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
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By
Vicki Robinson, President
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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