Adams Ashby Group - CDBG Consultant (2018) - Amendment No. 3THIRD AMENDMENT TO THE AGREEMENT FOR SERVICES BETWEEN THE CITY OF
GILROY AND ADAMS ASHBY GROUP FOR ON CALL SERVICES
WHEREAS, the City of Gilroy, a municipal corporation ("City"), and Adams Ashby Group,
Inc. entered into that certain agreement entitled "Agreement for Services", effective on April 1, 2018,
hereinafter referred to as "Original Agreement"; and
WHEREAS, City and Adams Ashby Group, Inc. have determined it is in their mutual interest
to amend certain terms of the Original Agreement.
NOW, THEREFORE, FOR VALUABLE CONSIDERATION, THE PARTIES AGREE AS
FOLLOWS:
1. The first paragraph of Article 1 ("Term of Agreement") of the Original Agreement shall be
amended to read as follows:
"This Agreement will become effective on April 1, 2018 and will continue in effect through
September 30, 2020 unless terminated in accordance with the provisions of Article 7 of this
Agreement."
2. Article 4 ("Compensation"), Section A ("Consideration") of the Original Agreement shall be
amended to read as follows:
"In consideration for the services to be performed by CONSULTANT, CITY agrees to pay
CONSULTANT the amounts set forth in Exhibit "D" ("Payment Schedule"). In no event
however shall the total compensation paid to CONSULTANT exceed $96,575."
3. Exhibit `B" ("Scope of Services") of the Original Agreement and subsequent amendments is
hereby replaced with the attached Exhibit `B".
4. Exhibit "C" ("Milestone Schedule") of the Original Agreement and subsequent amendments is
hereby replaced with the attached Exhibit "C".
5. Exhibit "D" ("Payment Schedule") of the Original Agreement and subsequent amendments is
hereby replaced with the attached Exhibit "D".
6. This Amendment shall be effective on January 1, 2020.
7. Except as expressly modified herein, all of the provisions of the Original Agreement shall
remain in full force and effect. In the case of any inconsistencies between the Original Agreement and
this Amendment, the terms of this Amendment shall control.
8. This Amendment may be executed in counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have caused this Amendment to be executed as of the
dates set forth besides their signatures below.
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CITY OF GILROY ADAMS ASHBY GROUP, INC.
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Paul Ashby
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EXHIBIT "B"
SCOPE OF SERVICES
CDBG Administrative Support Scope of Work
1. NOFA Process — Grant Allocation and Program Income
a. Prepare Annual NOFA
b. Project Review
C. Review Projects for threshold/national objective requirements
d. Analyze funding limits
e. Meetings with City staff and/or Non -Profit Staff to review NOFA / Applications
2. Reporting
a. Prepare Quarterly Reports to HUD
b. Prepare Section 3 and Labor Standards Reports (once designated in HUD system which is
currently in process)
c. Prepare and Submit CAPER due 9/30 each year
3. Consolidated Plan / Annual Action Plan
a. Develop 2020-2024 Consolidated Plan which will also serve as the first -year action plan —
to include: executive summary, housing & homeless needs assessment, housing and
market analysis, five-year strategic plan, impediments to fair housing and strategic plan
b. Citizen Participation Planning
4. Assist in project closeout and flagged items in IDIS when identified
5. Environmental Review for NEPA
a. Prepare Environmental Review Record for projects/programs that receive funding each
year, including exempt and categorically excluded projects. This does not include full
Environmental Assessments should a project require such an in-depth review.
6. Program Income / Revolving Loan Fund Support
a. Assist County staff in managing program income funds and expending funds to meeting
HUD expenditure ratios.
b. Assist in tracking program income and receipts, and obligating dollars to projects as
necessary
7. Labor Standards
a. Provide Davis Bacon Information to contractors and subcontractors
b. Attend Pre -Construction Conference
c. Review Certified Payroll
d. Conduct on -site Employee Interviews
e. Labor Standards Reporting
8. Other Items as Identified by the City
a. Entitlement Recertification Process
b. Attend Meetings on an As -Needed Basis
c. Correspondence with HUD
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9. Sub -Recipient Monitoring and Training
a. Develop monitoring plan, schedule and risk assessment tool
b. Training for new awardees identified in current action plan
CITY Obligations
CITY will agree to provide access to IDIS, all documents, contacts, and information necessary to
complete the tasks identified. Staff will be available to answer questions and participate in training as
scheduled.
It is imperative that a dedicated staff person at the CITY support this program, be the "go to" for
questions/assistance and provide the public with a "face" to the Program.
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EXHIBIT "C"
MILESTONE SCHEDULE
All work by the CONSULTANT, as stated in Exhibit `B" ("Scope of Services"), will be performed as
needed under the flat rate/monthly fee set forth in Exhibit "D" ("Payment Schedule"). CONSULTANT
will coordinate with the CITY to identify deadlines for tasks and reports to ensure that all deadlines for
work within the CONSULTANT's scope of services are met.
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EXHIBIT "D"
PAYMENT SCHEDULE
The goal of the CONSULTANT is to utilize a portion of general administration dollars (20% cap) to cover
these services, while still leaving enough monies to assist and support the CDBG program at the CITY
level.
Effective July 1, 2019, Hourly Rates for CONSULTANT will be as follows:
Principal $125.00
Inspector Staff $85.00
Associate Staff $65.00
CONSULTANT will bill at a flat rate/monthly fee of $5,500 for a nine month period effective January
1, 2020.
Staff would be available to meet on site when necessary, but no more than Ix per month based on the
distance between our offices. Should more days be needed on site than we would propose to add that to
our billings at a time and material basis, based on the hourly rates above.
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