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HomeMy Public PortalAbout106-2018 - Sarah Mitchell - Project Administrator - Blight Elimination ProjectAGREEMENT FOR SERVICES oY day of �he/ 2018 b and This Agreement is entered into this y y between the City of Richmond, Indiana, through its Board of Public Works & Safety (hereafter "City") and Sarah Mitchell (hereafter "Mitchell"). WITNESSETH: WHEREAS, The City has the need to have an Interim Project Manager for its Blight Elimination Program who will, among other things, provide services, advice, direction and assistance to the City with respect to the duties and work for the Blight Elimination Program; and WHEREAS, Mitchell is willing to serve as Interim Project Manager for the City; and WHEREAS, The parties believe that Mitchell can provide the necessary services to City; and WHEREAS, The City, through its Board of Public Works & Safety, desires to enter into a contract for the purchase of services from Mitchell as set forth below. NOW, THEREFORE, in consideration of the terms and conditions contained herein, including the above stated recitals, the parties agree as follows: A. TERM OF AGREEMENT This Agreement shall be for a period beginning, and retroactive to, May 17, 2018, and ending December 31, 2018, and may be extended by mutual agreement on a period to be subsequently determined. Notwithstanding such term, either party may terminate, for any reason, this Agreement prior to such time, with fourteen (14) days prior written notice. Notwithstanding the term of this Agreement, City may terminate this Agreement in whole or in part, for cause, at any time by giving at least five (5) working days written notice specifying the effective date and the reasons for termination which shall include but not be limited to the following: a. failure, for any reason of Mitchell to fulfill in a timely manner her obligations under this Agreement; b. submission of a report, other work product, or advice, whether oral or written, by Mitchell to the City that is incorrect, incomplete, or does not meet reasonable professional standards in any material respect; c. unavailability of sufficient funds to make payment on this Agreement. In the event of such termination, the City shall be required to make payment for all work performed prior to the date this Agreement is terminated, but shall be relieved of any other responsibility herein. Contract No. 106-2018 This Agreement may also be terminated by either the City or Mitchell, in whole or in part, by mutual Agreement setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. B. COMPENSATION In consideration for the services to be provided herein, Mitchell shall be paid a total amount not to exceed Fifteen Thousand Dollars and Zero Cents ($15,000.00) for complete and satisfactory performance of this Agreement, with the hourly rate breakdown as set forth in the attached Exhibit A. In the event this Agreement is terminated by either party prior to December 31, 2018, as provided herein, this sum shall be pro- rated to the date of termination. All invoices for services hereunder shall be submitted by Mitchell in the name of Mitchell, and reported for state and federal tax reporting purposes under the federal tax identification number of Mitchell. In addition to the financial remuneration set forth above, the City shall reimburse Mitchell for her personal cost of professional liability insurance ("errors and omissions") she takes out during the term of this Agreement to cover her position as Interim Project Manager for City. C. DUTIES OF ENGAGEMENT Mitchell shall serve as Interim Project Manager for the Blight Elimination Project for the City. Mitchell is responsible for managing and assisting various individuals in connection with the Blight Elimination Program functions as more specifically set forth in the attached Scope of Work, marked as Exhibit, A, and incorporated herein by reference. Mitchell agrees to abide by the same. Mitchell oversees management of the various facets of the Blight Elimination Program until the project is closed out. Mitchell shall also perform program related activities not otherwise assigned or as directed by the Blight Elimination Program Facilitator. Mitchell reports directly to said Facilitator, Beth Fields, or, in her absence, reports directly to the Mayor. D. OBLIGATIONS OF CITY TO PROVIDE SUPPORT SERVICES City shall provide Mitchell the following support services and facilities to better enable Mitchell to provide the services contemplated by this Agreement: a) Office space for the use in the Finance Department at the City Building; b) Computer, e-mail access, word processing software (Microsoft Word 95 or a more recent version), telephone, facsimile service and the usual and customary office equipment and supplies of comparable quality as those other offices housed in said City Building; Page 2 of 4 E. PROHIBITION AGAINST DISCRIMINATION Pursuant to Indiana Code 22-9-1-10, Mitchell or any person acting on behalf of Mitchell shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, religion, color, sex, disability, national origin, or ancestry. No performance of services shall commence until the following has been met: 1. The City is in receipt of any required certificates of insurance; 2. The City is in receipt of any required affidavit signed by Contractor in accordance with Indiana Code 22-5-1.7-11(a)(2), which Affidavit is attached hereto and incorporated herein as Exhibit `B"; and 3. A purchase order has been issued by the Purchasing Department. F. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM EQUIREMENTS Pursuant to Indiana Code 22-5-1.7, Contractor is required to enroll in and verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program. Contractor is not required to verify the work eligibility status of all newly hired employees of the contractor through the Indiana E-Verify program if the Indiana E-Verify program no longer exists. Prior to the performance of this Agreement, Contractor shall provide to the City its signed Affidavit affirming that Contractor does not knowingly employ an unauthorized alien in accordance with IC 22-5-1.7-11 (a) (2). In the event Contractor violates IC 22-5-1.7 the Contractor shall be required to remedy the violation not later than thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to remedy the violation within the thirty (30) day period provided above, the City shall consider the Contractor to be in breach of this Agreement and this Agreement will be terminated. If the City determines that terminating this Agreement would be detrimental to the public interest or public property, the City may allow this Agreement to remain in effect until the City procures a new contractor. If this Agreement is terminated under this section, then pursuant to IC 22-5-1.7-13 (c) the Contractor will remain liable to the City for actual damages. G. IRAN INVESTMENT ACTIVITIES Pursuant to Indiana Code (IC) 5-22-16.5, Contractor certifies that Contractor is not engaged in investment activities in Iran. In the event Board determines during the course of this Agreement that this certification is no longer valid, Board shall notify Contractor in writing of said determination and shall give contractor ninety (90) days within which to respond to the written notice. In the event Contractor fails to demonstrate to the Board that the Contractor has ceased investment activities in Iran within ninety (90) days after the written notice is given to the Contractor, the Board Page 3 of 4 may proceed with any remedies it may have pursuant to IC 5-22-16.5. In the event the Board determines during the course of this Agreement that this certification is no longer valid and said determination is not refuted by Contractor in the manner set forth in IC 5-22-16.5, the Board reserves the right to consider the Contractor to be in breach of this Agreement and terminate the agreement upon the expiration of the ninety (90) day period set forth above. In Witness Whereof, the parties execute this agreement as of the date first set forth above. "CITY" City of Richmond, Indiana, through its Board of Public Works & Safety r f r 1 By Vicki Robinson, President � Richard Foore, Member Approved t e Mayor this z�ay of �u A � , 2018. Page 4 of 4 "MITCHELL" 312 South 131' Street Richmond, IN 47374 By arah Mitchell SCOPE OF WORK Project Blight Elimination Program This proposed Scope of Work (Scope) describes the tasks to be performed by the Contracted Project Coordinator (Contractor) in assisting the City of Richmond Blight Elimination Program (BEP) in fulfillment of the requirements of Indiana Housing and Community Development Authority (IHCDA) Hardest Hit Fund (HHF) for BEP Rounds 1, 2 and 3. The purpose of the program is to support communities by removing abandoned properties that tax local resources, in an effort to help prevent avoidable foreclosures, improve property values and make way for fresh opportunities. City Planning Staff Training Materials This proposed Scope of Work describes the tasks to be performed by the Contracted Project Coordinator (Contractor) in assisting the City of Richmond City Planning Staff Training. The Contractor will organize, plan and provide training materials for the city planning, permits and GIS processes for new employees. Organize, plan and provide training manual for all staff to ensure that current projects and programs reflect the common goal of compliance as defined by Indiana State Statute. Design and provide tools, diagrams, maps and other materials with use of consistent language for the manual to represent statistics needed to better understand goals and objectives. BASIC SCOPE OF SERVICES This project will combine resources from the City of Richmond, IHCDA and multiple community and business partners to focus on the goal of removing blighted housing. The scope of work includes: Provide overall project coordination in fulfillment of IHCDA's HHF BEP objectives; Organizational and administrative assistance to the project team and other contracted parties; Selection and coordination of staff, directed by the City Controller; Report writing; Develop content for bid packets, monthly reports and other program requirements; File online claims; and implementing a project tracking spreadsheet. Item 1. Review existing materials and create a working plan of action Upon contract implementation: • Utilizing notes and information from existing Richmond BEP files and project team meeting minutes, draft an action plan and revised timeline that incorporates, revises and updates the original activities outlined for the remaining of the final year one of the BEP program, listed below. The plan will be aligned to goals and objectives of the BEP document to insure that all requirements are fulfilled. The final plan will be forwarded electronically for review to the City Controller and project team for approval and acceptance. • Prepare weekly agendas and minutes that will show progress directly linked to the program activity and which will effectively capture output measures for use in reports. Exhibit A - Page I of 3 Project Timeline and Compensation: This agreement shall be for a period beginning May 17, 2018 and ending December 31, 2018 and may be extended by a mutual agreement. for a period to be subsequently determined. The Contractor will work with the project team to ensure deadlines are being met. The Contractor shall be entitled to compensation for performing tasks and duties related to the Scope of Work as follows; Rate of $75 an hour billable in %z hour increments. Payments will bi-weekly by check or EFT (Electronic Funds Transfer) to Contractor. This Contract shall not exceed $15,000. Item 2. Program implementation The Contractor will arrange meetings and communicate with program partners and agencies in regard to property acquisition, demolition, greening, maintenance and end use with the following, including but not limited to: • Neighborhood Services Clearinghouse • Habitat for Humanity • Wayne County Commissioners, Auditor, Assessor, Recorder and Surveyor • Title Company • Legal Counsel • Mowing, Demolition and Asbestos Abatement Contractors Contractor will evaluate and recommend to the project team vendors for contract based on bids received. Contractor will be responsible for assuring the distribution of project materials to publications and other project partners. Item 3. Prepare Documents Prepare a monthly progress report to IHCDA for review by the project team which will document all achievements towards fulfilling the requirements of the program and flag any issues that require attention, retooling or reassessment. Report will include all output measures needed to quantify project activities. Prepare narrative reports for the program according to the guidelines for extensions, property closeouts and any other necessary waivers. Obtain the corresponding financial reports from IHCDA Online and facilitate sending reports to the IHCDA in a timely manner. Prepare subsequent BEP waiver applications in collaboration with project team to extend project funding if available. All grant materials will be reviewed and approved by the project team prior to submittal. Item 4. Public Relations Upon contract implementation, the Contractor will be responsible to coordinate with neighboring property owners, in addition to other interested parties wishing to acquire information in regarding to Exhibit A - Page 2 of 3 the program, In addition the Contractor will prepare all media releases for newspaper, radio, television, or social media, with care given to review local information with program partners prior to release. Item S. Coordination and Consultation The Contractor will coordinate with City of Richmond Project Team, IHCDA staff, and with the participating agencies throughout the project. The Contractor will meet with contracted project team weekly to fulfill the needs of the project. In addition, the Contractor will organize, schedule and attend other scheduled meetings, with options arranged for remote attendance, and keep and distribute notes from all meetings. Item 6. Work Space and Equipment The City of Richmond will supply the workplace, equipment and supplies necessary to complete the above referenced documents and files. Copies of all reports, documents and graphics are the property of the City of Richmond, Indiana, and are subject to review, inspection or audit by Indiana's public records law. Exhibit A - Page 3 of 3 Affidavit of Employment Eligibility Verification The Contractor, Sarah Mitchell, affirms under the penalties of perjury that Contractor does not knowingly employ an unauthorized alien. If Contractor is self-employed and does not employ any employees, Contractor verifies she is a United States citizen or qualified alien. The Contractor has not knowingly employed or contracted with an unauthorized alien and shall not retain an employee or contract with a person that the Contractor subsequently learns is an unauthorized alien. The Contractor has required Contractor's subcontractors to certify to the Contractor that the subcontractor does not knowingly employ or contract with an unauthorized alien and that the subcontractor has enrolled and is participating in the E-Verify program. The Contractor will maintain this certification throughout the duration of the term of a contract with a subcontractor. I hereby verify under the penalty of perjury that the foregoing statement is true. -(W Dated this ` day of Q 12018. C , (signature) Sarah Mitchell (printed name) Exhibit B - Page 1 of 1