CDBG RFP - Web viewFollow the path of – Business; ... (preferably certified by AICPA) ......

CITY OF POMONA

REQUEST FOR PROPOSALCOMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM

FAIR HOUSING SERVICESPROGRAM YEAR 2015-2016 APPLICATION PACKET

RFP NO: 1021.27.14-15Type of RFP: ☒ Professional Service

Proposal Submittals: Responses to the Request for Proposal (RFP) must be submitted to:Mail Delivery Hand Delivery, FedEx, UPS, etc.City of Pomona City of PomonaPurchasing Division Purchasing DivisionP.O. Box 660 505 S. Garey AvenuePomona, CA 91769 Pomona, CA 91766

SCHEDULE OF EVENTS SUMMARY:

RFP Issued January 12, 2015Mandatory Workshops January 21 ( see pages 3 and 5 for details)Deadline for Submission of Proposals February 26, 2015 by 4:00 P.M.

(The City reserves the right to change schedule of events without prior notice or responsibility to Bidders.)

Website address: www.ci.pomona.ca.usFollow the path of – Business; Current Bids and RFPs; Non-Construction Bids

TABLE OF CONTENTS

SECTION I – APPLICATION INTRODUCTION………………………………………………….……1

A. REQUEST FOR PROPOSAL (RFP) APPLICATION WORKSHOP………….....5B. CDBG PROGRAM PURPOSE AND OVERVIEW…………………………………6C. RFP APPLICATION AND SELECTION CRITERIA……………………………….7D. RFP APPLICATION AND SELECTION REQUIREMENTS………………………9E. RFP EVALUATION – SCORING CRITERIA……………………………………….9F. RFP REVIEW AND APPEALS PROCESS………………………………………..10G. BASIC INSTRUCTIONS FOR SUBMITTING A REQUEST FOR FUNDING PROPOSAL

(RFP) APPLICATION………………………………………………………….…….10

SECTION II – RFP APPLICATION PACKAGE………………………………………..................…12

A. RFP APPLICATION PACKAGE……………………………………………….…...12B. ELIGIBILITY REQUIREMENTS…………………………………………………....13C. APPLICATION CHECKLIST……………………………………………………..…15

CDBG FUNDING APPLICATION…………………………………………………………...………...17 PERFORMANCE MEASUREMENT SYSTEM AND OUTCOMES STATEMENT…….….….19-21

PROJECT PROPOSAL AND DESCRIPTION………………………………………………………………………………….………22

ATTACHMENT “A” BUDGET PROPOSAL…………………..…………...……………………….……………...…………….…...…27

ATTACHMENT “A” OPERATING BUDGET………………...…………….….…………………………………………………..….….….28

ATTACHMENT “A” ALTERNATIVE FOR REHABILITATION OF CONSTRUCTION PROJECTS……………………………………………………………………………………………..29

EXHIBIT “B” BOARD OF DIRECTORS AFFIDAVIT……………..…………….…………….…….30.EXHIBIT “C” PROJECT SERVICES AREA (service areas)…………….……………….………31

RFP SELECTION CRITERIA/PRIORITY NEEDS………………………………………………….32

RESERVATION OF RIGHTS…………………………………………………………………………42

TERMS AND CONDITIONS…………………………………………………………………………..42

DEFINITIONS…………………………………………………………………………………………..44

SAMPLE AGREEMENT FOR CONSULTANT/CONTRACTOR SERVICES……………………46

REQUIRED FORMS………………………………………………………………………………50-52

COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2015-2016 CDBG, REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDING

SECTION I – APPLICATION INTRODUCTION

INVITATION TO APPLYMONDAY, JANUARY 12, 2015, 12:00 noon

NOTICE OF FUNDING AVAILABILITY FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG), FAIR HOUSING

SERVICES AND EMERGENCY SOLUTIONS GRANT (ESG) FEDERAL ENTITLEMENT PROGRAMS

FORPROGRAM YEAR (PY) 2015-2016

BACKGROUND

This Request for Proposal (RFP) announces the availability of funding for the Program Year (PY) July 1, 2015 –June 30, 2016 for the Community Development Block Grant (CDBG) Program, Fair Housing Services and the Emergency Solutions Grant (ESG).

The CDBG Program is funded and regulated at the federal level by the U.S. Department of Housing and Urban Development (HUD) and administered locally by the City of Pomona, under the auspices of the Community Development Department. The CDBG Program is authorized under Title I of the Housing and Community Development Act of 1974. The regulations implementing the CDBG Program are located in 24 Code of Federal Regulations (CFR), Part 570.

The objectives of these programs are in accordance with the City’s Five-year Consolidated Plan which seeks the development of a viable urban community through implementation of the following goals, principally for the benefit of low-and moderate-income (LMI) persons:

Decent housing A suitable living environment Expanded economic opportunity Aid in the elimination of slums and blight Respond to an urgent need

WHO SHOULD APPLY

The City of Pomona invites proposals from qualified entities to apply for funding under this RFP. The primary objective of this RFP is to fund projects and activities that are consistent with the City’s locally developed CDBG, Fair Housing and ESG Program Priorities and to address the federal/local Consolidated Plan objectives. The Program Priorities include but are not limited to: providing services that support the City of Pomona’s Five-Year Consolidated Plan: 1) Core Strategies, 2) Youth and Family Master Plan 3) Fair Housing Services and 4) Continuum of Care Goals.These Priority Needs include:

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Crime Prevention Activities, Youth Services (educational, recreational, employment and outreach), Senior Services (nutrition, transportation, medical and other support services),

Health and Safety(code compliance and police programs) Fair Housing Services Homeless Services through the Emergency Solutions Grant (ESG) Program

Components as Priority Needs.

ELIGIBILITY INFORMATIONAll proposers must meet the local and HUD defined threshold requirements as detailed in Proposer’s Eligibility below. If a proposal does not demonstrate that the proposed project meets these threshold requirements, the proposer will be advised that it will not be considered for funding.

Proposer’s Eligibility

Nonprofit agencies and City departments that primarily serve low and moderate-income Pomona residents are eligible to apply. Organizations must be a non-profit and incorporated by the proposal submittal date. Proposals must meet a CDBG National Objective and fall within one of the City’s priorities to apply for funding. Federal regulations require that all CDBG funds be used for projects that qualify as meeting one of the National Objectives of the program and the eligible activity criteria. Projects that fail to meet the applicable tests will not be considered for funding.

RFP AVAILABILITY:The Request for Proposal (RFP) Application Packets for both the CDBG and ESG Programs will be available at 12:00 noon at the following location:

PURCHASING DIVISION (basement)505 SOUTH GAREY AVENUE

POMONA, CA 91766City Hall hours of operation are: Monday – Thursday, 7:30 a.m. – 6:00 p.m.

City Hall is closed every Friday.RFP WEB INFORMATION Visit our website at www.ci.pomona.ca.us and click on any one of the following links to access and download the RFPS in word format:www.ci.pomona.ca.us/index.php/businesses/current-bids-and-rfpswww.ci.pomona.ca.us/index.php/community-development-home/housing-divisionwww.ci.pomona.ca.us/index.php/government/city-departments/community-developmentwww.ci.pomona.ca.us/index.php/housing-division-home/homeless-services

The Purchasing Division must receive all completed submissions no later than:

4:00 p.m., Thursday, February 26, 2015

Late applications will be returned unopenedCDBG PROGRAM ESTIMATED FUNDING AVAILABLE:

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The total amount of CDBG funds anticipated to be awarded to the City for Program Year July 1, 2015 through June 30, 2016 is $2,025,433. This amount is estimated and dependent on the amount ultimately awarded by the Federal Government.

CDBG regulations specify the types of eligible uses of CDBG funds and established funding limits for certain types of activities. No more than 15% of the total grant (an anticipated amount of $303,814) can be spent on Public/human Services (social service activities as defined in the HUD regulations, including Fair Housing services). Twenty (20%) percent of grant may be used for administrative costs and at least 70% of the available funds must be used for activities benefiting low- to moderate-income persons.

Funding is provided by the U.S. Department of Housing and Urban Development (HUD) through the Community Development Block Grant (CDBG) Program to fund social services, economic development programs, capital projects and housing projects that assist low and moderate income households or aid in the elimination of blight.

The City of Pomona allocates a portion of its annual CDBG and ESG entitlement through Request for Proposals (RFP). Priorities for funding are based on public hearings, updated community needs survey and City Council information.

TECHNICAL ASSISTANCE WORKSHOP (MANDATORY):An Applicant Technical Assistance Workshop will be held to provide an opportunity for all potential applicants to ask questions about the overall CDBG, Fair Housing and ESG Programs, evaluation criteria, local strategies and proposal process.

The Workshop is mandatory for all agencies applying for funding, regardless of current or past CDBG and/or ESG funding. Please note: An Agency representative must be present at one of the mandatory workshops for the application to qualify. One person cannot represent multiple agencies. Applicant may attend either of the following workshops:

Wednesday January 21, 2015City of Pomona, City Hall Administration Conference Room, 2nd Floor

505 South Garey Avenue, Pomona, CATime: CDBG Workshop topics

9:00 a.m.-11:00 a.m. CDBG Public Service Activities11:00 a.m. – 1:00 p.m. Emergency Solutions Grant (ESG) Activities –

Homeless Services1:00 p.m. – 2:00 p.m. CDBG Non Public Service Activities

Please make your reservations for the workshop by contacting Tracy Byl at (909) 620-2437 or via email at [email protected].

RFP SUBMISSIONS:

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Submit one (1) original plus two (2) copies (one with original signature and corporate seal) in a sealed envelope with the words “CDBG PROJECT 2015-2016” or “CDBG Fair Housing Services “2015-2016” written on the envelope.

SEPARATE RFP SUBMISSIONSIf submitting more than one proposal, you must complete a separate RFP for EACH proposed activity and indicate the funding priority.

THE CITY RESERVES THE RIGHT TO THE FOLLOWING:

Defects, irregularities in the presentation of an RFP may be waived. Proposals that are disqualified, or in which defects are not waived, will not be

reviewed or evaluated by the RFP review team. Applicants will be notified of incomplete and rejected proposals in writing.

POMONA CITY HALL HOURS OF OPERATIONCity Hall is open Monday-Thursday, 7:30 AM- 6:00 PM. City Hall is closed every Friday.

OTHER:Questions regarding this notice may be directed to Cecilia Munoz at (909) 620-2198.

DISCLAIMERThis solicitation by the City of Pomona does not constitute a commitment to enter into agreement with the applicant. The City of Pomona is not liable for any costs incurred in the preparation of proposals. The proposal does not commit the City to award a contract or procure services or supplies.

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Section 1, part A

WORKSHOP ANNOUNCEMENT

REQUEST FOR PROPOSAL (RFP) APPLICATION WORKSHOP

REGISTER NOW! DATE: WEDNESDAY, JANUARY 21, 2015LOCATION: POMONA CITY HALL

Administration Conference Room, 2nd Floor505 SO. GAREY AVENUEPOMONA, CA 91766

The workshop is mandatory for all applicants,To register, contact Tracy Byl

at (909) 620-2439 or by e-mail at [email protected]

THREE WORKSHOPS SESSIONS WILL BE HELD:

TIME WORKSHOP TOPICS

9:00 a.m. – 11:00 a.m. CDBG PUBLIC SERVICE ACTIVITIES

11:00 a.m. – 1:00 p.m. EMERGENCY SOLUTIONS GRANTS (ESG) – (Homeless Prevention and Re-Housing Activities)

1:00 p.m. -2:00 p.m. CDBG NON PUBLIC SERVICES ACTIVITIES

THE WORKSHOPS WILL COVER: Review of RFP Minimum Eligibility Requirements HUD’s Eligibility Requirements Technical Assistance

Visit our website at www.ci.pomona.ca.us and click on “download forms and docs” to download the RFP in word format.

B. CDBG PROGRAM PURPOSE AND OVERVIEW

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The Community Development Block Grant (CDBG) Program is a Federal program that began operation in 1975. It is formally known as “Title I” of the Housing and Community Development Act of 1974, as amended. CDBG is administered by the United States Department of Housing and Urban Development (HUD).

The primary objective of Title I of the Housing and Community Development Act of 1974 is the development of viable urban communities.

These viable communities are achieved by providing the following, principally for persons of low- and moderate -income:

Decent housing;

A suitable living environment; and

Expanded Economic opportunities

The City of Pomona (Grantee) is responsible for assuring that each eligible activity meets one of the three national objectives:

Benefit to low- and moderate-income persons.

Aid in the prevention or elimination of slum and blight; or

Meet a need having a particular urgency (referred as an urgent need in which the existing conditions pose a serious and immediate threat to the health or welfare of the community, generally only available after a natural or manmade disaster).

The City of Pomona (Grantee) has chosen the following methods to distribute, administer and implement over 2 million dollars of CDBG funds to eligible programs:

City Departments;

Non-profit agencies receiving CDBG, HOME or ESG funds from the City (Grantee) and undertaking eligible activities. (Institutions of higher learning may be Subrecipients if carrying out CDBG-eligible activities).

C. RFP APPLICATION AND SELECTION CRITERIA

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MINIMUM ELIGIBILITY REQUIREMENTS FOR FEDERALLY ASSISTED COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) ACTIVITIES

Priority Needs: The City (Grantee) is soliciting RFP’s from eligible non-profit organizations to carry out projects that support one or more of the following:1. The City of Pomona Core Strategies (Attachment “A”)2. The City of Pomona Youth and Family Master Plan (Attachment “B”)3. The City of Pomona Continuum of Care (Attachment “C”)4. Fair Housing Services

Performance Measurement System: Any funded activity must measure the following: (1) productivity and (2) Program Impact: Scope of proposed activities must reflect the level of efficiency of the program (quantity, quality, and pace). Program Impact reflects the extent to which the proposed activity produces desired outcomes in the community or in the lives of persons assisted (link goals with outcomes).

D. RFP APPLICATION AND SELECTION REQUIREMENTS:

1. The scope of Program Services must be City-based.

2. Proposed program and activities must be of direct benefit to low- to moderate-income Pomona residents.

3. Applicant must be a legally constituted non-profit organization or government entity: Must provide 501 (c) (3) tax-exempt IRS status Must provide current IRS Determination Letter Must provide Articles of Incorporation Must provide current Dun and Bradstreet Number

4. Applicant must provide current documentation that it possesses adequate fiscal, management systems and legal certifications to implement the proposed project: Must provide current 990’s Must provide copy of Annual Report with Financial Data. Must provide copy of last Independent Audit, results and copy

of management letter.

Must provide copy of current business license, local and/or State permits.

Must provide copy of Affirmative Action Plan.

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5. Applicant must submit verification of Insurance Coverage. Minimum certifications are:

Commercial General Liability, minimum limit $1,000,000 per occurrence, $2,000,000 aggregate.

Automobile Liability (hired and non-owned vehicles), minimum limit $1,000,000 per occurrence.

Employee Benefits Liability – Worker’s Compensation (statutory) Insurance

The City (Grantee) must be named as an additional insured.

6. Applicant must demonstrate a minimum of twelve (12) months previous experience as of the application deadline of Thursday, February 26, 2015.

7. A qualified Fiscal Officer/Bookkeeper (preferably certified by AICPA) must be listed in the proposed budget and a resume included as part of the application.

8. Agencies that have not submitted performance reports and those with past compliance and performance problems may not be considered for funding.

9. Program activities must be available to serve all religious, race and ethnic groups, in accordance with Title VI of the Civil Rights Act of 1964, and Section 109 of Title I, of the Housing and Community Development Act of 1974.

10. Program activities must comply with Section 504 of the Rehabilitation Act of 1973, which states: “No qualified individual with handicaps can be excluded from participation in or denied the benefits of any activity receiving Federal financial assistance.

11. Projects that consist only of start-up, planning or research functions will not be considered for funding at this time.

12. Program Activities should be designed to comply with Improving Access to Services for Persons with Limited English Proficiency (LEP) - 24 C.F.R. §576.407(b). Executive Order 13166 seeks to improve access to federally assisted programs and activities for individuals who, as a result of national origin, are limited in their English proficiency. Organizations obtaining ESG funds shall take reasonable steps to ensure meaningful access to their programs and activities to LEP individuals, regardless of language spoken. Meaningful access may entail providing language assistance

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services, including oral and written translation, where necessary. Sub-recipients must follow the requirements outlined on 24 C.F.R. §576.407(b). HUD published Final Guidance to Federal Financial Assistance Requirements Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons in the Federal Register on January 22, 2007 (72 F.R. 2732).

13. Program activities must meet federal eligibility requirements of HUD regulations. For more information refer to www.hud.gov

14. Proposed program must include a performance measurement system to track productivity, program impact and link goals with outcomes (the extent to which the activities produce the desired outcomes in the community or in the lives of persons assisted).

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E. RFP EVALUATION - SCORING CRITERIAApplicants will be evaluated in seven (7) major categories to determine eligibility and capacity for funding consideration. These include:

CATEGORY TOTAL POINT VALUE

1. Problem and Need Statement 10

2. Does the Problem and Need Statement meet Priority Needs? 15

3. Does Program scope and design clearly link goals with outcomes?

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4. Does Program scope measure productivity? The scope of proposed activities must reflect level of efficiency (quantity, quality, and pace)

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5. Does Program scope measure program Impact and performance? Must clearly reflect the extent to which the proposed activity produces desired outcomes in the community or in the lives of persons assisted.

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6. Outreach to local businesses (and/or Minority, Female owned Businesses)

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7. Bonus Points – *25% Leverage and **Self-Sufficiency Plan (up to 20 points)

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TOTAL POINTS [includes bonus points] 100

*Self-Sufficiency Bonus Points will be given for a minimum 25% cash leverage and clearly designed Action Plan for reducing reliance on future CDBG funding.

** Self-Sufficiency is defined as: An organization that can show financial and or adequate resources to reduce dependence from CDBG funding by the end of the grant year, June 30.

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F. RFP REVIEW AND APPEALS PROCESS

The City’s review process entails three levels of review prior to final authorization of a Federally assisted Project:

1) Staff Evaluation team reviews applications for responsiveness to RFP requirements.

2) Determine CDBG Eligibility of proposed activities.

3) Funding is considered and approved by the City Council.

An organization that has sought funding may appeal to the City Council at any of the Public Hearings held to obtain citizen comments. Written appeals may also be submitted to the Community Development Department prior to adoption of the final budget, May 2015.

Public hearings will be noticed in local newspapers in the Legal Notice section.

G. BASIC INSTRUCTIONS FOR SUBMITTING A REQUEST FOR FUNDING PROPOSAL (RFP) APPLICATION

The following tips provide basic technical guidance for preparation and final submittal of the CDBG RFP application to the City for funding requests:

1) The RFP application forms should be typewritten or printed for clarity of information and numbered to ensure that RFP evaluators and reviewers do not misread information.

2) Only one RFP application is submitted for each proposed project or program proposed in an application (1 project for each application package). This will ensure compliance with federal requirements and also ensures that the project budget and staffing is adequate to carryout a project.

3) The RFP Application Checklist of requested documents is provided to help the applicant organize the application properly and to place it in the order requested.

4) Completion of the RFP Application in the order requested would make the proposal more competitive for the funding grant you are seeking.

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5) Proposed program activities should have a clearly written scope of services that links goals with program outcomes.

6) If you are not sure about any section of the RFP Application, contact Cecilia Munoz at (909) 620-2198 early in the application process to obtain a clear understanding of what is required to properly complete the contents of the application.

7) Verify whether all items listed with the application checklist have been answered to ensure that the proposal can be properly evaluated and understood by its readers.

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SECTION II – RFP APPLICATION PACKAGE

A. RFP APPLICATION PACKAGEThe City of Pomona CDBG program fiscal year 2015-2016 request for proposals consists of the following elements:

DESCRIPTION

ELIGIBILITY REQUIREMENTS

APPLICATION CHECKLIST

APPLICATION (18 pages)

ATTACHMENT “A” (pg. 10) – BUDGET PROPOSAL, OPERATING BUDGETor ALTERNATIVE ATTACHMENT “A” FOR REHABILITATION OR CONSTRUCTION PROJECTSEXHIBIT “B” (pg. 11) – BOARD OF DIRECTORS AFFIDAVIT

EXHIBIT “C” (pg. 13) – PROJECT SERVICE AREA

APPLICATION PACKAGES ARE DUE BY:

4:00 P.M., THURSDAY, FEBRUARY 26, 2015APPLICATIONS MUST BE SUBMITTED TO:

CITY OF POMONAATTENTION: PURCHASING DIVISION

505 SOUTH GAREY AVENUEP.O. BOX 660

POMONA, CA 91769

SUBMIT ONE (1) ORIGINAL AND TWO (2) UNBOUND COPIES FAX OR E-MAIL APPLICATIONS

WILL NOT BE ACCEPTEDLATE APPLICATIONS WILL BE RETURNED UNOPENED

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B. ELIGIBILITY REQUIREMENTS

To be eligible for consideration, all applicants must meet the following criteria:

1. Application must be the current FY 2015-2016 RFP version. All other applications are obsolete.

2. Application must be filled out completely, with all the necessary materials attached. These criteria also apply to organizations that have been previously funded by the City of Pomona.

3. The source of funding for assistance comes from a Community Development Block Grant (CDBG) received through the U.S. Department of Housing and Urban Development (HUD). CDBG funds are for the specific purpose of benefiting low to moderate-income households. In order to be eligible for these funds, your organization must provide a service through an approved methodology that demonstrates that at least 51 percent of the clientele served by the proposed project/program earn less than the following income limits:

Income Limits are based on HUD Section 8 Income Guidelines issued December 2, 2014 and are subject to change upon HUD notification.

4. The organization must be incorporated as a legal, non-profit organization or chartered as a local unit and be tax exempt.

All Agencies must have the following:

BY-Laws that clearly define the Agency’s purpose (s), organization and duties of its officers.

Governing Board an elected or appointed, which is responsible for the governance of the Agency.

Adequate Administration of the program to ensure delivery of services.

Assurance that it will conduct its business in compliance with non-discrimination requirements of City, State and Federal governments.

Copy of Annual performance and financial Audit reports.

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5. INCOMPLETE APPLICATIONS OR NON-RESPONSIVENESS:Incomplete applications will not be evaluated and will be returned to applicant. In order to be considered complete and responsive to RFP requirements, your application must include all items listed in the “Application Checklist”, regardless of whether or not any of these items have been submitted in prior years.

All applications must include an original and two (2) copies (No binding or covers please). Staple proposal. DO NOT paperclip together.

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C. APPLICATION CHECKLISTInsert Organization Name: _________________________________Insert Project Name: _________________________________

To be considered for funding, applications must be completed with the following documents attached at the time of submission. Please complete an Application Form for each proposed program/project. If an item is not applicable, indicate “N/A” in the box. If you need assistance, or have questions, contact Cecilia Munoz at (909) 620-2198.

APPLICATION

1) _____ Signed and Completed Application Forms

2) _____ Budget Proposal (Attachment “A”)

3) _____ Operating Budget (Attachment “A”)

4) _____ Construction Budget (Alternate Attachment “A”

and Attachments).

5) _____ Project Board of Directors Affidavit (Exhibit “B”)

6) _____ Project Service Area (Exhibit “C”)

NON-PROFIT STATUS

7) _____ 501 (c) (3) Tax-exempt status

8) _____ Current 990’s

9) _____ Copy of Annual Report with Financial Data

10) _____ Business License, local or State permits to legally operate

11) _____ Dun and Bradstreet (DUNS) Number

INSURANCE COVERAGE-CITY MUST BE NAMED AS ADDITIONAL INSURED

12) _____ CURRENT GENERAL LIABILITY, minimum limit $1,000,000

per occurrence, $2,000,000 aggregate.

13) _____ AUTOMOBILE LIABILITY, (hired and non-owned vehicles),

minimum limit $1,000,000 per occurrence.

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14) _____ EMPLOYEE BENEFITS LIABILITY – Worker’s

Compensation (statutory insurance)

15) _____ ADDITIONAL INSURED ENDORSEMENTS, regardless of form, must be signed by an authorized representative of the insurance carrier or its broker. The language for the certificate holder and the additional insured is “The City of Pomona including elected or appointed officials, directors, officers, agents, employees, volunteers, or contractors”.

OTHER:16) _____ ATTACH RESUME OF FISCAL OFFICER/BOOKKEEPER

(prefer certified by AICPA)

17) _____ ORGANIZATION BY-LAWS

18) _____ AFFIRMATIVE ACTION PLAN

19) _____ SECTION 3 PLAN, IF APPLICABLE

20) _____ LIMITED ENGLISH PROFICIENY PLAN (L.E.P)

APPLICATION SUBMISSION:21) _____ ONE ORIGINAL APPLICATION, corporate seal, signatures,

etc.

22) _____ TWO COPIES OF APPLICATION (same as above)

LATE APPLICATIONS WILL NOT BE ACCEPTED

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CDBG FUNDING APPLICATION

1. AGENCY INFORMATION

Agency Name:______________________________________________________________________Agency Address:______________________________________________________________________Number Street City Zip Code

Administrator Telephone No ._____________________Fax:______________________

Project Name:______________________________________________________________________

Project Site Address:______________________________________________________________________Number Street City Zip Code

Project Manager Name: ______________________Title: ________________________Project Manager’s Telephone No. _________________Fax: _____________________Project Manager’s Email Address: __________________________________________

Describe Agency’s overall function or purpose. Include history and experience in providing this service. (If more room is needed, please use additional paper and attach to the back of the application with a reference number).______________________________________________________________________

Has the Agency previously received funding from the City of Pomona?

[] YES [] NO

If yes, please identify the years and amounts funded:

Year Amount2014-2015 $2013-2014 $2012-2013 $

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2. PROJECT PROPOSAL AND DESCRIPTION

Project Name:______________________________________________________________________

In this section, briefly describe the project proposal, including cost estimates.

Grant amount Requested: $ _______________

Briefly describe your proposed Project/Program goals. Your response must describe in detail how the proposed project/program supports one or more of the following: 1) City of Pomona Core Strategies, 2) City of Pomona Youth and Family Master Plan 3) City of Pomona Continuum of Care (see attachments A-C):

Briefly describe and include resources dedicated to the program such as money, staff, equipment and supplies:__________________________________________________________________________________________________________________________________________________________________________________________________________________

Briefly describe your proposed program Activities. Your response must describe the strategies and techniques that comprise service and outreach methodology:__________________________________________________________________________________________________________________________________________________________________________________________________________________

Briefly describe the direct product of the program activities. Include the volume if work accomplished such as number of: low-income households served, youth, elderly, disabled or number of loan applications processed, number of units constructed or rehabilitated, linear feet of curbs and gutters installed, or numbers of jobs created or retained.__________________________________________________________________________________________________________________________________________________________________________________________________________________

Can this Project /Program proceed on July 1, 2015? YES☐ NO☐Comment: ______________________________________________________________________

OBJECTIVES, OUTCOMES AND OUTPUTS

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CheckBox1


HUD has prescribed a specific menu of objectives and outcomes to be used for all funded projects to standardize achievements reporting on a local, state and national level. Please evaluate your proposed projects according to the following definitions. Identify which objectives your project will address; then identify the proposed outcome your project will achieve. Please choose 1 objective and 1 outcome per project. Place a check mark indicating your choice. Keep in mind, if your project is funded, this information will be utilized in preparation the FY 2014-2015 Annual Plan and in reporting your accomplishments in the year-end Consolidated Annual Performance and Evaluation Report (CAPER).

Objectives:

Suitable Living Environment . Includes activities that benefit communities, families, or individuals by addressing issues in their living environment such as public services, emergency essential services, capital improvements, neighborhood revitalization, etc.

Decent Affordable Housing. Includes the wide range of housing programs possible under HOME, CDBG or ESG where the purpose of the program is to meet individual family or community needs and not programs where housing is an element of a larger effort (such as would be captured above in Suitable Living Environment).

Creating Economic Opportunities: Includes activities related to economic development, commercial revitalization, or job creation.

Outcomes:

Availability/Accessibility. Activities that make services, infrastructure, housing or shelter availability or accessible to low-income people, including persons with disabilities. Accessibility includes making the affordable basics of daily living available and accessible to low-income people.

Affordability. Activities that provide affordability in a variety of ways in the lives of low-income people. Includes the creation or maintenance of affordable housing, basic infrastructure, or services such as transportation or day care.

Sustainability: Promoting Livable or Viable Communities. Projects where the activity or activities are aimed at improving communities or neighborhoods, helping to make them livable or viable by providing benefit to low-income people or by removing or eliminating slums or blighted areas, through multiple activities or services that sustain communities or neighborhoods

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COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2015-2016 CDBG, REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDINGObjective and Outcomes : Check one box in each table below that best reflects your projects and outcomes. If your agency was funded for more than one project, please submit a separate form for each project that indicates the objectives and outcomes for that project. See sections above for projects applicable to each objective and outcome.

Objective Check One Outcome Check OneSuitable Living Environment Availability/AccessibilityDecent Affordable Housing Affordability

Creative Economic Opportunities

Sustainability: PromotingLivable or Viable

Communities

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PERFORMANCE MEASUREMENT SYSTEM AND OUTCOMES STATEMENT

Agency Name: Project Name:Benchmarks Outcomes

*Priority Need Service or Activity to fill Need

Output Goal (units of service)

Achievement Outcome goal (difference to the community)

Measurement Reporting Tools

Evaluation Process

Short Term

Intermediate

Long Term

*Priority Need – show which need will be addressed by the Program (must be consistent with the City’s Core Strategies, Youth and Family Master Plan, Fair Housing Services and Continuum of Care).Service or Activity- name the service that will be delivered (e.g. afterschool tutoring for intermediate school children)Output Goal – Set quantifiable goals, including time frames. This should allow the City to monitor progressAchievement Outcome – State the proposed outcome for the actual impact you hope to achieve (e.g. 10% reduction in illiteracy for intermediate school children that participate)Measurement Reporting Tools- list the tools you will use to track output and/or outcome information (e.g. case reports, pre- and post-tests, etc.)Evaluation Process- identify the methodology you will use to assess success in meeting outputs goals and outcomes

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3. PROJECT PROPOSAL AND DESCRIPTION (continued)

If your proposal is for an existing Project that is currently funded through the City of Pomona’s General Fund, this request will:

PLEASE CHECK ONLY ONE:

1. [ ] Increase Service. If so, how?

2. [ ] Continue the existing funded program at currently funded service levels.

3. [ ] New program/project for FY 2014-2015

4. CLIENT INTAKE INFORMATION - FOR PUBLIC SERVICE ACTIVITIES

The U.S. Department of Housing and Urban Development (HUD) requires that agencies obtain intake data from each client/family served. Does your agency obtain this information?

[ ] YES [ ] NO

If yes, does your intake sheet obtain the following?

Name Yes[ ] No[ ]

Address Yes[ ] No[ ]

City in which client last resided Yes[ ] No[ ]

Number of Family members Yes[ ] No[ ]

Total family (household) income Yes[ ] No[ ]

Race/Ethnicity Yes[ ] No[ ]

Female head of household Yes[ ] No[ ]

Describe any special characteristics of your client population.____________________________________________________________________________________________________________________________________________

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5. CLIENT INTAKE– Beneficiary and Performance Data:

Provide the actual number of total beneficiaries in the categories listed below:TIME PERIOD AGENCY POMONA YOUTH WOMEN

AT-RISKYOUTHAT-RISK

SENIORS DISABLED HOMELESS

7/1/13to

12/31/2014

Provide the actual number of beneficiaries served in the following age categories:PERFORMANCE

PERIODCHILDREN

0-12YOUTH13-17

ADULT18-54

ELDERLY55 & OVER

Pomona Agency Pomona Agency Pomona

Agency Pomona Agency

7/1/13to

12/31/14

Provide the proposed number of beneficiaries for Program Year 2014-2015.TIME PERIOD AGENCY POMONA YOUTH WOMEN

AT-RISKYOUTHAT-RISK

SENIORS DISABLED HOMELESS

7/1/14to

6/30/2015

$______Indicate the proposed cost per CDBG beneficiary (CDBG request/CDBG beneficiaries)

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6. CLIENT INTAKE INFORMATION – CLIENTS SERVED BY INCOME LEVEL(Projects previously funded)

Report the actual number of unduplicated number of clients your agency served from July 1, 2014 through December 31, 2014.

One person can only be counted one time, even though the client may have been served many times during the reporting period. Calculate the totals and percentages for each category:

HouseholdSize

CDBG EligibleBased on Section 8 Income Limits HUD effective

*January 27, 2014

# Served by Agency below

the Income Limit

# Of Pomona residents

served by the Agency below

the Income Limit

# Served by Project below the Income

Limit

# Of Pomona residents served by

project below the Income Limit

1 $ 45,6502 $ 52,2003 $ 58,7004 $ 65,2005 $ 70,4506 $ 75,650

Subtotal of CDBGEligible HouseholdsTotal Households ServedPercentage of CDBG Income Eligible Families Served

* Source: Each year income limits are revised by the Department of Housing and Urban Development. The income limits above are to be used immediately.

6. CLIENT INTAKE INFORMATION – CLIENT OR PROJECT INFORMATION

The source of funding for Public Service Grants comes from a Community Development Block Grant (CDBG) received through the U.S. Department of Housing and Urban Development (HUD). CDBG funds are for the specific purpose of benefiting low/moderate income households. In order to be eligible for these funds, your organization must provide a service for the residents of the City of Pomona and be able to document that clientele served by the project/program earn less than the following income limits:

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Income Limits are based on HUD Section 8 Income Guidelines Effective January 27, 2014:

HOUSEHOLD SIZE

ANNUAL INCOME LIMITLow/Moderate Income

(80% of MFI*)1 $28,551-$45,6502 $32,601-$52,2003 $36,701-$58,7004 $40,751-$65,2005 $44,051-$70,4506 $47,301-$75,6507 $50,551-$80,8508 $53,801-$86,100

Please check the corresponding letter, which further describes the activity you are proposing:

1. Public Service Projects will most likely be (a ), or in some cases (b), per CDBG Eligibility Requirements; and

2. For Construction Projects or Rehabilitation Projects, please note that most projects will be (c), while those meeting ADA requirements will be (b).

a)_____ Client Based: The clients you propose to serve are low to moderate-income persons who have less than 80% of the median income. (Refer to attached Section 8 Income limits issued by HUD, December 11, 2012 (Low-Mod Clientele – LMC)Note: Information on family size and income must be collected in order to verify that family income does not exceed the CDBG eligible income limit.

b)_____ Special Needs Population: The following clientele are presumed to meet this income criterion: abused children, battered spouses, elderly persons, and illiterate persons and persons with acquired Immune Deficiency Syndrome (AIDS). (Low-Mod Clientele – LMC)Note: Income information not required, but information on family size, race/ethnicity, age and verification of disability or special need must be collected.

c)_____ Area Based: The project area is located in a CDBG-eligible area, as defined by HUD where 51% of the residents are low to moderated income. (refer to attached map) (Low-Mod Area – LMA)Note: Proof of residency must be collected from recipients of service in order to verify that family resides in the CDBG eligible area. (not applicable to construction projects)

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7. ADDITIONAL CRITERIA FOR REHABILITATION OR CONSTRUCTION PROJECTS

Please submit a map that locates the proposed project, along with applicable census tracts for the service area of the project. If the project serves only a local clientele, the service area may be limited to the neighborhood or to one mile out. If the project serves regional clientele, please state the size of the region.

PRE-AWARD ASSESSMENTAll prospective organizations must demonstrate that it posseses overall organizational capacity to meet specific regulatory requirements associated with the proposed activitiee. The City will include a pre-award assessment that includes, but is not limited to:

Ability to comply with Davis-Bacon prevailing wage requirements, if applicable.

8. ADDITIONAL APPLICATION DISCLOSURE STATEMENT

All organizations that submit this application must provide accurate data concerning the number and income levels of clients and/or location and nature of projects/services. Estimates are unacceptable except for previously non-CDBG funded agencies. This stipulation shall apply to all organizations that are subsequently awarded funding. Any organization that falsifies information, either accidentally or intentionally shall be required to reimburse the City for any funds paid out and shall not be permitted to apply for funding in the future.

The applicant hereby proposes to provide the services or projects for the City of Pomona as stated in this proposal. If this proposal is approved and funded, it is agreed that relevant federal, state and local regulations and other assurances, as required by the City of Pomona, will be adhered to. As the duly authorized representative of the applicant organization, I certify that the applicant is fully capable of fulfilling its obligation under this proposal.

DATE:_____________ SIGNED:________________________

TITLE:__________________________

ORGANIZATION:_________________

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ATTACHMENT “A” BUDGET PROPOSAL

Project Name ____________________ FY____________Salaries and Benefits* Operating Budget Current Year Proposed Budget1. Salaries: list all positions and identify full/part time or contract by title

#FT #PT #C Total Other City CDBG Total Other City CDBG

a.

b.

c.

d.

e.

f.

g.

2. Benefits: list eachWorker’s CompRetirementOtherOther3. Total Salaries and Benefits

*FT = Full Time PT = Part Time C=Contract employment

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ATTACHMENT “A” OPERATING BUDGET PROPOSAL

Project Name ____________________ Operating Budget Current Year Proposed Budget

Operating Expenses Total Other City CDBG Total Other City CDBG

Rent/Mortgage

Utilities

Telephone

Mileage Reimbursement

Office Supplies

Program Supplies

Maintenance Supplies

Conference Travel

Consultant Services

Insurance/Gen Liability

Insurance/Dir. Liability

Audit

Other

TOTAL OPERATING EXPENSES

TOTAL PROGRAM BUDGET

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ATTACHMENT “A” BUDGET ALTERNATIVE: REHABILITATION OR CONSTRUCTION PROJECTS Project Name ________________________

PROJECT EXPENSES TOTAL PROJECT COST CDBG FUNDS REQUESTED

Please list as applicable Total Other City CDBG1. Environmental Studies (Phase I, Archeological Phase I, Engineering, etc.)

2. Design and Architectural (if applicable)

3. Development Bid Package

4. Bid Documents, Advertising

5. Construction

6. Project Management

7. Labor Compliance

8. Insurance

9. Other

TOTAL EXPENSE

PLEASE ATTACH A COPY OF:1. PROFORMA2. PROPOSED TIMELINE FOR EACH STAGE OF THE PROJECT (e.g. Study, Design, Bid, Construction and Close-out)

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EXHIBIT “B”

BOARD OF DIRECTORS AFFIDAVIT

All applicant Agencies must complete this affidavit listing the members of the Board of Directors and all other officers. If there are changes in the Board membership after the request is submitted, the City of Pomona must be notified in writing.

In submitting this funding request, I, Designee)_______________________depose

And say that I am____________________________________________ [insert title,

President Vice President, etc.] of _______________________________________

___________________________________________________________________

[Insert name and address of Agency]

The other members and officers of the Board of Directors of this Agency are:(Please list names of current Board Members and attach an additional sheet, if necessary):

NAME TITLE TERM EXPIRES1.2.3.4.5.

DATE: ________________________________ AT__________________________ (CITY & STATE)

THE APPROPRIATE AGENCY DESIGNEE MUST SIGN AND AFFIX THE SEAL

I certify and declare under penalty of perjury that the foregoing is true and correct.

__________________________ ______________________________Print Name Signature and Title

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(Corporate Seal)


EXHIBIT C – Project Service Area (check the area(s) below that will be served):

Project Name ____________________

If this proposal includes service to more than one council district, check the district where the main office will be located and identify the additional project service areas and site address(es) in “Additional Information” below.

If the project office is located at a site other than main office location, include project office location in the space below.

If a Citywide project is proposed, the capability must be demonstrated to serve the City of Pomona and that proposed services can best be delivered on a citywide basis.

[ ] Council District 1 Council District 2 [ ][ ] Council District 3 Council District 4 [ ][ ] Council District 5 Council District 6 [ ]

[ ] CitywideADDITIONAL COUNCIL DISTRICT INFORMATION: To be completed only if the project will have additional sites in more than one District:

______________________________________________________________________

*SITE CONTROL

Site currently occupied by Applicant? [ ] YES [ ] NOAddress:___________________________________________________________

Does the Applicant:

[ ] Own[ ] Rent[ ] Lease[ ] Lease with Option

*Funding consideration cannot be considered nor a contract entered into until evidence of site control, insurance and operating permits are provided. Evidence consists of City approved and current Insurance Certificate, Lease Agreement and or a signed confirmation letter from the owner of subject property. Page 1 of 6

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CERTIFICATION REGARDING LOBBYING FY 2015-2016 CDBG PROGRAM APPLICATION PROCESS

The undersigned certifies to the best of her/his knowledge and belief that the Agency identified below and its principals shall be in compliance with the following:

(1) Agency shall not use, and require its subcontractors not to use, any of the funds, personnel, or materials received in connection with any agreement (contracts, grants, cooperative agreements) awarded by the City of Pomona to influence or attempt to influence any governmental decision or election in any manner whatsoever. This prohibition shall apply to any decision of any kind to be made by any electorate, legislative body, agency, bureau, board, commission, district, or any other instrument of federal, state, or local government. The term “influence or attempt to influence” shall mean the making, with the intent to influence, any communication to or appearance before any officer, employee, or appointee of any governmental entity, as well as any communication made to any electorate, regarding any ballot measure or candidate election.

(2) Agency acknowledges that federal funds received from the City of Pomona for individual program(s) have been provided pursuant to a federal grant, and shall comply with the laws set forth at 31 USC section 1352 (1989) and 24 CRF 87.

(3) Agency shall disclose any funds from any other source which have been paid by Contractor or its principals and agents within the last year to influence or attempt to influence decisions of the federal government by completing, signing, and submitting Standard Form LLL, “Disclosure of Lobbying Activities”. (24 CFR 87, Appendix B) Contractor understands that the duty to disclose lobbying activities is a continuing requirement, and therefore shall make such disclosures at the end of each calendar quarter in which there occurs any event requiring disclosure.

(4) Agency shall require the language of this certification be included in the award documents for all subawards at all tiers (including subagreements, subcontracts, subgrants, and cooperative agreements exceeding $100,000) and that all subrecipients shall certify and disclose accordingly.

This certification submitted to the City of Pomona is a material representation of fact upon which reliance will be placed when entering into a contract agreement. If it later is determined that the Agency rendered an erroneous certification, in addition to other remedies available, the City of Pomona may terminate the contract for default. Name of AgencySignature of Authorized Signing Official/Representative

Date

Print/Type Name of Authorized Signing Official/Representative

33


CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT, INELIGIBILITY AND OTHER RESPONSIBILITY MATTERS

FY 2015-2016 CDBG PROGRAM APPLICATON PROCESS

1. By signing and submitting these certifications, the undersigned certifies to the best of its knowledge and belief, that it and its principals:

a) Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency; b) Have not within a three-year period preceding this award, have been convicted of or had a civil judgment rendered against them for: commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, local) contract or subcontract; violation of Federal or State antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated in 2. of the certification; d) Have not within a three-year period preceding this award, had one or more contracts (Federal, State, or local) terminated for cause or default; e) Will not knowingly enter into any subcontract with a person who is, or organization that is, debarred, suspended, proposed for debarment, or declared ineligible from award of contracts by any Federal agency; and f) Will require that the language of this certification to be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.

2. “Principals”, for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity.

3. Where the undersigned is unable to certify to the statements listed in section (1) in this certification, an explanation shall be attached. The Contractor shall provide immediate written notice if, at any time prior to or during the negotiated contract period, the Contractor learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (1) of this provision. The knowledge and information of Contractor is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

Initials______

This certification submitted to the City of Pomona is a material representation of fact upon which reliance will be placed when entering into a contract agreement. If it later determined that the

34


Contractor knowingly rendered an erroneous certification, in addition to other remedies available, the City of San Diego may terminate the contract for default. Name of AgencySignature of Authorized Signing Official/Representative

Date

Print/Type Name of Authorized Signing Official/Representative

35


ATTACHMENTS

RFP SELECTION CRITERIA/PRIORITY NEEDS

ATTACHMENT “A”(Core Strategies)

ATTACHMENT “B”(Youth and Family Master Plan Executive Summary)

ATTACHMENT “C”(Continuum of Care Goals)

36


CITY OF POMONA

VISION

Pomona is a vibrant city providing a safe, clean, family oriented community. We are committed to being a city that promotes harmonious diversity and

economic prosperity.

MISSION

The City of Pomona is dedicated to improving the quality of life for our diverse community.

VALUES & GUIDING PRINCIPLES

We believe in and carry out our daily activities based on the values of: Integrity Honesty Respect Customer Service Excellence Teamwork Responsiveness Fiscal Responsibility Stewardship

CORE STRATEGIES

Core Strategy #1 - Maintain and Improve City Infrastructure Core Strategy #2 - Provide Quality Services to all ResidentsCore Strategy #3 - Create Long Term Prosperity through Economic Growth Core Strategy #4 - Develop Safe, Clean Family Oriented NeighborhoodsCore Strategy #5 - Ensure Safe Communities through Increased, Targeted and

Planned Public Safety EffortsCore Strategy #6 - Develop Mutually Beneficial Relationships with External

OrganizationsCore Strategy #7 - Develop a Marketing Strategy that Enhances the Image and

Perception of the City of Pomona

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“ATTACHMENT A”


POMONA YOUTH AND FAMILY MASTER PLANEXECUTIVE SUMMARY

A. INTRODUCTION

The Pomona Youth and Family Master Plan (YFMP) is a blueprint for change that points the way to a brighter future for our community’s youth and families. Born out of many years of frustration with lingering problems such as gang violence, poor academic achievement and high rates of teen pregnancy, the formal Youth and Family Master Plan planning process was initiated on February 28, 2005 through the adoption of City Council Resolution No. 2005-13.

The resolution conveyed a commitment to foster a community that cares and to promote positive youth development through collaboration. Rather than just another consultant’s study that can be set aside on a shelf, the YFMP is a community-authored document that is focused on specific action steps, accountability and successful outcomes.

The YFMP is the result of over twelve months of work by residents, youth, community leaders and those who provide prevention and youth development services to Pomona’s youth and families. A series of community forums were held to solicit community input on the biggest challenges and obstacles to Pomona’s young people and families. Over 300 community residents, including youth, attended the forums and provided input.

B. PRIORITY RISK FACTORS

In order to gain a better understanding of how to tackle the problems, the community forums focused on identifying “priority risk factors,” or conditions, which are associated with the kinds of destructive behavior patterns and barriers to access that, keep some of Pomona’s youth and families from achieving their full potential. The three priority risk factors that were identified are as follows:

1. Community Disorganization-This risk factor means that young people don’t feel as though the adults in their community are working effectively together to solve the problems impacting their lives. Research shows that young people growing up in disorganized communities are at higher risk for substance abuse, delinquency and violence. Young people growing up in disorganized communities can feel powerless and hopeless.

2. Academic Failure-Young people who perceive themselves as failing academically are at risk for substance abuse, delinquency, teen pregnancy, school drop-out and violence. Regardless of the cause of academic failure, students who don’t view themselves as successful students are at risk.

3. Favorable Youth Attitudes Toward Antisocial Behavior-Young people who accept and condone antisocial behavior are at risk. Antisocial behavior refers to actions that deviate

38

“ATTACHMENT B”


significantly from established social norms, including skipping school, getting into fights, running away from home, persistently lying, using illegal drugs or alcohol, stealing, vandalizing property, engaging in aggressive or violent behavior toward other individuals, and violating school rules, home rules or local criminal laws.

C. COMMUNITY RESOURCE ASSESSMENTOnce the three priority risk factors were identified, the next step was to identify which programs and services currently operate in Pomona that addresses these priority risk factors, and to identify “gaps” or weaknesses in the current response. In other words, what is the community currently doing to try to address these risk factors, and who is doing it? A Youth and Family Master Plan Resource Assessment Survey was completed by 82 program providers and the results were compiled into a resource database. One of the major weaknesses identified in Pomona’s current efforts is the lack of testing for program effectiveness and accountability, especially over the long term. While many individuals and organizations are active in serving youth and families in Pomona, there are not many well-established processes for measuring how effective their efforts are in creating lasting change.

D. MEASURABLE DESIRED OUTCOMES

Clear, measurable desired outcomes are the foundation for an effective Youth and Family Master Plan. They help to form the vision that will drive the strategies developed by the Plan. They bring discipline and structure to our generalized goals by giving us benchmarks with which to measure our progress. The Pomona YFMP includes a host of desired outcomes for each of the priority risk factors and for factors such as youth substance abuse, delinquency and violence.

E. ACTION PLANThe Pomona Youth and Family Master Plan is an action-oriented document that includes specific short- and long-term strategies for addressing each of the priority risk factors. It recognizes that even the best available analysis of the problems is of little value if that analysis doesn’t lead to specific goals and action steps. The YFMP provides multiple strategies for addressing the following key goals:

Goal One: Reduce Community Disorganization. Goal Two: Reduce Academic FailureGoal Three: Reduce Favorable Youth Attitudes Toward Antisocial BehaviorGoal Four: Create an Effective, Efficient Collaborative System to Support Implementation, Evaluation and Sustainability of the YFMP

The YFMP also introduces and discusses the merits of a number of “tested and effective” programs for various age levels that have been implemented in communities across the nation. These programs may be appropriate and feasible for Pomona, but the Plan recommends that they be studied by a local task force before being implemented locally.

++Some of the Specific Recommended Strategies to Ensure the Ongoing Success of the Plan Include:

39


Maintain and strengthen the communication, cooperation, collaboration and leadership generated through the Communities That Care process in developing the Youth and Family Master Plan.

Develop a task force to address the issue of access barriers to youth and family programs, including neighborhood-based services and/or adequate transportation to help youth and families access services.

Work with local universities to provide training and technical assistance to program providers needing assistance with program evaluation.

Review City, PUSD, and community-based fiscal and human resource allocations in light of the Youth and Family Master Plan. Coordinate, creatively use, and leverage community resources to support the effective implementation of the Youth and Family Master Plan.

Convene quarterly meetings of key stakeholders to review new funding opportunities that support the Youth and Family Master Plan.

Communicate regularly with key stakeholders about progress toward achieving the goals of the plan.

Publish an annual report describing status of key indicators of progress.

E. EVALUATION STRATEGYThe Pomona Youth and Family Master Plan is focused on results and accountability. A key component of the Plan’s implementation will be ongoing evaluation to measure the effectiveness of the various programs and services. Progress toward the goals of the Pomona YFMP will be monitored and reported semi-annually to the community through community-level evaluation. Other indicators of progress will be tracked and reported annually. An Evaluation Subcommittee of the Community Board will be responsible for facilitating and reporting on the evaluation process, with support from local evaluation experts.

G. CONCLUSIONThe YFMP lays out an ambitious strategy for a community that clearly wants to provide the best for its youth and families. It offers a process through which the needs of its youth can be better understood and through which those needs can be met by innovative and effective programs that are designed to be tested, evaluated, and modified to meet changing demands. Its development represents a great deal of commitment by all of the community’s stakeholders to make a lasting impact in the lives of Pomona’s youth and families.

For further information regarding theCity of Pomona’s Youth and Family Master Plan

please visit our website at http://www.ci.pomona.ca.us/city_departments/YFMP/

City of PomonaContinuum of Care

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“ATTACHMENT C”


The City of Pomona has a comprehensive strategy addressing homelessness within our City. This strategy is a Continuum of Care that focuses on the following homeless needs: outreach/assessment; emergency shelters; transitional shelters; permanent supportive housing; supportive services and permanent housing.

In accordance with this strategy, as outlined in the City of Pomona’s Consolidated Plan and 2011-2012 Annual Action Plan, the City of Pomona has developed the following goals:

1. Assist the homeless, and those special needs populations at risk of becoming homeless, through the provision of programming and services that address poverty, mental health, disability, domestic violence, substance abuse, HIV/AIDS and the needs of elderly.

2. Eliminate gaps in service by increasing the access to, and the efficiency of, services for the homeless, and those special needs populations at risk of becoming homeless, that decrease episodes of homelessness and increase self sufficiency.

3. Begin the “housing stabilization” process by preventing homelessness through economic and social stability and by decreasing the number of homeless that live on the streets by assisting them with access to emergency, transitional or permanent housing.

4. Support personal, social and economic development efforts that address an individual’s need for stability, self-sufficiency and self-determination.

Important Change to Emergency Shelter Grant Program (name change to Emergency Solutions Grants Program)

The Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009 (HEARTH Act), was enacted into law on May 20, 2009, consolidates three of the separate homeless assistance programs administered by HUD under the McKinney-Vento Homeless Assistance Act into a single grant program, revised the Emergency Shelter Grants Program and renames the program to the Emergency Solutions Grants Program. The HEARTH Act also codifies into law the Continuum of Care (CoC) planning process.Now that the bill is enacted, The U.S. Department of Housing and Urban Development (HUD) working with the City, to develop regulations to Eligibility Information.

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RESERVATION OF RIGHTS

The CITY reserves the right to:

Reject any and all proposals at its discretion Cancel the entire RFP Waive any minor errors or informalities in any proposals, to the extent permitted by law Conduct oral interviews Negotiate with one or more offerors Require a best and final offer from one or more offerors Issue an amended RFP to ensure compatibility of the Proposal for comparison

TERMS AND CONDITIONS

a) Addendum to the RFP – If it becomes necessary to revise any part the RFP, an addendum will be posted on the City’s website (see Section 3, “INQUIRIES AND QUESTIONS” for details). If an answer materially affects the RFP, the information will be incorporated into an addendum and distributed to all vendors via the City’s website; no other contact shall be made by the City to vendors regarding addenda to the RFP. All addenda issued during the time of bidding will be incorporated into the resulting contract.

b) Applicable Laws – The laws of the State of California will govern the contract. The applicable law for any legal dispute arising out of the contract shall be the law of the State of California. The Bidder shall comply with all federal, state, county and local laws concerning this type of commodity/service. All system provided by the Bidder shall comply with all applicable federal, state, and local building, fire, safety, and electrical codes and all relevant industry standards.

c) Appropriation of Funds – If the term of this agreement extends into fiscal years subsequent to that in which it was approved, such continuation of the contract is subject to the appropriation of funds for such purpose by the City of Pomona City Council. If funds to effect such continued payment are not appropriated, the Bidder agrees to terminate any goods or service supplied to the City under this agreement.

d) Assignment – The Bidder shall, under no circumstances, assign any contract issued as a result of this proposal by any means whatsoever, or any part thereof to another party without express written permission of the City of Pomona.

e) Award of Contract – A contract may be awarded as a result of this RFP and may require approval by the City of Pomona City Council as prescribed by City Ordinances and Codes. All awarded contracts must be issued a City of Pomona Purchase Order prior to delivering goods or performing services. If the awarded vendor imposes additional

42


terms or conditions after the award of a contract, the award may be rescinded and the Contract will be canceled.

f) Bidder's Cost to Develop a Response – Costs for developing a response to this solicitation are entirely the obligation of the Bidder and shall not be chargeable in any manner to the City of Pomona.

g) Conflict of Interest – Except for items that are clearly promotional in nature, mass produced, trivial in value and not intended to invoke any form of reciprocation, employees of the City of Pomona may not accept gratuities, entertainment, meals of anything of value whatsoever from current or potential suppliers. The offer of such gratuity to an employee of the City shall be cause for declaring such supplier to be an irresponsible proposer and preventing him from bidding as provided in Sections 2-974 and 2-975 of the City Code of the City of Pomona.

h) Default Of Vendor - The City of Pomona shall hold the vendor responsible for any damage, which may be sustained because of the failure or neglect of the vendor to comply with any term or condition, listed herein.

i) Equal Employment Opportunity – The Bidder shall comply with all applicable state and federal laws addressing Equal Employment Opportunity.

j) General Services – Award will be made to the lowest responsible/responsive bidder. The City may make an award without further discussion of the proposals submitted; therefore, the proposal should be submitted with the most favorable terms that the Bidder can offer.

k) Independent Contractor Status – It is expressly understood that the Bidder named in any contract entered into by the City is acting as an “independent contractor” and not as an agent or employee of the City of Pomona.

l) Late Submission of Bid or Proposal – Any proposals received after the due date and time specified in this RFP will not be accepted. The City will not return late submittals. Late submittals will be destroyed by the City 30 days after proposal opening.

m) News Releases – The Bidder shall not make news releases pertaining to an award resulting from proposals made in response to the RFP without the prior written approval of the City of Pomona Finance Director. In addition, the successful Bidder must agree not to release any advertising copy mentioning the City of Pomona or quoting the opinion of any City employee without written approval by the City of Pomona Finance Director.

n) Permits and Licenses – The Bidder shall secure or maintain in force during the period covered by any contract resulting from this specification all licenses and permits

43


required by law for the operation of their business including a Pomona Business License when required.

o) Public Information – After the date specified for the opening of the RFP, all materials received relative to general service proposals become public information and are available for inspection. Professional service proposals become public upon award of contract. The City reserves the right to retain all proposals submitted, whether or not the proposal was selected or judged to be responsive.

p) Rejection of Proposals – This RFP does not commit the City of Pomona to award any contract. The City reserves the right, at its sole discretion, to reject any or all proposals without penalty, to waive irregularities in any proposal response or in the proposal procedures, and to be the final judge is determining a responsive and responsible bid or proposal. The City reserves the right, at its sole discretion, to reject any or all proposals that contain items not specified, items that are incorrect, that does not complete all the items scheduled, or does not respond to items published specifications or scope of services. Proposals received by telephone or facsimile will be considered non-responsive and will be rejected. Proposals offering less than 90 days for acceptance from the published closing date may be considered non-responsive and may be rejected.

q) Signatures – Bid or proposal responses must be signed in longhand by the Bidder with his/her usual signature in the designated areas within the Proposal documents. Submission of proposals must be signed by any and all representatives legally authorized to contractually bind the Corporation.

r) Unauthorized Use of City Seal or Logo – Section 2-5(3)a of the Pomona City Code prohibits the use of the City’s Seal or Logo, or any reproduction thereof, for any purpose other than for official business of the city, its council, officers or departments.

S) Withdrawal of Proposals – Proposal responses received by the Purchasing Division may be withdrawn. An authorized representative of the Bidder must submit a signed, written request to the Purchasing Manager, formally requesting their proposal to be withdrawn from the proposal process.

DEFINITIONS

In accordance with Section 2-961 of the Pomona City Code, the following words, terms and phrases have the meanings ascribed to as follows:

Most qualified bidder. The "most qualified bidder" will be determined by consideration of the following factors:

(1) Qualifications, background, and prior experience of the firm in performing services for similar projects.

44


(2) Experience, organization, and technical skills to successfully accomplish the project’s scope of services and objectives.

(3) Overall project design and methodology.

(4) The responsiveness of the RFP to the tasks to be performed as identified in the “Scope of Services” section.

(5) The timeliness and speed with which the consultant can complete the scope of work.

(6) The comprehensiveness and rationale of the project work plan.

(7) Past performance on contracts with business or government agencies in terms of quality of work and compliance with schedules. This will be evaluated based on a check of references.

(8) An evaluation of the approach and related costs.

Nonresponsive bidder means an offer, submitted by a bidder, to furnish supplies, equipment or services that are not in conformity with the specifications, delivery terms or conditions or other requirements specified in the invitation for Proposals.

Nonresponsible bidder is a bidder that provides a bid or proposal but fails to demonstrate their capacity (financial or otherwise) to provide the supplies, equipment or service as specified in the bid or proposal.

Professional services means those services provided by an individual, firm, partnership, or corporation as an independent Consultant and which are of a technical and/or unique nature which require persons who are exceptionally qualified by education or experience to perform administrative, technical or advisory services which do not involve the delivery of a specific end product other than reports, plans, documents or specifications. By way of illustration but not limitation, the following services are considered as professional: general management consulting, personnel consulting, architecture, accounting, land surveying, landscape architecture, law, medicine, engineering, research, studies of government operations and procedures and training. Services exempt from this definition include various types of testing services, real estate appraisers, equipment repair specialists, janitorial services and security service.

Responsible bidder means a bidder who submits a responsive Proposal and who is not only financially responsible, but also possesses the resources, judgment, skill, ability, capacity and integrity requisite and necessary to perform the contract according to its terms.

Responsive bid means a proposal, submitted by a responsible bidder, to furnish supplies, equipment or services in conformity with the specifications, delivery terms and conditions and other requirements specified in the invitation for Proposals.

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SAMPLE AGREEMENT FOR CONSULTANT/CONTRACTOR SERVICES

THIS AGREEMENT (hereinafter referred to as AGREEMENT) is entered into by and between the CITY OF POMONA, hereinafter referred to as the “CITY,” and ___________, a ___________Corporation, hereinafter referred to as “CONSULTANT” or “CONTRACTOR”.

RECITALS

WHEREAS, the CITY desires to engage CONSULTANT/CONTRACTOR to perform xxxxxxxxxxx consulting / contracting services for CITY.

WHEREAS, CONSULTANT/CONTRACTOR represents that the principal representative is authorized to enter into this agreement on behalf of CONSULTANT/CONTRACTOR and CONSULTANT/CONTRACTOR is willing to perform such services hereinafter defined.

NOW, THEREFORE, the parties agree as follows:

1. TERM. This Agreement shall be for a term of one year commencing on xxxx xx, 20xx, through xxxx xx, 20xx, with xx one-year extension options, subject to written agreement of the Parties.

2. REPRESENTATIVES OF THE PARTIES AND SERVICE OF NOTICE. The representative of the parties who are primarily responsible for the administration of the AGREEMENT, and to whom formal notice, demands and communications shall be given, are as follows:

A. The principal representative of the CITY shall be:

_______________City of Pomona505 South Garey AvenuePomona, CA 91766(909) 620-_______

B. The principal representative of the CONSULTANT/CONTRACTOR shall be:

_________________

C. Formal notices, demands and communications to be given hereunder by either party shall be made in writing and may be effected by personal delivery or by mail.

D. If the name of the principal representative designated to receive the notices, demands or communications, or the address of such person, is changed, written notice shall be given within five (5) working days of said changes.

3. RETENTION. The CITY retains and employs CONSULTANT/CONTRACTOR to act as such for CITY to perform such consulting services as may be requested of it by the CITY. CONSULTANT/CONTRACTOR accepts the employment and agrees to render such services as CONSULTANT/CONTRACTOR on the terms and conditions herein stated.

4. SCOPE OF SERVICES. The scope of such services is set forth in the attached Scope of Work, which is made Exhibit “A” to this Agreement.

5. COMPENSATION. The CITY agrees to pay CONSULTANT/CONTRACTOR for the above-stated services, as set forth in the aforementioned attached Scope of Work. CONSULTANT/CONTRACTOR agrees that fees for services shall not exceed the authorized amount of $XXXXX.XX as set forth in the fee schedule, Exhibit “B” attached hereto, unless the CITY has given specific advance approval in writing.

6. INDEPENDENT CONTRACTOR. CONSULTANT/CONTRACTOR is an independent contractor. As such, CONSULTANT/CONTRACTOR shall have no power or authority to incur any debt, obligation or liability on

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Sample

Sample

COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2015-2016 CDBG, REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDINGbehalf of CITY. Further, CONSULTANT is not entitled to any benefit typically associated with an employee such as medical, sick leave or vacation benefit.

7. PERS ELIGIBILITY INDEMNITY. In the event that CONSULTANT/CONTRACTOR or any employee, agent, or subcontractor of CONSULTANT/CONTRACTOR providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, CONSULTANT/CONTRACTOR shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONSULTANT/CONTRACTOR or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, CONSULTANT and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by CITY, including but not limited to eligibility to enroll in PERS as an employee of CITY and entitlement to any contribution to be paid by CITY for employer contribution and/or employee contributions for PERS benefits.

8. ECONOMIC INTEREST STATEMENT. CONSULTANT/CONTRACTOR hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by CITY hereunder, CONSULTANT/CONTRACTOR is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advise under this Agreement, prior to the commencement of work. The extent of CONSULTANT/CONTRACTORS disclosure requirements is set forth in the written determination of the City Manager of CITY, attached hereto as Exhibit “C.”

9. INDEMNITY AND INSURANCE

A. INDEMNITY. CONSULTANT/CONTRACTOR hereby agrees to protect, indemnify and hold CITY and its employees, officers and servants free and harmless from any and all losses, claims, liens, demands and causes of action of every kind and character including, but not limited to, the amounts of judgment, interests, court costs, legal fees, expert costs, expert fees and all other expenses incurred by the CITY to the maximum extent allowed by law arising in favor of any party, including claims, liens, debts, personal injuries, including employees of the CITY, death or damages to property (including property of the CITY) and without limitation by enumeration, all other claims or demands of every character occurring or arising directly out of or as a consequence of the performance of the work performed hereunder, except only such injury to persons or damage to property due or claimed to be due to the sole negligence of the CITY. This provision is not intended to create any cause of action in favor of any third party against CONSULTANT/CONTRACTOR or the CITY or to enlarge in any way the CONSULTANT/CONTRACTOR’S liability but is intended solely to provide for indemnification of the CITY for liability for damages or injuries to third persons or property arising from CONSULTANT/CONTRACTOR’S negligent performance hereunder.

B. INSURANCE. CONSULTANT/CONTRACTOR shall procure and maintain at all times during the term of this Agreement insurance as set forth in Exhibit “D” attached hereto.

10. OWNERSHIP OF WORK PRODUCT. All reports, documents or other written material developed by CONSULTANT/CONTRACTOR in the performance of this AGREEMENT shall be and remain the property of CITY without restriction or limitation upon its use or dissemination by CITY. Such Material shall not be the subject of a copyright application by CONSULTANT/CONTRACTOR. Any re-use by CITY of any such materials on any project other than the project for which they were prepared shall be at the sole risk of CITY unless CITY compensates CONSULTANT/CONTRACTOR for such use.

11. CONFIDENTIALITY. Employees of CONSULTANT/CONTRACTOR in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of CITY. CONSULTANT/CONTRACTOR covenants that all data, documents, discussion, or other information developed or received by CONSULTANT/CONTRACTOR or provided for performance of this AGREEMENT are deemed confidential

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Sample

Sample

COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2015-2016 CDBG, REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDINGand shall not be disclosed by CONSULTANT/CONTRACTOR without written authorization by CITY. CITY shall grant such authorization if disclosure is required by law. All CITY data shall be returned to CITY upon the termination of this AGREEMENT. CONSULTANT/CONTRACTOR’s covenant under this Section shall survive the termination of this AGREEMENT.

12. TERMINATION FOR CONVENIENCE. Either the CITY or the CONSULTANT/CONTRACTOR may terminate this AGREEMENT at any time without cause by giving thirty (30) calendar days written notice to the other of such termination and specifying the effective date thereof. If this AGREEMENT is terminated as provided herein, CONSULTANT/CONTRACTOR shall be paid only the total amount equal to the service CONSULTANT/CONTRACTOR has provided as of the termination date. In no event shall the amount payable upon termination exceed the total maximum compensation provided for in this AGREEMENT or the value of services provided as of date of termination.

13. TERMINATION FOR CAUSE. If for any reason, CONSULTANT/CONTRACTOR shall fail to fulfill in a timely and proper manner its obligation under this AGREEMENT, or if CONSULTANT/CONTRACTOR shall violate any of the covenants or stipulations of this agreement, CITY shall then have the right to terminate this agreement by giving a five (5) calendar day written notice to CONSULTANT/CONTRACTOR. The notice shall refer to this clause, shall specify the nature of the alleged default, and shall specify the effective date of the termination. The CONSULTANT/CONTRACTOR will be paid a total amount equal to the service CONSULTANT/CONTRACTOR has provided as of the termination date. In no event shall the amount payable upon termination exceed the total maximum compensation provided for in this AGREEMENT.

14. ASSIGNMENT AND SUBCONTRACTING. Neither party shall assign or subcontract the rights or responsibilities under this agreement without the express, written consent of the other party, which may be withheld for any reason or for no reason.

15. STANDARD. CONSULTANT/CONTRACTOR agrees that the services to be rendered pursuant to this Agreement shall be performed in accordance with the standards customarily provided by an experienced and competent professional organization rendering the same or similar services. CONSULTANT/CONTRACTOR shall re-perform any of said services, which are not in conformity with standards as determined by the CITY. The CONSULTANT/CONTRACTOR will be relieved of its obligation to re-perform said services if the CITY does not notify CONSULTANT/CONTRACTOR within 180 days after the completion of the non-conforming service. Compensation for CONSULTANT/CONTRACTOR to re-perform said services shall be subject to the approval of the CITY, but in no event shall such compensation exceed the actual cost of said services. Except as hereinafter provided in respect of personal injury or property damage, the foregoing are the CONSULTANT/CONTRACTOR’S entire responsibilities and the CITY’S exclusive remedies for service rendered or to be rendered hereunder, and no other warranties, guarantees, liabilities, or obligations are to be implied.

16. RESOLUTION OF DISPUTES.

A. Disputes regarding the interpretation or application of any provisions of this AGREEMENT shall, to the extent reasonably feasible, be resolved through good faith negotiations between the parties.

B. If any action, at law or in equity, is brought to enforce or to interpret any provisions of this AGREEMENT, the prevailing party in such action shall be entitled to recover reasonable attorney’s fees, costs and necessary disbursements, in addition to such other relief as may be sought and awarded.

17. FORCE MAJEURE. The respective duties and obligations of the parties hereunder shall be suspended while and so long as performance hereto is prevented or impeded by strikes, disturbances, riots, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the control of the party from whom the affected performance was due.

18. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY. In the performance of this AGREEMENT, CONSULTANT/CONTRACTOR shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age

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Sample

Sample

COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2015-2016 CDBG, REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDINGphysical or mental handicap, medical condition, or sexual orientation. CONSULTANT/CONTRACTOR will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.

19. SEVERABILITY. If any provision of this agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions nevertheless will continue in full force and effect without being impaired or invalidated in any way.

20. GOVERNING LAW. This Agreement shall be governed by and construed in accordance with laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Los Angeles. In the event of litigation in a U.S. District Court, exclusive venue shall lie in the Central District of California.

21. ENTIRE AGREEMENT. This AGREEMENT, together with Exhibits “A,” “B,” “C” and “D” supersede any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this AGREEMENT acknowledges that no representation by any party, which is not embodied herein, nor any other agreement; statement or promise not contained in this AGREEMENT shall be valid and binding. Any modification of the AGREEMENT shall be effective only if it is in writing and signed by all parties.

IN WITNESS WHEREOF this Agreement is entered into by the parties hereto on the dates set forth below.

ATTEST: THE CITY OF POMONA

By: City Clerk City Manager

Date: ______________________

APPROVED AS TO FORM: CONSULTANT/CONTRACTOR/CONTRACTOR

__ By:

City Attorney Title:

Date: ______________________

Approved by City Council on _____________

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Sample

Sample


CITY OF POMONA MINORITY BUSINESS QUESTIONNAIRE

Failure to complete and submit this Worksheet with the Proposal response will render the Proposal non-responsive and will not be considered for award.

Name of Business:

Division or Subsidiary, if applicable:

Business Address:

Business Telephone No.:

Contact Person:

Title:

Type of Business:Non Profit [ ]Sole Proprietorship [ ]Partnership – General [ ]

– Limited [ ]– Corporation [ ]

Is the business 51% or more owned by:American Indian [ ]Asian [ ]Black [ ]Hispanic [ ]Female [ ]Other [ ]

(please specify)

Prepared By:

Title:

Date:

For more information, please contact the City of Pomona Purchasing Division (909) 620-2381.

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CITY OF POMONA STATEMENT OF NON-COLLUSION BY CONTRACTOR

Failure to complete and submit this Worksheet with the Proposal response will render the Proposal non-responsive and will not be considered for award.

The undersigned who submits herewith to the City of Pomona a Bid or proposal does hereby certify that:

a. All statements of fact in such bid or proposal are true;

b. Such bid or proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation;

c. Such bid or proposal is genuine and not collusive or sham;

d. Bidder has not, directly or indirectly by agreement, communication or conference with anyone, attempted to induce action prejudicial to the interest of the City of Pomona or of any other bidder or anyone else interested in the proposed procurement;

e. Bidder did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid or proposal, or that anyone should refrain from bidding or withdraw his bid or proposal;

f. Bidder did not, in any manner, directly or indirectly seek by agreement, communication or conference with anyone to raise or fix the bid or proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit or cost element of his bid or proposal price, or that of anyone else;

g. Bidder did not, directly or indirectly, submit his bid or proposal price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member agent thereof, or to any individual or group of individuals, except to the City of Pomona, or to any person or persons who have a partnership or other financial interest with said bidder in his business.

h. Bidder did not provide, directly or indirectly to any officer or employee of the City of Pomona any gratuity, entertainment, meals, or anything of value, whatsoever, which could be construed as intending to invoke any form of reciprocation or favorable treatment.

i. No officer or principal of the undersigned firm is employed or has been employed, either full or part time, by the City of Pomona, either currently or within the last two (2) years, or is related to any officer or employee of the City by blood or marriage within the third degree. An exception to this section may be granted by approval of the City Council prior to contract award.

j. No officer or principal of the undersigned firm nor any subcontractor to be engaged by the principal has been convicted by a court of competent jurisdiction of any charge of fraud, bribery, collusion, conspiracy or any other act in violation of any state or federal antitrust law in connection with the bidding on, award of, or performance of, any public work contract, with any public entity, within the last three years.

I certify, under penalty of perjury under the laws of the State of California, that the foregoing is true and correct and that this certification was executed on ____________ at __________________________, California. (Date) (Location)

Business: By: (Signature)

Address: (Print Name & Title)

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COMMUNITY DEVELOPMENT DEPARTMENTCITY OF POMONAFY 2015-2016 CDBG, REQUEST FOR PROPOSAL (RFP) FULL APPLICATION FOR FUNDINGCITY OF POMONA AGREEMENT FOR INDEMNIFICATION BY CONTRACTOR/VENDOR AND ACCEPTANCE AND ACKNOWLEDGMENT OF PROCUREMENT PRACTICES OF THE CITY OF POMONA

Failure to complete and submit this Worksheet with the Bid or Proposal response will render the Bid or Proposal non-responsive and will not be considered for award.

The City of Pomona requires contractors and suppliers of services to the City to agree to indemnify and hold the City of Pomona harmless for claims or losses arising from, or in connection with, the contracting party’s work for the City of Pomona before a Purchase Order is issued.

To reduce the possibility of misunderstanding between contracting parties and the City in case of a claim or lawsuit, the City of Pomona is requiring that contacting parties who perform services for the City sign this letter. This letter will act as and become a part of each Contract/Purchase Order between the City of Pomona and the contracting parties signing the letter for the duration of the contract term and any extensions thereto.

In consideration of the opportunity of doing work for the City of Pomona and benefits to be received thereby, the contracting party to this agreement agrees as follows:

1. That where a contract, purchase order or confirming order is issued by the City of Pomona awarding a contract, this Letter Agreement is to be considered part of that contract.

2. Contractor agrees to indemnify the City of Pomona, and any officer, employee or agent, and hold the City of Pomona, and any officer, employee or agent, thereof harmless from any and all claims, liabilities, obligations and causes of action, of whatsoever kind or nature, for injury to, or death of, any person (including officers, employees and agents of the City of Pomona), and for injury or damage to or destruction of property (including property of the City of Pomona), resulting from any and all actions or omissions of contractor or contractor’s employees, agents or invitees, or any subcontractor of contractor or any of such subcontractor’s employees, agents or invitees.

3. That the contracting party specifically waives the benefits and protection of Labor Code Section 3864 which provides: “If an action, as provided in this chapter, is prosecuted by the employee, the employer, or both jointly against the third person results in judgment against such third person or settlement by such third person, the employer shall have no liability to reimburse or hold such third person harmless on such judgment or settlement in the absence of a written agreement so to be executed prior to the injury.” This waiver will apply to the contracting party to this letter to any contracts awarded by the City of Pomona during the term of this Agreement and any extensions thereto.

4. That this Agreement has been signed by an authorized representative of the contracting party, and such representative has the authority to bind the contractor/vendor to all terms and conditions of this Agreement.

5. That this Agreement shall be binding upon the successors and assignees of the contracting party to any contract with the City of Pomona. As a condition precedent to acceptance, any contacts from the City of Pomona and contracting party agree to advise its successors or assignees of this Agreement and to obtain their consent to it in writing before the work of the representative successor or assignees begins. Such assignment shall not be effective without the prior written consent of the City of Pomona.

6. To promptly notify the City of Pomona of any change in ownership of the contracting party while this Agreement is in force.

This letter Agreement cannot be modified or changed without the express written consent of the City of Attorney of the City of Pomona.

I agree to the terms of this Letter Agreement on behalf of:

Business: By: (Signature)

Address: (Print Name & Title)

Date: __________________

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