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HomeMy WebLinkAboutVeronica Tam & Associates LLC; 2008-12-12;AGREEMENT FOR CONSULTANT SERVICES (Veronica Tarn & Associates, LLC) THIS AGREEMENT is made and entered into as of the day of by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and Veronica Tarn & Associates. LLC. a Limited Liability Company. ("Contractor"). RECITALS City requires the professional services of a consultant that is experienced in preparing an Assessment of Impediments to Fair Housing. Contractor has the necessary experience in providing these professional services, has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. Scope of Work. City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in Exhibit "A", attached and incorporated by this reference in accordance with the terms and conditions set forth in this Agreement. 2- Term. This Agreement will be effective for a period of one (1) year from the date first above written. 3. Compensation. The total fee payable for the Services to be performed will be One Thousand Nine Hundred Five Dollars Dollars ($1,905). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or the Services specified in Exhibit "A." 4. Status of Contractor. Contractor will perform the Services as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under the control of City only as to the results to be accomplished. 5. Indemnification. Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 6. Insurance. Contractor will obtain and maintain policies of commercial general liability insurance, automobile liability insurance, a combined policy of workers' compensation, City Attorney Approved Version #05.06.08 employers liability insurance, and professional liability insurance from an insurance company authorized to transact the business of insurance in the State of California which has a current rating in the Best's Key Rating guide of at least A-:VII OR with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X", in an amount of not less than one million dollars ($1,000,000) each, unless otherwise authorized and approved by the City Attorney or the City Manager. Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims- made coverage. The insurance will be in force during the life of this Agreement and will not be canceled without thirty (30) days prior written notice to the City by certified mail. City will be named as an additional insured on General liability. Contractor will furnish certificates of insurance to the Contract Department, with endorsements to City prior to City's execution of this Agreement. 7. Conflict of Interest. City will evaluate Contractor's duties pursuant to this Agreement to determine whether disclosure under the Political Reform Act and City's Conflict of Interest Code is required of Contractor or any of Contractor's employees, agents or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor's employees, agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700. 8. Compliance With Laws. Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment and will obtain and maintain a City of Carlsbad Business License for the term of this Agreement. 9. Termination. City or Contractor may terminate this Agreement at any time after a discussion, and written notice to the other party. City will pay Contractor's costs for services delivered up to the time of termination, if the services have been delivered in accordance with the Agreement. 10. Claims and Lawsuits. By signing this Agreement, Contractor agrees it may be subject to civil penalties for the filing of false claims as set forth in the California False Claims Act, Government Code sections 12650, et seq.. and Carlsbad Municipal Code Sections 3.32.025, et seq. Contractor further acknowledges that debarment by another jurisdiction is grounds for the City of Carlsbad to terminate this Agreement. 11. Venue and Jurisdiction. Contractor agrees and stipulates that the proper venue and jurisdiction for resolution of any disputes between the parties arising out of this Agreement is the State Superior Court, San Diego County, California. 12. Assignment. Contractor may assign neither this Agreement nor any part of it, nor any monies due or to become due under it, without the prior written consent of City. 13. Amendments This Agreement may be amended by mutual consent of City and Contractor. Any amendment will be in writing, signed by both parties, with a statement of estimated changes in charges or time schedule. City Attorney Approved Version #05.06.08 14. Authority. The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR CITY OF CARLSBAD, corporation of tl/ie/Sta$gj By: (sign here) (print name/title)ATTEST (sign here) LO City Clerk (print name/title) Q. - o «§ff%f''flS* o ~ •J. 'i;%!ffr'|i-'' > (e-mail address) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation. Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-President *Group B. Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney )eputy City Attorney City Attorney Approved Version #05.06.08 EXHIBIT "A" SCOPE OF SERVICES Itemized List of what Contractor will do for City and at what price. City Attorney Approved Version #05.06.08 ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING | 3-1 Work3* VjT 5 ? -i SCOPE OF WORK Our proposed scope of work is consistent with the Fair Housing Planning Guide prepared by the U.S Department of Housing and Urban Development (HUD). Task 1: Evaluation of 2003 Regional Al and Progress toward Mitigating Impediments Identified Task 1.1: Review of 2003 Regional Al Conduct a review of the current Regional Al to identify conditions and impediments that may no longer be relevant; and/or may have been partially mitigated; may not have been adequately addressed; and/or may be of increased concern. Task 1.2: Review of Other Relevant Documents Review the housing elements, consolidated plans, action plans, and CAPERs of all participating jurisdictions to determine actions and programs as well as accomplishments with regard to expanding a range of housing choices and improving equal access to housing. Specifically, the State Housing Element law has been amended recently to require jurisdictions to address constraints to housing for persons with special needs, including emergency shelters, transitional housing, supportive housing, single-room occupancy units, and housing for persons with disabilities: * SB 520 (Housing for Persons with Disabilities) » SB 2 (Emergency Shelters) * AB 2634 (Transitional Housing, Supportive Housing, and SRO) We will review the housing elements of all participating jurisdictions to assess their compliance with these provisions. Task 1.3: Public and Administrative Policy Survey We will conduct a Public and Administrative Policy Survey for participating jurisdictions to assess the potential impediments to fair housing, including occupancy standards, distance restrictions for group homes, sensitivity and fair housing training for staff, multilingual capability of code enforcement and housing programs staff, accessibility of public facilities (Section 504 and ADA compliance). Task 1.4: Review of Fair Housing Services We will review the scopes of work of the fair housing service providers in the participating jurisdictions to determine how the contracted services align with the recommendations of the Al. We will interview the fair housing service providers (Fair Housing Council of San Diego, Center for Social Advocacy, North County Lifeline) to discuss accomplishments in mitigating the impediments and solicit suggestions regarding gaps of services and additional needs. We will also solicit comments from fair housing service providers regarding the effectiveness of existing fair housing programs and services and identify where gaps of services may exist. Task 1.5: Summary of Assessment Upon completion of the tasks above, we will prepare a written summary assessment of the progress in mitigating impediments, identifying areas of deficiency and suggestions for further enhancement. Task 2: Community Outreach Task 2.1: Fair Housing Survey We will conduct a fair housing survey of the community at large. This survey will be written in English and Spanish and will be distributed at community locations and posted on the Web sites of the County and participating cities. Working with the Fair Housing Resources Board (FHRB), we will solicit the participation of service providers to also post the link to the survey on their Web sites. Each jurisdiction will be provided a hard copy and a PDF version of the survey in English and Spanish for distribution at community locations, to service providers, and for posting on Web sites. Individual cities are encouraged to translate the survey into other languages as necessary, as long as the survey questions and format are consistent with the one provided so that survey responses can EDAW INC DESIGN, PLANNING AND ENVIRONMENTS WORLDWIDE ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING | 3-2 be efficiently tabulated. Our budget assumes tabulation and analysis of up to 2,000 responses to the survey. While this is not a scientific survey in which the survey respondents are controlled, it offers another opportunity for residents to voice their concerns. Task 2.2: Community Meetings We will conduct at least four community meetings to solicit input from the general public. We will work with the FHRB to select centrally located community facilities to conduct the community meetings (for east, north, south, and central County areas). We will work with the FHRB to effectively advertise these meetings to enhance participation and assist in advertising for these meetings, including direct mailing to specific groups and coordinating with fair housing councils. Participating jurisdictions should be encouraged to make announcements at public hearings and public service announcements at local cable access. This scope assumes the jurisdictions and FHRB would be responsible for any direct advertising or mailing costs. Aside from residents, potential groups to target for participation include: * Real estate associations/realtors « Apartment owners and managers associations « Lenders • Fair housing service providers • Supportive service providers (e.g., for seniors, families, disabled persons, immigrant groups) * Faith-based organizations Task 2.3: Consultation with Service Providers and Housing Professionals We will hold two meetings with key organizations that represent special interests to obtain information on fair housing issues, including such groups as disability advocacy groups, civil rights commissions, faith-based organizations, and groups representing low- and moderate-income persons, among others active in the housing arena including realtors, apartment owners associations, and lending institutions. An alternative approach is to call the service providers and referral agencies to 'test such agencies' understanding of fair housing services available. Task 2.4: Present Draft of At to FHRB We will attend one FHRB meeting to present the draft Al. We will also be available at the meeting to answer questions about the draft. Task 3: Fair Housing Testing We will be responsible for conducting fair housing testing for the Regional Al. Our scope includes: « Conducting a total of 40 countywide familial status audits (paired test format); • Working with the FHRB in the selection of sites for testing, using the criteria set forth in the contract; • Recruiting and training testers in sufficient numbers to complete the project; • Conducting training sessions for testers; and • Preparing a report of findings and recommendations. In conducting the paired test, we will proceed with the initial (round one) tests. All of the 40 sites will be tested in the initial round. We will then review each completed test report with tester (debrief) and compare and analyze the results to determine whether a follow-up test is needed. If the results for specific sites are unclear, a second round of testing will be conducted for those sites. When the testing phase is completed, we will produce a report of findings and make recommendations. Methodology: Volunteer testers are recruited, screened, and trained in 4-hour training sessions. The testers for this study will be trained by Clara Harris, who has many years of experience in the fair housing field, including training fair housing testers, conducting fair housing audits, and testing. The session includes a practice site visit and/or role playing, a discussion of the history of fair housing law and the methodology of testing and reinforcement of the qualities needed in a tester (i.e., objectivity, reliability and confidentiality). Planning the Test: The project supervisor locates apartment vacancies by reviewing newspaper listings as well as the various rental guide magazines and by monitoring posted rental signs. A matched pair of testers, one representative of the variable being tested and the other as a control, is then assigned to visit the apartment office. Testers are matched in relation to age, income, dress, and background for all stages EDAW INC DESIGN, PLANNING AND ENVIRONMENTS WORLDWIDE ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING | 3-3 of the study. The testers are assigned "profiles" or identities, complete with marital status, occupation, income, and reason for moving. The standard test is arranged as follows: The tester (representing the variable being tested) makes an appointment for a specified time, or simply drops in if it is determined that the office will be open and appointments are not necessary. The control tester follows within an hour, making an appointment only if the other tester has made one. At the Site - Ask and Observe: Each tester asks standard prearranged questions and is trained with certain responses, so that the two visits are essentially identical in all ways except the variable being tested. Each tester is instructed to inquire about one- or two-bedroom apartments that are within a certain price range and available within a certain time frame. In this way, the chance that different information may be obtained due to a particular request or characteristic of the tester (for example, a request to be near the pool or on the first floor) is eliminated. Testers are instructed to closely follow the assignment so that they each make the same request. Testers are trained to ask about and observe a number of items that are things any renter would need to know such as the following: Is there an apartment available and when will it be ready? Is some preparation necessary, such as cleaning and painting, or is the apartment ready to be occupied? The tester notes which apartments she or he was shown, or whether a model was shown. Is the tester offered an application and invited to place a deposit? What are the rental terms, amount of security deposit, and credit check fees (costs that together are often referred to as "move-in costs")? Are there any moving incentives offered such as rent reductions or deposit rebates after move-in. What types of leases are available (e.g., month-to-month, six month, or one year)? Testers also observe other persons around the complex and in the office to note the race of tenants, applicants, and employees, and the presence of children. Testers are asked to report on how they were greeted, the mechanics of the interview, whether they were asked about "good credit," or if there was any discussion of ability to pay. The items listed above are all important to the comparison since slight variations in any of the items can make renting an apartment more attractive to a prospective tenant. For example, a 1-year lease protects the tenant from rent increases and provides more stability. Also, it is helpful in analyzing the test results to know the apparent demographics of the complex. Analysis of Each Visit: Immediately upon leaving the testing site, testers fill out their reports, which consist of a narrative and a four-page questionnaire. These reports are then returned to the project supervisor and compared for differences. The testers, therefore, are unaware of any difference in results. The comparisons are not revealed to them at any point. Even in instances where one of the testers is told that there are no apartments available and/or is treated discourteously, the inference cannot automatically be made that discrimination has taken place. In a fair housing assessment, the important tool is the comparison of the experience to that of the other tester. Not all complex managers are professional. There may be cases where both testers are treated rudely. If, however, on repeated visits a pattern emerges of different treatment to the tester (representing the testing variable), the comparisons afford a powerful piece of evidence that the rental agent would have difficulty explaining. An example is if different apartments are shown to the testers, or the ones shown to the tester (representing the testing variable) are inferior in some way. Is the control tester shown an apartment that is freshly painted and ready for occupancy, while the tester (representing the testing variable) is shown a comparable apartment in price and size but which needs painted and cleaned? The comparison needs to be analyzed carefully to see if a picture emerges that the tester (representing the testing variable) had been discouraged from applying. Then, if such a picture emerges, is this an indication of discrimination, or was the agent simply having a bad day and not being thorough and professional with each client who came through the door that day? When discrimination is suspected, a pattern needs to be established through repeated visits in order to rule out such factors as possible explanations. Once the comparison of the test reports is done, retests are scheduled. A new set of testers is assigned to visit those apartment complexes in which a difference was observed. In conclusion, the design of an assessment ensures a high degree of objectivity and eliminates alternative explanations, EDAW INC DESIGN. PLANNING AND ENVIRONMENTS WORLDWIDE ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING | 3-4 (aside from the variable being tested) for observed differences in information and treatment. Task 4: Regional Al Update Task 4.1: Community Profile The current Regional Al was prepared in 2003 with 2000 Census data. We do not recommend updating the Census data with American Community Survey data, which contains large margins of errors. To the extent feasible, we will update the Community Profile with current data such as: * 2008 Department of Finance population and housing estimates * 2008 Employment Development Department employment and wage data 2007 Home Mortgage Disclosure Act (HMDA) data on lending activities * Current market data for rental rates, home prices, and foreclosure activities SAN DAG projections * Inventory of licensed community care facilities from State Department of Social Services * Comprehensive Housing Affordability Strategy (CHAS) data and updated income data by block group created by HUD » Consolidated plans and general plans (including 2005- 2010 housing elements) for participating jurisdictions Based on statistics, empirical data, research and consultation, we will evaluate the following background information: a) Demographic Profile to include the number and proportion of persons in the participating jurisdictions by race/ethnicity, age, disability, and familial status. This section will use an Index of Dissimilarity to measure housing segregation among ethnic groups and this will be evaluated. Much of this data will depend on 2000 Census and therefore no update is available. However, we will correlate these demographic characteristics with current and/or changing patterns of fair housing concerns. b) Income Profile to include income distribution of residents; evaluation of income differences and poverty levels between race and special needs populations; concentration of low-income population by block groups. Updated income data by Census block group and CHAS data will be used. c) Employment and Transportation Profile to map locations of major employment centers that potentially offer jobs to minorities and persons with disabilities at the lower income levels of the wage scale. The Consultant will also evaluate the relationship between public transportation, job centers, and lower income housing locations. d) Housing Profile to examine the implications of geography, diverse populations, and income discrepancies in the participating jurisdictions. Include discussion of the housing profile including the following variables: household size and overcrowding; housing type, tenure and vacancy; age of housing (and related lead-based paint concerns); ownership and rental housing costs; and housing affordability. Relationships between these housing characteristics and fair housing concerns will be included. e) Mapping of Planning Data will be done using geographic information system (CIS) to evaluate geographic relationships among the demographic, income, employment and transportation, and housing variables to identify potential impediments to fair housing choice. To the extent feasible, information will be provided at the jurisdiction-level and aggregated by San Diego City Council District and County Supervisor District, as appropriate. Types of maps to be included, but may vary depending on data availability and relevancy of specific issues, are: 1 Location of housing for seniors and disabled (e.g., Section 202 and 811 projects) 2. Location of public and assisted housing (e.g., public housing, HUD-funded projects, and others as information is available) 3. Location of licensed residential care facilities (e.g., group homes, elderly residential care facilities, housing for the mentally ill) 4 Concentrations of Section 8 assistance (if available from the local housing authorities) 5 Geographic concentrations of families with children (no change from 2000 Census) 6. Main transit routes in relation to employment centers, lower income, and special needs populations, and assisted housing projects 7. Low- and moderate-income areas 8 Areas of racial/ethnic concentration (no change from 2000 Census) EDAW INC DESIGN, PLANNING AND ENVIRONMENTS WORLDWIDE ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING | 3-5 Task 4.2: Current Fair Housing Profile We will evaluate the current fair housing profile in San Diego County, including the following: a) Assessment of current public and private fair housing program/activities to identify and describe existing programs, services, and activities that assist in the provision of fair housing. This will involve interviewing staff, fair housing councils, and appropriate local non-profits and community groups (see results of Task 1.4 and Task 2.3). b) Identify and describe fair housing practices and procedures of real estate associations and apartment owners associations. This will include a description of common practices of and fair housing issues involving real estate associations, agents, property managers, and landlords including advertising and reasonable accommodations and modifications. Issues such as blockbusting, steering, "all adult," one-language advertising, inaccessible design, underwriting, PICO scoring, and unfair lease terms will be discussed. c) Contact and interview fair housing service providers in San Diego County, local nonprofit housing organizations, housing advocacy groups, and the local HUD office to obtain information on the nature and extent of fair housing complaints, violations, or suits against the jurisdictions. Also included are: 1. Research of the prevalence of fair housing discrimination suit(s) filed by the Department of Justice, State Department of Fair Employment and Housing, and other agencies. 2. Identification of the nature and extent of hate crimes in all participating jurisdictions. 3. Discussion of other fair housing issues such as the impact of "NIMBYism" on housing choice. Task 4.3: Lending and Insurance Practices In light of the current lending market crisis, the discussions on lending and insurance practices in the current Regional Al will be completed updated. Specifically, we will: a) Evaluate the lending patterns in the County using a variety of sources, including but not limited to, CRA rating and documentation available as a result of the HMDA. We will evaluate the following: 1 Foreclosure activities by jurisdiction and other characteristics as available 2. Disposition of conventional home purchase, home improvement, and home refinancing loan applications by race and income of applicants 3. Disposition of government-backed home purchase and home improvement loan applications by race and income of applicants 4. Lending in low- and moderate-income areas 5. Lending in minority concentration areas 6 Top lenders and their performance in lending to minority and low- and moderate-income applications and lending in general in minority concentration and low- and moderate-income areas b) Conduct research on the literature, data, and legislation available to discuss the predatory lending issues. This will also include a discussion of the level of subprime lending in the County using the HMDA data and HDD's report on subprime lending. However, no original research will be conducted to investigate predatory lending due to complexity of the issues and the general lack of data. c) Provide a general discussion on insurance practices based on literature review, interviews, and fair housing survey. Task 4.4: Public Policies In this task, we will analyze public policies and regulations for participating jurisdictions: a) Design a questionnaire to be sent to all participating jurisdictions to explore the jurisdictions' efforts and status in complying with fair housing laws (see Task 1.3). b) Document each jurisdiction's compliance with the State Housing Element law. The current housing element cycle is for July 1, 2005 through June 30, 2010 (see Task 1.2). c) Evaluate each jurisdiction's general plan, land use element in relation to the provision of housing choices. d) Interview participating jurisdictions for standards and procedures adopted by each jurisdiction in terms of building codes, health and safety codes, occupancy codes, and reasonable accommodation procedures and determine their effect on access to housing. e) Map and discuss the location of assisted housing developments to determine if a concentration exists. Included in the discussion are land use controls and sites availability relating to potential location of affordable housing. Housing developers/affordable housing developers will be interviewed to discuss barriers to EDAW INC DESIGN. PLANNING AND ENVIRONMENTS WORLDWIDE ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING 3.6 receiving approval on affordable housing projects, particularly those for the protected classes (see Task 4.1[e]). Assess the provision of government services to all areas within the jurisdiction. This will be done by including a question on the Fair Housing Survey regarding the equitable provision of government services and, to the extent feasible (assuming that target area boundaries are available in electronic or easy-to-use formats for mapping purposes), the Consultant will map the location of parks and community facilities, neighborhood revitalization areas, and redevelopment project areas to identify targeted areas for improvements. This information will be compared against the areas of minority and low- and moderate- -income concentrations (see Task 4.1[e]). — Task 4.6: Executive Summary An executive summary of the complete analysis will be provided. Task 5: Deliverables We will prepare the following documents: * Administrative Staff Review Draft Al -19 reproducible copies, 10 bound copies, and electronic version of document in PDF format - Each participating jurisdiction - one reproducible copy and electronic version FHRB members not from participating jurisdictions - 10 bound copies total 9)Discuss any policies causing displacement and regarding selection of commissions and task forces with the ability to "influence housing decisions. h) Review and discuss the Public Housing Agency Plans (PHAPs) for policies regarding tenant selection, de- concentrationr-delivery-of-servicesTiTiaintenancerand—— accessibility:" " "" i) Other public policies and practices may be reviewed and discussed as they relate to fair housing choice. Task 4.5: Conclusion and Recommendations We will identify appropriate plans of action to overcome or prevent the effects of the identified impediments in the Regional Al. The San Diego region is comprised of 18 cities and a large unincorporated county. * Revise plans of action from the 2005-2010 Al to address the identified impediments found in the current Al. All the reevaluated impediments must be addressed so as to monitor the region's efforts to affirmatively further fair housing. » Establish milestones/schedules of performance for actions to be to taken. * Establish methods to measure results of the action plan on an annual basis from 2010 through 2015. * The fair housing strategic plan should address all recommendations, either by incorporating recommendations from the 2005-2010 Al, providing modified versions of those recommendations, or by identifying reasons why the specific actions should be excluded from the 2010-2015 Al. Public Review Draft Al -19 reproducible copies, 48 bound copies, and electronic version of document in PDF format =£ach.participating jurisdiction-—ooe-reproducible^opy, two bound copies, and electronic version FHRB members not from participating. ftirisriiflinns - 10 bound copies total Final Al -19 reproducible copies, 86 bound copies, and electronic version of document in PDF format Each participating jurisdiction - one reproducible copy, four bound copies, and electronic version FHRB members not from participating jurisdictions - 10 bound copies total EDAW INC DESIGN, PLANNING AND ENVIRONMENTS WORLDWIDE