HomeMy Public PortalAbout2023.05.15 Letter Id Commerce Block Grant ICDBG-21-III-16-SRro.
IDAHO
COMMERCE
May 12, 2023
The Honorable Robert Giles
Mayor, City of McCall
216 E. Park Street
McCall, ID 83638
Brad Little, Governor
Tom Kegley, Director
RECEIVED
MAY 152023
Re: Senior Center Parking Lot Access and Safety Improvements Project
Idaho Community Development Block Grant ICDBG-21-III-16-SR
Dear Mayor Giles:
This letter is a summary of the Idaho Department of Commerce's (Commerce) assessment of the
City of McCall meeting its contractual obligations in implementing the ICDBG funds for the Senior
Center Parking Lot Access and Safety Improvements Project. This assessment is based upon the
grant application materials and desk -monitoring. The monitoring is divided into ten categories with
each category rated as either:
El Determination of Compliance,
CI Concern, with comments provided as necessary, or
Follow -Up Action.
Following is the determination of each of the ten categories.
1. Procurement = Determination of Compliance
Grant Administration Services
✓ Did not use ICDBG to pay for Grant Administration services. These services served as
part of the City's in -kind match for the project.
Design Professional Services — The City:
✓ Contracted with Crestline Engineers for design work. Small purchase procedure steps
were followed for work estimated to be less than $25,000
✓ Executed the Design Professional contract which included the required ICDBG
attachment.
Construction Contracts — The City:
✓ Advertised an Invitation to Bid in the local newspaper at least twice in February 2022. The
bidding process allowed for at least 14 days of solicitation before the bid due date.
✓ Publicly opened bid received.
✓ Received one bid from Granite Excavation Inc.
✓ Determined Granite Excavation Inc. was the only responsive and responsible bidder.
✓ Issued a Notice of Award to Granite Excavation Inc. on April 5, 2022.
✓ Executed a construction contract with Granite Excavation Inc. on June 27, 2022
✓ A Notice to Proceed was issued on July 27, 2022.
700 W State Street, Boise, Idaho 83702 - 208.334.2470 or 800.842.5858 - commerceldaho.gov
2. Environmental Review Record = Determination of Compliance
✓ The City conducted an environmental review and created an environmental review record.
✓ The City made a determination of Exempt Subject to Section 58.5 and submitted the
Request for Release of Funds and Certification to Commerce on January 1, 2022.
✓ Commerce concurred with the City's determination of Exempt Subject to Section 58.5 on
January 20, 2022.
✓ Any Environmental mitigation measures were addressed in the grant contract with
Commerce.
3. Labor Standards = Determination of Compliance
Pre -Bid:
✓ The City's grant administrator reviewed and certified that the project bidding documents
contained the required federal labor standards provisions, ICDBG supplemental
conditions, and prevailing wage rates.
✓ The City conducted a ten-day wage rate update.
Post -Bid:
✓ Commerce completed a debarment check on the low bidder, Granite Excavation Inc..
✓ The City held a pre -construction conference on July 26, 2022. DBRA requirements were
explained.
✓ All contractors executed the Contractor / Subcontractor certifications.
✓ It appears all contractors submitted weekly certified payrolls.
✓ Payrolls were reviewed by the grant administrator, utilizing the weekly payroll review form.
✓ It is documented that the grant administrator conducted employee interviews during
construction, including comparison of on -site interview data against CPR's.
4. Financial Management = Determination of Compliance
✓ Invoices and contractor application for payment supported the ICDBG Requests for Funds
and identified that ICDBG funds were expended on eligible activities.
✓ The Project design professional certified construction payment amounts and completion of
work.
✓ All Request for Funds were approved by Mayor Giles.
✓ The City required dual signatures on each check.
✓ ICDBG payments were used to reimburse the City
✓ The City completed the Grantee Disbursement Report for each draw request.
5. Acquisition and Relocation = Determination of Compliance
✓ The City certified to following Commerce's Anti -displacement and Relocation Plan.
✓ No property was acquired for the project.
6. Civil Rights = Determination of Compliance
Section 3:
✓ The Prime contractor completed the "Steps to Comply with Section 3".
✓ The Prime contractor completed the "Section 3 Summary Report".
DBE/MBE Business Representation:
✓ The Prime contractor completed the Contractor / Subcontractor Activity Report.
Project Beneficiaries:
✓ The City completed the community profile.
Equal Employment Opportunity Indicators:
✓ The City advertises itself as an Equal Opportunity Employer.
✓ The City has an established personnel policy manual.
Limited English Proficiency:
✓ The City completed their Limited English Proficiency (LEP) Four -Factor Analysis in
November, 2020.
7. Citizen Participation = Determination of Compliance
✓ A copy of the City's public participation plan, first public hearing notice, and hearing
minutes were submitted with the City application.
✓ The City held a mid -project public hearing on October 6, 2022. The public notice and
hearing minutes were submitted to Commerce.
8. Fair Housing = Determination of Compliance
✓ The City adopted and published a Fair Housing Resolution in 2020.
✓ The City designated John Powell, Building Official, as their Fair Housing Resource
Person.
✓ The City completed the Fair Housing Assessment.
✓ The City proclaimed April as Fair Housing Month in April 2022.
9. 504/ADA = Determination of Compliance
✓ The City adopted a policy of non-discrimination on the basis of disability.
✓ The City designated the employee holding Title VI Coordinator as their 504/ADA resource
person and committee.
✓ The City completed and submitted a 504/ADA Self -Evaluation and Transition Plan.
10. Performance = Determination of Compliance
✓ A Certificate of Substantial Completion for construction was executed on October 14,
2022.
✓ Based on contractual scope of work, the City has met the national objective of (benefiting
low -to -moderate income persons.
✓ The City exceeded its project match commitment.
✓ Submission of ICDBG closeout documents (Closeout Agreement, Final Performance
Report, and Final Financial Report)
There is no additional information that needs to be provided to us at this time. Please call Tony
Tenne at 208.780.5147 if you have any questions.
Sincerely,
J. Anthony Tenne Denni Porter
Community Development Manager
Community Development Specialist
cc: Delta James, City of McCall