HomeMy WebLinkAboutContract 2058-~58
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Cathy Calror~e Sennett
651-257-4613
catliycb ennett(cr;~frontiernet.net
Proposal Memrnandum
To: Scott Clark, Community Development Director, City of Columbia Heights
From: Cathy Capone Bennett, Housing Consultant
Date: 1/04/2008
Re: Consulting Services -City of Columbia Heights, Point-of--Sale Program
Establishment
The following is in response to the City of Columbia Heights Request for Proposal (RFP)
as advertised on the League of Minnesota Cities webpage. It is my understanding that the
RFP seeks to hire a consultant to prepare a paint of sale (POS) residential program for the
City's implementation with the calendar year 2008.
Ms. Bennett, as sole owner of Bennett Community Consulting, has worked in local
government, specifically in community development and housing, for the past 15 years.
Ms. Bennett has knowledge of the Paint-of--Sale program as a proactive local government
tool to address housing conditions and ensure that residential properties are being
improved prior to resale in the community. In addition, Ms. Bennett has several years of
experience in the development of local programs for the revitalization of single family
housing such as the demolition, building and resale of scattered site projects. Ms. Bennett
has planned for, created and managed many local housing programs in the Twin Cities
and has extensive experience leading neighborhood meetings on several community
development issues as well as working with housing councils and boards to prepare
strategies for local housing programs. A full summary of qualifications is attached to this
proposal.
The following is a summary of the understanding of the tasks that the City would like the
consultant to perform in working with the community development department for the
establishment and implementation of a POS program in Columbia Heights. Also provided
is an estimate of consulting time and fees far each task assuming full project completion over
the next 12 months.
Bennett Community Consulting Proposal
PROPOSAL -SCOPE OF SERVICES
The outline of tasks provides the basic understanding of work needed to be completed by the
consultant for the project. The consultant will work closely with. community development
staff to ensure t11at the implementation of the project can stay on task. The proposal includes
a timeline of tasks with the understanding that the timeline may shift depending upan City
Council. alid staff decisions and the number of public meetings. Specific milestones can be
developed to ensure that the process is meeting the city's objectives.
Task 1 -Update the background POS research, prepare the necessary documentation
needed for drafting of the POS ordinance & prepare draft ordinance for council
adoption
• Review, update and expand upon information collected by the City.
• Review and compare existing city codes with the Intei-~lational Property
Maintenance Code that would become part of the new POS ordinance. The
review would include the identification of housing and nuisance code related
violations that specifically must be upgraded prior to sale or are not required to be
upgraded prior to sale.
• Provide recommendations for inspection protocol in an easily understandable
format to be used in the field.
• Evaluate and facilitate a method for partnering with insurance companies to
include common household insurance claims within the ordinance and seek
support for insurance benefits to homeowners who purchase POS homes.
• Assist in drafting the POS Ordinance.
• Prepare estimated timeline for adoptions including public notice requirements
and public hearing notices.
• Present draft ordinance to City Cowlcil with procedure for adoption.
Estimated Fee & Meetings -Task 1: It is estimated that the tasks outlined above can
be completed within 2-3 months for an estimated $5,850. The estimated fee includes at
least 3 in-office meetings with city staff, 1 meeting with city attorney and 1 public
meeting. The housing consulting proposal does not include City Attomey fees associated
with the review of the draft ordinance. City Attorney review is strongly recommended but
not part of this contract proposal.
Staff meetings - 4 @ 2.5 hours =10 hours
Council meeting - I @ 4 hours = 4 hours
Insurance Co meeting -1-2 @ 2-4 hours =2- 4 hours
Ordinance review & preparation = 40.5 hours
Total of 58.50 hours @ $100 per hour = $5,850
Beimett Community Consulting Proposal 2
Task 2 -Evaluate and recommend administrative procedures and resources for full
implementation of the P®S program
• Evaluate and provide @ut on the staff and financial resource needs associated
with the implementation of the POS program. The evaluation will include a
review of the FTE inspection staff demands per unit and administrative,
schedulu1g and marketing demands on staff for a total program cost estimate. In
addition, a summary of needed fee charges will be provided based upon the
program costs and an evaluation of other community fees for the program.
• Assist in the preparation of a schedule of inspection fees to cover costs of the
POS program.
• Provide an option for private contract inspectors to assist staff in implementation.
of the POS program. Create a performance review process for a pool of
inspectors to recommend for program inspections. hiterview at least five private
inspectors and request proposals to provide inspection services. Prepare a
template agreement that can be used by the City anal a pool of selected inspectors,
if needed.
• Assist in presenting the staff and financial resource findings to the City Council
for review and discussion.
Estimated Fee & Meetings -Task 2: It is estimated that the tasks outlined above can
be completed within 3 months for an estimated $7,000. The estimated fee includes at
least 3 in-office meetings with city staff, 1 public meeting with City Council and
interviews with 5 private inspectors.
Staff meetings - 3 @ 2.5 hours = 7.5 hours
In-office document review - 2 @ 4 hours = 8 hours
Council meeting -1 @ 4 hours = 4 hours
Administrative procedures review & preparation of report & fee schedule = 25
hours
Review of contract inspectors, preparation of RFP & interviews with 5
inspectors = 25.5
Total of 70 hours @ $100 per hour = $7,000
Bennett Community Consulting Proposal
Task 3 -Evaluate and prepare an escrow policy for effective program implementation
through real estate sales transactions. The escrow policy is needed if hovers wish to
assume the required improvements\corrections identified. by the inspections.
•:• Evaluate effective escrow policy and procedures and prepare policy far
implementation of the program.
°:• Communicate the procedures with A~ioka Comity staff for document recording
and wit11 key area title companies for suggestions regarding escrow policies and
procedures.
• Prepare draft escrow policy for City Council review and discussion.
Estimated Fee & Meetings -Task 3: It is estimated that the tasks outlined above can
be completed within 2 months for an estimated $3,550. The estimated fee includes at
least 1 meeting with Anoka County staff, 1 meeting with city staff, 2 title company
meetings and 1 public City Council meeting. This housing consultant proposal does not
include City Attoniey fees associated with the review of the draft escrow policy. The
review of the draft policy by the City Attorney is strongly recommended.
Staff meeting -1 @ 2.5 hours = 2.5 hours
Anoka County meeting 1 @ 3 hours = 3 hours
Title Company meetings 2 @ 3 hours = 6 hours
Council meeting -1 @ 4 hours = 4 hours
Draft Escrow Policy = 20 hours
Total of 35.5 hours @ $100 per hour = $3,550
Task 4 -Prepare program materials. Documents will be prepared in print-ready files
nsin¢ WORD and can also be delivered in "pdfl' format.
• Prepare simple inspection form(s) based upon ordinance requirements.
• Prepare a program brochure targeted to the consumer as well as realtors,
insurance and mortgage industries.
• Prepare inspection and certificate application materials.
• Prepare certificate of compliance required to sell home.
Estimated Fee & Meetings -Task 4: It is estimated that the tasks outlined above can
be completed within 2 months for an estimated $2,000. The estimated fee includes 2 in-
office meetings with city staff. It is assmned that within Task 4 printing and duplication
of all final materials will be accomplished by the City.
Staff meeting - 2 @ 2.5 hours = 5 hours
Bemiett Community Consulting Proposal 4
Prepare program materials =15 hours
Total of 20 hours @ $1.00 per hour = $2,000
Task 5 -Prepare commnnication plan for the program
• Prepare a communication plan for residents and businesses that would be
affected by the Point-of--Sale program.
o Residents: Prepare a communication plan that includes newsletter
articles, fact sheets for office counter and information for the city
webpage regarding the objectives of the program and required process
for sale of home. = 10 hours
o Businesses (insurance, real estate agents, mortgage and title
companies, contractors): Prepare a plan for communication to affected
business professionals to include a business breakfast meeting. The
goal of the meeting is to gain support from busaiesses to conununicate
to homeowners who purchase homes within. the city.
^ Breakfast meeting = 5 hours
^ Preparation of meeting materials = 5 hours
Estimated Fee & Meetings -Task 5: It is estimated that the tasks outlined above can
be completed within 2 months for an estimated $2,000. If additional meetings are
required, they will be billed on an hourly rate. It is assumed that within Task 5 printing
of all final materials (for distribution) will be accomplished by the City.
Bennett Community Consulting Proposal
Estimated Timeline of Taslcs:
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Tasks Pro'ect Mana ement meetin s incl.
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1, Research & Prepare Draft Ordinance
2, Evaluate staffmg needs & inspector interviews
3. Prepare escrow policy
5. Communication -Residents
5.
4. Cormnmiication -Businesses
Prepare Program Materials --. ~~ ~--.,'
Council Decisions
Bennett Commlulity Consulting Proposal
COMPENSATION:
A11 consulting time billed will have prior authorization by the City of Columbia Heights.
The current local government and non-profit bill rate is $100 per hour. The consultant
hours are billed monthly for time spent on the project in quarter hour increments. Specific
contract review can be provided within each phase and an understanding of the work load
and time estimates can be re-evaluated on a monthly basis.
The total. estimated proposal cost based upon the tasks 1-5 outlined above is $20,400.
This estimate could change based upon delays in decisians by the City Council,
unforeseen delays in the implementation of the program and other identified tasks
requested that have not been outlined in this proposal In addition, it is expected that
assistance would be available by the community development staff for preparation of
City Council, neighborhood and business (real estate, banking and insurance} meetings,
copying and mailing.
Expenses such as printing, postage, parking, long-distance telephone, etc. are billed at
cost. If the use of consultant office supplies and copier are requested by the City, these
direct costs will be billed at cost. All invoices are payable within fifteen (15) days of
receipt of an invoice showing the work completed and the direct costs for any expenses.
Check for services are made payable to Bennett Community Consulting arld delivered by
mail to the following address: 27369 Leah Lane, Chicago City, MN 55013.
SUBCONTRACT:
To complete the tasks associated with the proposal in the timeline proposed, Ms. Bermett
may seek the subcontractor services of Dem~is Welsch. Mr. Welsch, who cturently
consults with the Center for Policy, Planning and Performance (CPPP) has over 30 years
of experience as a Community Development Director. He will be a valuable resource in
providing input regarding the draft POS ordinance and administrative procedures. Mr.
Welsch's time as a subcontractor to Bennett Community Consulting will not affect the
total. estimated proposal fee. Ms. Bennett will be responsible for the billing and pa}nnent
of work to Mr. Welsch under the proposal with the City of Columbia Heights.
MODIFICATIONS:
Any material alteration, modification, or variation shall be reduced to writing as an
amendment and signed by the parties. Any alterations, modifications, or variations
deemed not to be material by agreement of t11e City Community Development Director
and the consultant shall not require written approval.
CANCELLATION:
The City of Columbia Heights may cancel the agreement for consulting services at any
time upon giving thirty (30) days written notice sent to the consultant. The consultant
may cancel the agreement for consulting services at any time upon giving thirty (30) days
written notice sent to the City of Columbia Heights and by providing a written summary
of the tasks completed to date.
Bennett Community Consulting Proposal 7
SERVICES BEYOND THE SCOPE OF THIS AGREEMENT:
Any additional tasks added to this project must be by written amendment to the
agreement signed by both parties.
ACCEPTANCE:
Consultant will begin working on these projects immediately upon acceptance by signature
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Date: Date:
Bennett Community Consulting Proposal