Lead Based Hazard Reduct Prog
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MEMORANDUM
March 11,2004
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: HUD Lead Hazard Reduction Program Contract
Housing and Community Development Department Director David Harris is
recommending City Council approval of a US Department of Housing and Urban
Development (HUD) Amended Contract for administration of the Lead Hazard
Reduction Program.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
(Vl1w{ ~ /tt/J~
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
David Harris, Housing and Community Development Department Director
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CITY OF DUBUQUE, IOWA
MEMORANDUM
11 March 04
To: Mike Van ~ligen, City Manager
From: David ~ Housing and Community Development Department
Re: HUD Lead Hazard Reduction Program Contract
Introduction
The purpose of this memorandum is to request the City Council to authorize the Mayor's
signature on the attached amended contract with the US Department of Housing and
Urban Development (HUD) for administration of the Lead Hazard Reduction Program.
Discussion
The Council, acting in special session, approved a contract for this program on 26
September 03, authorizing the Mayor's signature for a $2.4 million grant award.
We have now received an amended contract for this grant, again requesting its execution,
with deadline for its return as of IS March 04.
The amendments to the contract simply delineate line item expenditures for the $2.4
million grant; state the matching funding amounts as specified in the original application;
and list the deliverables, again as initially specified in the application. These deliverables
include 300 units to be inspected, 255 units to be completed, 73 trainings to be conducted
and 5 outreach/education events to be held.
Action Step
The action requested of the City Council is to approve the attached amended contract.
Assistance A ward/
Amendment
L Assistance Instrmnent 2. Type of Action
0 Cooperative Agreement IZI Grant 0 Award IZI Amendment
3. Instrmnent Number 14. Amen~ent Number 5. Effective Date of this Action 16. Control Number
IALHBO243-O3 3/0112004
7. Name and Address of Recipient 8. HUD Administering Office
City of Dubuque HUD, Office of Healthy Homes and Lead Hazard Control
Health & Housing & Community Development Dept. 451 Seventh Street, SW
1805 Central Avenue Room P3206
DubUque,]A 52001-3656 Washington, DC 20410
8a. Name of Administrator I 8b. Telephone Number
Michael D. Rose (202) 755-1785 xl62
10. Recipient Project Manager 9. HUD Government Technical Representative
Kathleen Lamb (563) 589-4231 Zuleika Morales-Romero, (202) 755-1785 x. 140
I L Assistance Arrangement 12. Payment Method 13. HUD Payment Office
1:8:1 Cost Reimbursement D Treasury Check Reimbursement CFO Accounting Center
D Cost Sharing D Advance Check Administrative Accounting Division, 6AFF
D Fixed Price 1:8:1 Automated Clearing House P.O. Box 901013
Fort Worth, TX 76101
14. Assistance Amount 15. HUD Accounting and Appropriation Data
Previous HUD Amount $2,417,399.00 15a. Appropriation Number ll5b. Reservation Number
HUD Amount this action 0.00 863/40174 LHB03-26 (FY03)
Total HUD Amount $2,417,399.00 Amount Previouslv Obli2aJ:ed $2,417,399.00
Recinient Amount 608,580.00 Obli!lated bv thi~ action 0.00
Tota1lnstrmnent Amount $3,025,979.00 TotalObli<>ated $2,417,399.00
U.S. Department of Housing
and Urban Development
Office of Administration
16. Description
Employer Identification Number:
42-6004596
Program: LHB
This grant amendment is issned to ret1ect the following:
1.) Bool!ct
See attached HUD 1044 Continuation Sheet.
2.) Deliverables
See attached HUD 1044 Continuation Sheet.
AIL OTHER TERMS AND CONDmONS OF THIS GRANT AWARD REMAIN UNCHANGED.
17. Recipient is required to sign and return three (3) copies of
IZI this document to the HUD Administering Office.
19. Recipient(ByName):
Terrance M. Duggan,
Mayor
Signature & Title
Recipient is not required to sign this document.
I Date:
18.
0
20. HUD (By Name):
Michael D. Rose,
Grant Officer
Signature & Title
I Date:
form HUD 1044 (8/90)
Previous editions are obsolete
ref Handbook 2210.17
HUD 1044 CONTINUATION SHEET - Page 1
INSTRUMENT NO. IALHB0243-03
HUD
L BUDGET Amount
Direèt Labor $463,320
Fringe Benefits 176,501
Travel 11,345
Supplies 32,193
Consultant 20,000
Subcontracts 1,582,400
Construction Costs 79,400
Other Direct Costs 52,240
TOTAL $2,417,399
Match
~
78,870
21,229
0
18,396
97,985
392,100
0
0
$608,580
If the grantee's matching contribution is less than $608,580, the Government reserves the right to negotiate new line items and/or
amounts to satisfY the grantee's requirement, or to reduce the Government's share proportionally. The grantee shall notifY HUD at
any time it believes it will not meet its match by the completion of the grant. If the grantee exceeds the dollar amount shown above,
there will be no impact on the Federal share.
2. AMOUNT OF COST SHARE
The estimated total costs for the performance of this grant is $3,025,979. The grantee shall be reimbursed by HUD for
costs incurred in the performance of work nuder this grant in the amount not-to-exceed $2,417,399. However, in the event
that the Grantee incurs cost in excess of the total estimated project cost of $3,025,979, all such excess costs shall be borne
entirely by the Grantee.
3. DELIVERABLES IN ACCORDANCE WITH APPROVED THE WORK PLAN AND BENCHMARK STANDARDS
A.) Number of Units Inspected/Assessed: 300
B.) Number of Units Completed and Cleared: 255
C.) Number of Lead-Safe Practices Training: 73
D.) Number ofOntreach and Education Events: 5
4.
KEY PERSONNEL
Program Director, Kathleen Lamb 25% FTE
Program Manager, To be determined sixty (60) days after execution of amendment
5.
PERIOD OF PERFORMANCE
10/1/2003 to 3/31/2007
y,"
HUD 1044 COl\'TJ]\,'UATlON SHEET - Page 2
JNSTRUMENT NO, IALHB0243-03
5,
SPECIAL CONDITIONS
A.) As a condition of accepting the grant award, the grantee and sub-grantees agree to the following:
1.)The Grantee shall complete and submit a revised management and work plan (with Benchmark
Standards), Deliverables, and Budget within 60 calendar days after the effective date of the grant. These
revisions shall update the general plan submitted with the proposal and include any negotiation changes to
the work plan or budget if applicable. These revisions should also be developed according to the
instructions included in the Lead Hazard Control Grant Program Policy Guidance Number 2001-03
"Revised Quarterly Progress Reporting Requirements" dated October I, 2001 and guidance from the GTR,
B.) The Grantee may draw funds up to 10% of the award amount prior to completion of negotiations with
the grant admi.11istrator, Any 1111allowable costs incurred by the gro...ntee prior to completion of
negotiations will be borne by the gra11tee. FILID grant funds may not be drawn down for lead hazard control
work in units (combined risk assessments/paint inspections, and interim control and hazard abatement)
activities prior to the completion of a satisfactory environmental review by the appropriate
HUD Environmental Officer.
C.) Up to 10 percent of BUD funds may be used for administration. Such costs would include the cost
associated with completing BUD reports, management and work plan, accounting and booking
expenses, costs associated with obtai.11.ing audits, and other direct grant ad.,ninistration and
management expenses.