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HomeMy WebLinkAbout2009 CON Environmental Health Coalition - Amendment Healthy Homes Inspections HUD GrantAMENDMENT TO THE AGREEMENT BY AND BETWEEN THE CITY OF NATIONAL CITY AND ENVIRONMENTAL HEALTH COALITION THIS AMENDMENT modifies the AGREEMENT (the `'AGREEMENT") previously entered into on the 15th day of November 2005, by and between the CITY OF NATIONAL CITY, a municipal corporation (the "CITY"), and the Environmental Health Coalition, a California nonprofit corporation (the "CONTRACTOR"). Modifications to the AGREEMENT include a revised Scope of Services (Exhibit A) a revised Base Budget (Exhibit B) and a revised Length of Agreement (Exhibit C). This AMENDMENT changes the not -to -exceed original contract amount from S 189,258.31 to $377,317.31. In accordance with the above, the AGREEMENT is amended by amending Exhibit "A"(Scope of Services), Exhibit B (Base Budget) and Exhibit "C" (Length of Agreement) to provide vas follows: EXHIBIT A ENVIRONMENTAL HEALTH COALITION SCOPE OF SERVICES FOR HEALTHY HOMES DEMONSTRATION PROJECT (EXTENSION TERM) During the contract extension term (November 1, 2008-October 31. 2009), as specified in Exhibit C, the following general performance goals should be met in relation to work previously completed and in coordination with the benchmarks established. The overall goal for the program is 300 completed units, down from 480, including all applications, environmental testing and assessments, documentation, and quality assurance sampling and review. A target number of up to 175 units may need service to augment the 160 units being processed for intervention and completion from prior activities. Outreach and educational contacts to assist in generating the additional units will number 500 for the extension term and will be supported by seven events and attendance at other community endeavors. The specific tasks that EHC will perform to assist the HH team in achieving these goals include the following: A. Outreach and Education — Environmental Health Coalition (EHC) 1.) Participate in key community events marketing the Healthy Homes program 2.) Provide presentations to schools, health care providers, landlords and local neighborhood groups. 3.) Coordinate a workshop in the fall of 2008 for previously identified participants and landlords to provide them with incentives and information about the various facets of the Healthy Homes Program. 4.) Contact list of landlords/owners of units previously identified via "drive -by" screenings to recruit into participating in the Healthy Homes Program. B. Case Management — EHC 1.) Preparation and maintenance of all case files 2.) Make the Case Files and make sure blank forms are in the case files prior to each inspection. 3. Updating and Maintaining the Healthy Homes Program database 4.) Completing the HUD income calculator and inserting the document into each case file 5.) Completing the Score Criteria Form and ensuring a copy is maintained in the case file. C. Coordination/Collaboration w/the Property Managers - EHC and City of National Citv(NC) 1.) Upon Agreement from the property owners of the Multi -Family Complexes; collaboration with the property managers will be initiated to recruit the tenants of the complex into the Healthy Homes Program 2.) The Property Manager will be provided an in-depth HH Program Overview 3.) Interested tenants will be scheduled by the property manager and/or EHC for their first in - home environmental assessments D. Initial In -Home Environmental Assessments/Inspections - American Lung Association (ALA) or EHC 1.) During the 1st Visit the tenant will be provided with a program overview and will be given a copy of the "next steps" handout including the educational folder and Healthy Homes Cleaning Bucket 2.) The intake program application will be completed with the participant by ALAC or EHC 3.) The purpose of collecting income verification will be explained to the participant and obtained during this 1st Visit 4.) A HH Survey Tool/Questionnaire (aka in -home environmental assessment (EA) tool) will be administered by ALAC or EHC. 5.) Upon completion of HH Survey Tool; ALAC or EHC will complete the EA Action Plan and copy will be given to the participant 6.) Completion of the asthmatic verification form will be completed (as applicable) to document participant eligibility for mattress covers, pillow cases, and possibility a HEPA vacuum cleaner E. Roach Sampling and Sampling Results - EHC 1.) Coordination of the setting of the roach traps in the units 2.) Four (4) Roach Traps will be set in each unit: two in the bathroom (under bathroom sink and near the toilet), and two in the Kitchen (under the kitchen sink and near or behind the refrigerator) or as deemed appropriate by each participant 2.) Roach results follow-up calls with the participants will be made by the housing assistants 3-5 days later to obtain roach counts from the participants. 3.) The results (counts) of the roach sampling will be noted on the Roach Report by the housing assistants. 4.) A copy of the Roach Reports will be maintained in each case file and the results will be entered in the database. 5.) Units with roaches ranging form low - high levels will be referred to the Pest Control Company. 6.) A copy of the roach report will be provided to Pest Control Company for IPM follow up. 7.) The HH Program Coordinators will work with the Pest Control Company to determine and develop the most appropriate "IPM Plan" for each particular complex 6.) Once the IPM Plan is developed property owners, property managers, maintenance staff and the tenants will be provided training on the proposed IPM Plan. F. At (or before) the Second (90 Day) HH In -Home Environmental Education Visit - ALAC or EHC 1.) During the 2nd Visit provide the participant with the following: Summary of the Building Inspection Report A copy of the Sampling Results Report which includes: a. Summary of Lead Testing Results b. Summary of Mold & Moisture Results c. Summary of CO2 Results 2.) Follow-up (reinforcement education) on the items checked on the HH Environmental Action Plan 3.) Education on how to prepare a Fire Evacuation Plan 4.) Education on the IPM Plan and IPM Methods and provide the participant with their food storage containers. 5.) Provide referrals/information on available Medical Resources and Social Services available to the participant in the Community. 6.) Gather any missing data needed from the initial process such as income verification, etc. 7.) If the Participant is eligible for asthma supplies provide the following: a. mattress cover(s), b. pillow case(s), and c. Possibility a HEPA vacuum cleaner if unit has carpeting H. Quality Assurance/Ouality Control (by ALA or EHC) 1.) After intervention services are completed, conduct quality assurance interviews/reviews using a Quality Assurance/Quality Control tool (in development) to perform a Healthy Homes Program benefit analysis. EXHIBIT B ENVIRONMENTAL HEALTH COALITION BASE BUDGET FOR HEALTHY HOMES DEMONSTRATION PROJECT (BASED ON 12 MONTH EXTENSION TERM) Personnel Salary Fringe Total Campaign Director (.3FTE) $17,983 $ 4,791 S 22,774 Project Coordinator (.9FTE) S37,974 $10,300 $ 48,274 Project Associate(.9FTE) $32,760 S 8,863 $ 41,623 Total Personnel $88,717 S23,954 $112,670 Non -Personnel Travel (local) $ 840 Travel (out of SD County) S 1.300 Supplies (office & project) S 6.500 Promotora I1 (stipends @ 50% time for 2 positions) S 19,829 Promotora I (stipends 12.5% time for 2 positions) $ 4,957 Rent $ 9,150 Telephone $ 718 Utilities S 600 Total non -personnel S 43,894 Indirect Expenses $ 31,495 Total Budget $ 188,059 Base Budget Monthly Expense Average $ 15,672 EXHIBIT C ENVIRONMENTAL HEALTH COALITION TERM OF AGREEMENT FOR HEALTHY HOMES DEMONSTRATION PROJECT (EXTENSION TERM) The original term of this agreement was November 15, 2005 to October 31, 2008. The term for the agreement extension, based on the terms of the National City Healthy Homes Demonstration Project HUD amendment, will be November 1, 2008 to April 30, 2009. If HUD believes that the project is moving forward to its satisfaction, as stated in the terms of the HUD amendment, the term will be extended until October 31, 2009. Acknowledgement is given here to the good faith actions beginning on November 1, 2008 prior to the execution date of this agreement by the Environmental Health Coalition to assist with the goals of the Healthy Homes Demonstration Project, the City of National City and HUD based on the revised Scope of Work and Base Budget considerations stated herein. With the foregoing exceptions, each and every provision of the Agreement dated November 15, 2005 shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on February 3, 2009 , retroactive to November 1, 2008. CITY OF NATIONAL CITY By: ENVIRONMENTAL HEALTH COALITION (Corporation — signatures of two corporate officers) (Partnership — one signature) (Sole ••rietorship — one signature) By: on Morrison, Mayor (Name) APPROVED AS TO FORM: By: George H. Eiser, III City Attorney , t,,c -cam•-z (Title) (Title) AGORD CERTIFICATE OF LIABILITY INSURANCE OP ID SD ENVIRO2 DATE (MMIDD/YYYY) 07/18/08 PRODUCER Wateridge Insurance Services 10717 Sorrento Valley Rd. San Diego CA 92121 Phone:858-452-2200 Fax:858-452-6004 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # INSURED Environmental Health oalition 401 Mile of Cars Way ff310 National City CA 9195 INSURER A North American Elite Ina. Co. INSURER B: INSURER C INSURER D INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR yiDD'y LTR INSRq TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MM/DD/YY) POLICY EXPIRATION DATE (MM/DD/YY) LIMITS A X GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY 200801687 05/13/08 05/13/09 EACH OCCURRENCE 51,000,000 X . PREMISES(EatNIEu occurence) 5100,000 CLAIMS MADE X OCCUR MED EXP (Any one person) 510,000 PERSONAL & ADV INJURY 51,000 000 GENERAL AGGREGATE $2,000,000 GEN'L _—] AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $2,000,000 POLICY 1-1JE� I I LOC A AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON -OWNED AUTOS 200801687 05/13/08 05/13/09 (EaM ideMD NGLE LIMIT $1,000,OOO BODILY INJURY (Per person) $ X BODILY INJURY (Per accident) $ X PROPERTY DAMAGE (Per accident) S GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR CLAIMS MADE AGGREGATE $ DEDUCTIBLE RETENTION $ S $ $ Ivo! KERB COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? If yes, describe under SPECIAL PROVISIONS below SI MITS I OIH- TORV ER OR LIMITS E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E L. DISEASE - POLICY LIMIT $ A OTHER Bus Personal Prop CWB000063306 05/13/08 05/13/09 BPP 207,842 DESCRIPTION OF OPERATIONS 1 LOCATIONS 1 VEHICLES 1 EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS *EXCEPT 10-DAYS NOTICE OF CANCELLATION FOR NON-PAYMENT OF PREMIUM. CITY OF NATIONAL CITY IS NAMED AS ADDITIONAL INSURED WITH RESPECT TO GENERAL LIABILITY PER CG2026 7/04. RE: OPERATIONS PERFORMED BY OR ON BEHALF OF THE NAMED INSURED. CERTIFICATE HOLDER CANCELLATION NCCITY1 CITY OF NATIONAL CITY RISK MANAGER 1243 NATIONAL CITY BLVD NATIONAL CITY CA 91950-4397 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 * DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTA ACORD 25 (2001108) © ACORD CORPORATION 1988 RESOLUTION NO. 2009 — 20 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE AN AMENDMENT TO THE AGREEMENT WITH THE ENVIRONMENTAL HEALTH COALITION IN THE NOT TO EXCEED AMOUNT OF $377,317 TO PERFORM ENVIRONMENTAL AND ASTHMA EDUCATIONAL SERVICES FOR ONE YEAR IN CONJUNCTION WITH THE HUD HEALTHY HOMES DEMONSTRATION PROJECT WHEREAS, the City desires to continue its relationship with the Environmental Health Coalition to provide outreach, administrative and educational services for the HUD Healthy Homes Demonstration Project; and WHEREAS, the City has determined that the Environmental Health Coalition has satisfactorily complied with the terms of the original agreement dated November 15, 2005, and is willing to continue performing such services during the extension period from November 1, 2008 through October 31, 2009, for the HUD Healthy Homes Demonstration Project for the not to exceed amount of $377,317, which supports the original contract term and any and all additional length of service as specified in the HUD Grant Amendment. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute an Amendment to the original Agreement dated November 15, 2005, with the Environmental Health Coalition to provide environmental and asthma educational services from November 1, 2008 through October 31, 2009, for the HUD Healthy Homes Demonstration Project for the not to exceed amount of $377,317, of which $189,258 will come from HUD grant funds, which covers the original contract term and any additional length of service as specified in the HUD Grant Amendment. Said Amendment to Agreement is on file in the office of the City Clerk. PASSED and ADOPTED this 3rd day of Februa 009. ATTEST: ya.44,,ikal � Miaelaity Clerk • APPROVED AS TO FORM: George H. Eiser, III City Attorney / on Morrison, Mayor Passed and adopted by the Council of the City of National City, California, on February 3, 2009 by the following vote, to -wit: Ayes: Councilmembers Morrison, Parra, Sotelo-Solis, Van Deventer, Zarate. Nays: None. Absent: None. Abstain: None. AUTHENTICATED BY: RON MORRISON Mayor of the City of National City, California N C erk of the i of� City ty ational City, California By: Deputy I HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTION NO. 2009-20 of the City of National City, California, passed and adopted by the Council of said City on February 3, 2009. City Clerk of the City of National City, California By: Deputy City of National City, California COUNCIL AGENDA STATEMENT MEETING DATE February 3, 2009 AGENDA ITEM NO. 6 ITEM TITLE RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE AN AMENDED AGREEMENT WITH THE ENVIRONMENTAL HEALTH COALITION TO PERFORM OUTREACH AND EDUCATION SERVICES DURING THE EXTENDED AGREEMENT PERIOD FROM NOVEMBER 1, 2008 TO OCTOBER 31, 2009 AS GRANTED BY HUD TO THE CITY FOR THE HEALTHY HOMES DEMONSTRATION PROJECT. ADDITIONAL FUNDS FROM THE TAX INCREMENT FUND OF $188,059 WILL BE REQUIRED. PREPARED BY Jim Ridley (ext. 4266) DEPARTMENT EXPLANATION On November 1, 2005 the City of National City was awarded $996,495 in grant funds from the U.S. Department of Housing and Urban Development (HUD), Office of Healthy Homes and Lead Hazard Control to perform Healthy Homes Inspections in the area west of 1-805. The Healthy Homes Inspection includes: a structural housing inspection, an environmental hazards assessment, and testing/sampling for mold and moisture, lead, carbon monoxide, and cockroaches. Community Developme The City entered into an agreement on November 15, 2005 (Resolution No.2005-252) with the Environmental Health Coalition (EHC) to perform outreach, administrative and educational services for this grant. The original grant term expired on October 31, 2008. The City successfully pursued and received a "no additional funding" grant extension on November 5, 2008 to allow the City and the Healthy Homes program partners to continue to pursue the goals of the grant and further assist the residents of National City. The City would like to now enter into an amended agreement with EHC to continue to perform services as detailed in their newly amended agreement. The term of the agreement with EHC will begin retroactively on November 1, 2008, and will end on October 31, 2009, provided that either the City or EHC has the option of cancelling the agreement upon 60 days' written notice. HUD reserves the right to end the extension on May 30, 2009 if the special conditions of the extension are not satisfied. EHC has, in good faith, continued to provide services prior to the approval of this amended agreement to assist the City and the community in the Healthy Homes effort. Pursuant to the original agreement and this extension, EHC would receive $377,317 for their services of which $189,258 is from HUD grant funds and $188,059 will come from City sources (i.e. Tax Increment). The agreement contains the customary provisions requiring the consultant to carry insurance, and to indemnify the City for acts of negligence in the performance of the agreement. __...) Environmental Review NJ N/A Financial Statement Approved B Account No. 1 finance Director Establish appropriations in the amount of $188,059 in Expenditure Account # 294-445-462-299-0000 STAFF RECOMMENDATION Adopt resolution BOARD / COMMISSION RECOMMENDATION N/A ATTACHMENTS ( Listed Below) Resolution No. • 1. Original Agreement 2. HUD Award Amendment 3. Amendment to Original Agreement 4. Resolution �A-200 City of National City Office of the City Clerk 1243 National City Boulevard, National City, CA 91950-4397 Michael R. Della, CMC - City Clerk (619) 336-4228 Fax: (619) 336-4229 February 9, 2009 Ms. Diane Takvorian Executive Director Environmental Health Coalition 401 Mile of Cars Way, Suite 310 National City, CA 91950 Dear Ms. Takvorian, On February 3rd, 2009, Resolution No. 2009-20 was passed and adopted by the City Council of the City of National City, authorizing execution of an amendment to the agreement with Environmental Health Coalition. We are enclosing for your records a certified copy of the above Resolution and a fully executed original agreement. Michael R. Dalla, CMC City Clerk Enclosures cc: Housing & Grants Department ® Recycled Paper