required by the
City of Sanford.
Work Order Amount: Thirty one thousand five hundred Dollars ( $ 31,500.00
NOTE: The total dollars (cumulatively) associated with this Work Order including future
change orders shall not exceed $50,000 without City Commission Approval.
IN WITNESS WHEREOF, the parties hereto have made and executed this Work Order on the respective dates
under each signature by and through its duly authorized corporate officer having the full and complete authority to execute
same.
By
Linda M. Gardner
Corporate Secretary or Witness
Date: 7 -29 -10
WITNESS:
Signature
Printed Name and Title
sanpur 111908 -WO -Mod 1 010809
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CONSULTANT /CONTRACTOR:
Corporat6 President (Signature)
David A. Gierach. President
Corporate President (Print Name and Title)
Date: 7-29-10
CITY OF SANFORD
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Print Name and Tl e
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WORK ORDER
TERMS AND CONDITIONS
Execution of this Work Order by the CITY shall serve as authorization for the CONSULTANT /CONTRACTOR to
provide goods and /or services for the above project as set out in the Scope of Services which is attached as Exhibit "A,"
as well as all other exhibits attached to that certain Agreement cited on the face of this Work Order all of which are
incorporated herein by reference as if they had been set out in its entirety and as further delineated in the specifications,
conditions and requirements stated in the listed documents which are attached hereto and made a part hereof. The
CONSULTANT /CONTRACTOR shall provide said goods and /or services pursuant to this Work Order, its attachments
and the above - referenced Agreement and its exhibits. If this Work Order conflicts with said Agreement or exhibits, the
Agreement and exhibits shall prevail.
TERM: This Work Order shall take effect on the date of its execution by the CITY and expires upon final delivery,
inspection, acceptance and payment unless terminated earlier in accordance with the Termination provisions herein.
METHOD OF COMPENSATION:
(i) FIXED FEE BASIS. If the compensation is based on a "Fixed Fee Basis," then the
CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the Fixed Fee
Amount indicated as the Work Order Amount. The fixed feel is an all- inclusive Firm Fixed Price binding the
CONSULTANT /CONTRACTOR to complete the work for the Fixed Fee Amount regardless of the costs
of performance. In no event shall the CONSULTANT /CONTRACTOR be paid more than the Fixed Fee
Amount.
(ii) TIME BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Time Basis Method"
with a Not -to- Exceed Amount, then the CONSULTANT /CONTRACTOR shall perform all work required
by this Work Order for a sum not exceeding the amount indicated as the Work Order Amount. In no event
is the CONSULTANT /CONTRACTOR authorized to incur expenses exceeding the Not -To- Exceed
Amount without the express written consent of the CITY. Such consent will normally be in the form of an
amendment to this Work Order. The CONS U LTANT/CONTRACTOR's compensation shall be based on
the actual work required by this Work Order and the Labor Hour Rates established in the Master
Agreement.
(iii) TIME BASIS WITH A LIMITATION OF FUNDS AMOUNT. If the compensation is based on a "Time Basis
Method" with a Limitation of Funds Amount, then the amount identified as the Work Order Amount
becomes the Limitation of Funds amount which shall not be exceeded without prior written approval of the
CITY. Such approval, if given by the CITY, will indicate a new Limitation of Funds amount. The
CONSULTANT /CONTRACTOR shall advise the CITY whenever the CONSULTANT /CONTRACTOR
has incurred expenses on this Work Order that equals or exceeds eighty percent (80 %) of the Limitation of
Funds amount. The CONS U LTANT/CONTRACTOR's compensation shall be based on the actual work
required by this Work Order and the Labor Hour Rates established in the Master Agreement.
(iv) UNIT PRICE BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Unit Price
Basis," then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the
amount resulting from computing the quantity(ies) of defined units and agreed upon unit pricing to establish
amount of CONTRACTOR'S compensation. All adjustments to quantities shall be approved by the Project
Manager. Prior written approval by the City is required to adjust the not to exceed amount.
The CITY shall make payment to the CONSULTANT /CONTRACTOR in strict accordance with the payment terms
of the above - referenced Agreement.
It is expressly understood by the CONSULTANT /CONTRACTOR that this Work Order, until executed by the
CITY, does not authorize the performance of any services by the CONSULTANT /CONTRACTOR and that the CITY,
prior to its execution of the Work Order, reserves the right to authorize a party other than the
CONSULTANT /CONTRACTOR to perform the services called for under this Work Order if it is determined that to do
so is in the best interest of the CITY.
The CONSULTANT /CONTRACTOR shall execute this Work Order first and the CITY second. This Work
Order becomes effective and binding upon execution by the CITY and not until then. A copy of this executed Work Order
along with a Purchase Order will be forwarded to the CONSULTANT /CONTRACTOR at the completion of that action.
It is noted that the Purchase Order Number must be indicated on all invoices germane to the Work Order.
sanpur 111908 -WO -Mod 1 010809
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I ,'
500 West Fulton Street
Sanford, Florida 32771
P.O. Box 2808
Sanford, Florida 32772 -2808
SCOPE OF SERVICES Phone: 407322.6841
Fax: 407330.0639
CONSULTANT /ADVISORY SERVICES www.cphengineers.com
CITY OF SANFORD'S COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
CITY OF SANFORD, FL
BASIC SERVICES OF THE CONSULTANT
The CONSULTANT agrees to perform professional Consultant/Advisory services in connection
with the project as hereinafter stated. The proposed scope of services for the City of Sanford's
Community Development Block Grant Program:
• 5 year Consolidated Plan (Strategic Planning Document) 2010 -2014
1St year Action Plan 2010/2011
• Citizen Participation Plan
• Anti - displacement & Relocation Assistance Plan
• Attendance at meetings /with City Commission and staff as required
The Consolidated Plan identifies community development needs and appropriate strategjes to
address and prioritize identified needs. The plan consists of the following components:
• An assessment of the City's housing and community development needs and market
conditions
• A strategy that establishes priorities for addressing the identified housing and community
development needs
• A one -year Action Plan that outlines the intended use of resources
The Consolidated Plan focuses on the proposed uses of the federal Community Development
Block Grant (CDBG) Program for the 2010 -2014 planning period.
CDBG has a primary objective of developing viable urban communities by proving decent
housing, a suitable living environment, and economic opportunities, principally for persons of
low and moderate income. Funds can be used for a wide array of activities, including but not
limited to such activities as housing rehabilitation, capital improvements, lead -based paint
detection and removal, construction or rehabilitation of public facilities, public services, etc.
The Consolidated Plan is developed to assist residents of Sanford, particularly those of lower
and moderate incomes or with special housing and supportive service needs. The plan reflects
the issues and concerns of city residents. An extensive community outreach program will be
Engineers • Surveyors • Architects (AA26000926) • Planners • Landscape Architects • Environmental Scientists • Construction Management • Design /Build
SCOPE OF SERVICES
City of Sanford
Community Development Block Grant Program
Consolidated Plan Preparation and Submittal
March 9, 2010
conducted in the development of this Consolidated Plan to ensure the plan responds to
community needs. The outreach efforts will include:
Consultant Staff and City staff participating in community meetings to solicit information
on community needs and to explain the Consolidated Plan process.
Housing and community development needs survey will be developed in English and
Spanish, and will be circulated at community meetings.
Focus group meetings will be conducted with agencies providing services to the
homeless, youth, seniors, disabled and other special needs populations.
Annual Plan requirements: The annual Action Plan for fiscal year 2010 -2011 marks the first year
of the 2010 -2014 City of Sanford Consolidated Plan period. This plan will be prepared as a
one -year document to state the goals, strategies, and proposed activities, which the City will
implement during the 2010 -2011 grant year. It will also discuss Federal, State and local funding
sources that will be used during the year to accomplish these goals within the community.
The Action Plan focuses on specific community development needs listed in the five -year
Consolidated Plan. Each year the City of Sanford will implement activities that will improve the
quality of life for City residents. Within cities, community development funding is customarily
allocated primarily among capital improvements, housing activities, and public services. When
possible, cities also seek out additional federal, state, and local funds to meet these needs.
CDBG funding is an important tool for addressing community development needs. It is different
from other funding sources in that it can be allocated to a wide range of activities such as
neighborhood park development; sewer, road and other infrastructure improvements;
community centers; and other needed public services for low- income persons, as identified by
community residents and agencies.
The Citizen Participation Plan will be the first document developed which gives guidance for all
subsequent public hearings and participation.
The Anti - displacement and Relocation Plan will be developed in conjunction with the
aforementioned documents.
Deliverables shall be prepared, in the format necessary for submittal to the Department of
Housing and Urban Development, as well as assist in transmitting the documents.
500 West Fulton Street
Sanford, Florida 32771
SCHEDULE P.O. Box 2808
DEVELOPMENT OF THE CITY OF SANFORD Sanford, Florida 32772 -2808
PROGRAM YEARS 2010 -2014 FIVE -YEAR CONSOLIDATED PLAN Phone: 407.322.6841
Fax: 407.330.0639
PROGRAM YEAR 2010 -2011 ANNUAL ACTION PLAN (1ST YEAR OF 5YEARS)
www.cphengineers.com
Date
Task
April
Meet with City Officials and/or Staff who will have involvement in the city administrative
p rocess of the development and subsequent submittal of the Plans.
April
Develop outline of Citizen Participation Plan
April
Collecting data/statistics necessary for Plan & Project development
4/30
Completion of Citizen Participation Plan
May
Continue Plan development/begin work on Anti-displacement & Relocation Plan
5/16
j Advertise (Sanford Herald) the 5/24 Public Hearin
5/30
Completion of Anti - displacement & Relocation Plan
May
Continue work on statistical budget analysis, and plan development
6/3
Facilitate Public Hearing for Citizen in -put on community needs (distribute and collect
surveys) City Hall Commission Chambers 7:00 PM
June
Executive summary & narrative outline
7/2
Finalize Budgets & Project Development and perfonnance measures
7/4
Advertise (Sanford Herald) the 7/19 Public Hearing and that 30 day comment period begins
7/6
7/6
30 day comment period begins at 8:00 AM for comments on draft Plans
7/19
2" d Public Hearing for comments on draft Plans City Hall Commission Chambers 7:00 PM
8/4
30 Day Comment periods at 5:00 PM
8/5
Finalize all Plan data and add any comments received
8/9
City Commission Meeting at City Hall for Commission to approve submittal of Plans to HUD
(Authority for Mayor to execute all agreement, forms, etc. necessary to secure CDBG grant
funds. Authority also includes the Mayor executing and submitting FONSI /RROF)
8/11
Submit Plans to HUD (Due in Jacksonville 8/13) FED EX, UPS, DHL, etc.
igineers • Surveyors • Architects (AA26000926) • Planners • Landscape Architects • Environmental Scientists • Construction Management - DesignlBuild