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Home My WebLink AboutMeridian Sr. Ctr Rehab Project ,'" " "", """ ',,', (',; ~j: '" ,',."~",' ",:~ ~'" ""'" "-'" """ ~¡: -"" ;~:~~ "'.~, ~~,ì f'í <í,' (JO ,-~ 1)[[ ",,--, '", 1001 S. Orchard St. Suite 100 Boise, ID 83705-1932 T 208.322.7033 800.859.0321 F 208.322.3569 TTYITDD 1.800.377.3529 EEOIAA Employer ìV¡:v,j:,,:,'oJ}.'dd¡¡J,oo com ','," , EC"""'E"~~"\ ¡"";:"'" ~,;" ,,! ~\ "- . ( '".1 ':i:' ~.". November 4,2005 J~n\i "I} City of Meridian City Clerk Office Will Berg City Clerk City of Meridian 33 East Idaho Avenue Meridian, ill 83642 RE: Senior Center Project Will: Attached please find three copies of the closeout documentation for the Senior Center Project. Please have Mayor DeWeerd sign all three copies where marked, and return to Sage for processing. Commerce and Labor will return a signed copy to you once it has proceeded through their channels. If you could also please remit a copy of the City's audit for FY 04-05 when it becomes available to Commerce and Labor attn: J elmifer Nye, it is the final piece in closing this one out. The final bill from Sage is attached and payable upon receipt of funds from Commerce and Labor. Ijust wanted to let you know that the 504 and Fair Housing requirements have been moved to the LP project and will be implemented and reviewed by Karl Augustine when that proj ect reaches that point. It has been a pleasure working with you on this project and if you have any questions or need anything, please let me know. Sincerely, J elmifer Tomlinson ,*~" Ene: closeout documents Sae:e Community Resources 1001 South Orchard St. Boise ID 83705 208-322-7033 City of Meridian 33 E. Idaho Avenue Meridian ID 83642 11/4/2005 Invoice # : 506 Final Closeout for ICDBG-04-III*1-SR Description: Invoice Order # : J. Tomlinson Total Amount Due $1,000.00 Information Regarding Closeout Documents Send to the Idaho Depmiment of Commerce, Division of Community Development 1. Two signed* originals of the Final Performance RepOli (page III-35). You should have one signed original for your records. We will sign both originals and return one to you, 2. Two signed* originals of the Final Financial Report (page III-37). You should have one signed original for your records. We will sign both originals and return one to you. 3. Two signed* originals of the Closeout Agreement (page III-3!). We wilJ sign both originals and return one to you. If you complete a Closeout Agreement pending receipt of the final audit, call your project manager for instructions as to what audits will be required. *Note: All documents must be signed by the chief elected official. Closeout Agreement This Agreement is made by and between the Idaho Department of Commerce (lDC) and the City of Meridian. In reliance upon, and in consideration of mutual representations, IDC and the Grantee agree to close Project No, ICDBG 04-111-1-SR without a final grant audit. Since costs have been incurred subsequent to the audit report performed by Eide Bailey for the period of FY 05, the Grantee agrees to remit to final audit for Fiscal Year ending 05. Further it is agreed the amount of any costs that are disallowed by the final audit will be remitted to Idaho Commerce and Labor. The final audit has been reviewed and accepted. Idaho Department of Commerce Grantee Signature Signature Typed Name Tammy DeWeerd Typed Name Mayor Tîtle Title Date Date Closeout Agreement This Agreement is made by and between the Idaho Department of Commerce (lOG) and the Meridian City of In reliance upon, and in consideration of mutual representations, IDC and the Grantee agree to close Project No. ICDBG 04.1I1.1-SR without a final grant audit. Since costs have been incurred subsequent to the audit report performed by Eide Bailey for the period of FY 05, the Grantee agrees to remit to final audit for Fiscal Year ending 05, Further it is agreed the amount of any costs that are disallowed by the final audit will be remitted to Idaho Commerce and labor. The final audit has been reviewed and accepted Idaho Department of Commerce City of Meridian Grantee Signature Signature Typed Name Tammy DeWeerd Typed Name Mayor Title Title Date Date Final Performance Report Grantee City of Meridian Contract Number ICDBG-04-III-1-SR Project Type: PF Housing - ED SC/CC X Other Slum & Blight IM Threat Telephone 322- 7033 ext. 227 Date 11/4/05 National Objective: LMI X Prepared By: J elmifer Tomlinson Project Activities Provide a detailed narrative of completed activities. The discussion should include specific activities accomplished, how they were accomplished, who was involved, and how the activity relates to the overall project. At the very least, provide a paragraph describing the grantee's activities for each of the applicable project areas: . Professional Services (Grant Administration, Engineering, Legal, etc.) The City of Meridian sent out a Request for Proposals for Grant Administration to six Certified Grant Administrator on January 20,2004. The proposal due date was February 2,2004 and two proposals were received one from Sage and one from Doherty and Associates. Based on completeness and other criteria, Sage was selected as the Certified Grant Administrator and entered into a Professional Services Contract with the City of Meridian on February 17, 2004. The City published a request for proposals for architectural and construction management services twice in the Valley Times on June 7 and 14, 2004. The City received four proposals for architectural services and determined Johnson Architects ranked highest among those received. On November 19, 2004 the City entered into an Architectural Services Contract with Johnson Architects. The City utilized local fund to pay for Architectural Services. . Construction: The City used the competitive sealed bid method of procurement for selecting the construction contractor for the project. Construction bids were advertised on March 7 and 14, 2005and the bid opening was March 22, 2005. A debarred check was completed on March 23, 2005 and the construction contract was awarded to KMO Inc. A preconstruction conference was held on April 14, 2005 and construction began on April 18, 2005. A notice of substantia] completion was issued on July 27,2005. . Environmental Review: The project consisted of structural improvements to the Meridian Senior Center and included brining the men's and women's restrooms up to modem code with handicap accessible stalls in both restrooms as well as new interiors for each of the facilities. Upgrades to the kitchen as well as external access were also accomplished. A finding of exemption was made on June 18, 2004 and the Department of Commerce concurred on January 5, 2005. Citizen Participation: The Citizen Participation Plan was approved and signed by the City on February 17, 2004. . A Notice of Public Hearing was published in the Valley Times on February 13, 2004 for the initial public hearing which was held on February 24,2004. A . Notice of Public Hearing was published in the Valley Times and the 50% complete public hearing was held on June 21,2005. . Section 3: KMO Inc. hired no section 3 employees for this project. . Acquisition: None . Civil Rights: The residential Anti-Displacement and Relocation Assistance Plan were adopted by the City of Meridian on February 17, 2004. . Fair Housing: Fair Housing will be monitored as part ofthe LP Business Expansion Project, ICDBG-04-11I-26-ED. ADA/504: ADA/504 will be monitored as part of the LP Business Expansion Project, ICDBG-04-III-26-ED. . Project Benefits A. Project Accomplishments B. Proposed Benefits: The restrooms are small, antiquated, and do not accommodate wheelchair patrons. Improvements will create fully accessible restrooms for both men and women by extending current restroom area into an existing storage area used by Central District Health. Food storage needs will be moved to storage at the opposite end ofthe dining area. The ceiling insulation and fluorescent lighting is open to the food preparation area through plastic grid ceiling panels in the kitchen. Besides the "open" grids between, glass fixtures, and food, there are also health-related issues concerning the ability to clean ceiling and wall surfaces in the kitchen. Staff using this kitchen prepared 400 meals every weekday. Temperatures in the kitchen often exceed 107 degrees given inadequate ventilation in this area, Improvements will install drywall on the ceiling, recessed and enclosed lighting, cleanable surface panels, and install exhaust unites) to address the temperature issues without the expense of a special HV AC system. The dining area has two exits now - the west entrance (discussed below) and a double-door exit on the north side that exits into a narrow, graveled area between two parts of the facility. This east exit does not meet !BC Requirements for emergency access and must be moved to the other side of the facility. Improvements will create a new; single-door exit with ADA ramp and new sidewalk between this exit and the west exit below. This west side entrance is used to access the dining room and gift shop. It currently has steep stairs and does not meet UBC! ADA Requirements. Improvements will create a fully accessible entrance with ADA ramp. Accomplished Benefits: All ofthe proposed actions were accomplished making the Senior Center a more comfortable environment as well as a more efficient operation of distributing meals to seniors unable to travel. Numerical Benefits c. Benefits: Public. Downtown. ED Amount In Application Actual Accomplished (Linear feet, Size or (Linear feet, Size or Numbers) Numbers) Distribu tion Service Connections Fire Hydrants Service Meters Reseryoir LMI Assessments LMI Connections Street Sidewalk Other (building 9,784 sq. ft of Center space 9,784 sq. f1. of Center space improvements) B. National Objectives Met 1. Proposed National Objective: The project entails rehabilitation and upgrade of an existing senior citizen center, thus constituting an eligible activity as defined by Rule 011.05. The sole beneficiary of this project will be senior citizens; a constituency presumed to meet the US. Department of Housing and Urban Development's definition oflow to moderate income, as stated in rule 016.33a. 2. Actual: The renovation of the Senior Center met the National Objective under rule 011.05 as well as expanded the services that are provided by the Center. 3. Numerical LMI Benefits Category Projected Actual % Projected % Actual Total or Project Population Benefited 34,919 34,919 100 100 LMI 419 419 100 100 Minority Population Benefited 6 6 100 100 ED Projects A. List each position by rate of pay. I Position I Number of I Annual Female Minority Physically Positions Salary or (Numbers) (Numbers) Challenged (FTE) Equivalent (Numbers) Sales Manager Administrative Shift Super,:isor Sales Customer Service Maintenance Production Support Production Total D, Describe the benefits (paid vacation, sick leave, training, health insurance, etc.) offered with these positions. c. Describe the recruitment process for the above-mentioned jobs. Final Performance Report Project Schedule Using the project schedule from the ICDBG contract or latest contract amendment, list each , h ' d d fl' d . I date of completion. actIvIty wIt Its propose ate 0 comp, etlOn an Its actua Project Activity Contract Date Actual Date Grant Award 5,04 7,04 Environmental Release 5.04 6.04 Bid Document Approval 7.04 2.05 Bid Opening 9.04 3-05 Debaned Check 9.04 3.05 Pre-Construction Conference 10.04 4.05 Start Construction 10.04 4,05 Establish 504 Review Committee 9.04 N/A Construction 25% Complete 11.04 5.05 Construction 50% complete 12.04 6.04 Update 504 Self-Evaluation 9.04 N/A Second Public Hearing 12.04 6.05 Construction 75% Complete 12,04 6.05 Monitoring Visit 2,05 10.05 Construction Completed and Accepted 1.05 7.05 Final Report 3.05 11.05 Project Closeout 4,05 11.05 Project Audit Completed and Submitted 10.04 11.05 If actual dates vary from the contract dates, explain the difference. Acquisition of property pushed the bidding process back. CERTIFICATION I, the undersigned, do hereby certify that the information contained in this report is true and correct and accurately reflects the accomplishments ofthe grant project. Mayor Title Signature of Chief Elected Official Date Final Financial Report Grantee: City of Meridian Contract Number: ICDBG-04- llI-I-SR Prepared By: Jennifer Tomlinson Telephone: 322- 7033 ext 227 Date: 11/4/05 I. Matching Funds A. Match Expenditures ~ In the table below, please list those matching funds identified in the grantee's ICDBG contract or latest contract amendment. Source of Funds Amount Pledged Actual Spent Difference USDA-RD Grant EDA Grant Other Fed Grant DEQ Grant ITD Grant Dept Water Res Grant Other State Grant Foundation Grant 15,000 15,000 Local Cash/Bond/Loans 39,598 48,609 9,012 Local In-Kind 6,375 6,375 Volunteer Donations Seniors Cash Private 9,450 9,450 Other Total 70,423 79,434 B. Match Expenditure Differences - If applicable, list by item those matching sources not fully spent and explain by the funds were not fully expended. c. Volunteer/In-Kind/Force Account - If applicable, describe the processes used to track and value the labor used. II. Financial Services - Please list the name, address and phone number for the following: Name Address Phone Number 877 W. Main St. Suite 805 Auditor Eide Bailey Meridian. ID 83702-5858 344- 7150 Farmers and Merchants 30 E Broadway Ave Bank State Bank Meridian, 10 83642 888-1416 Final Financial Report III. Final Payment Request Step One Complete the ICDBG Drawdown Closeout Worksheet Step Two Fill out the standard ICDBG Request for Funds form and in the request number box write FINAL and attach it to this report. Step Three lfthe grantee plans to close the grant with unexpended grant funds, please type the amount to be returned in Section V of this report. IV. Certification of Recipient and Special Conditions It is hereby certified that all activities undertaken by the Recipient with funds provided under the contract agreement number ICDBG-04-III-1-SR have, to the best of my knowledge, been carried out in accordance with the contract; that proper provision has been made by the Recipient for the payment of all unpaid costs and any unsettled third-party claims; that the Idaho Department of Commerce is under no obligation to make any further payment to the Recipient under the contract in excess of the amount identified in "Final Request for Funds" dated - , hereof; and that every statement and amount set forth in this document is true and correct as of this date. Special Conditions: Signature of Chief Elected Official Date Tammy DeWeerd Mayor of Meridian Typed Name and Title of Chief Elected Official Date v. Idaho Department of Commerce This Certificate of Completion is hereby approved; therefore, I authorize cancellation of the unutilized contract commitment and related funds reservation and obligation of $ Signature of IDC Authorized Official Date Typed Name and Title ofIDC Authorized Official lCDBG-04-III-1-SR Contract Number ICDBG Drawdown Closeout Worksheet Draw ~ ArchlEng Inspectio Acquisitio Constructi Req# Re uested Received Admin in Desi2n n n Other on Total A 1 12.21.04 1.31.05 2500 2500 2 4.15.05 5.6.05 2500 2500 3 6.3.05 6.27.05 1000 16,812 17812 4 6.24.05 7.8.05 1000 29,867 30867 (I) 5 7.22.05 8.15.05 2000 41,613 43613 ., Q, .Q 6 10.10.05 10.28.05 1708 1708 e = 7 FINAL FINAL 1000 1000 Z 8 - (I) Q, 9 = 0" 10 Q, ~ 11 >. «I 12 ~ 13 14 15 16 B Total Spent 10,000 90,000 100,000 C Amount Available 10,000 90,000 100,000 InstructIOns . In row "A" write in the ICDBG Budget Amounts ITom the ICDBG contract or latest contract amendment. . Date Requested - List the date that the corresponding request for funds was submitted. . Date Received - List the date that the grantee received the corresponding grant request. . List the amount drawn by category for each corresponding request. . Subtract row B ITom row A (A-B=C). The final request for funds should not exceed the amount shown in row C. Idaho Community Development Block Grant Program Request for Funds (Return to Idaho Department of Commerce, Community Development Division, 700 W. State St., PO Box 83720 Boise, 1083720-0093) Grantee Name: City of Meridian Contract #ICDBG-o4-JU-1-5R Contact Person Jennifer Tomlinson Phone (208) 322-7033 ext 227 Address: 33 E. Idaho Ave, Meridian, ID 83642 Report Period: -8.29,05-11,04.05 Date of Request11.04,OS Request FINAL 1 2 3 4 Total 5 6 7 8 ICDBG Total of Program Funds Requested Total Funds Unexpended Accrued Current Budget Previous Income + Program Disbursed Balance of Funds (unpaid) Requests for ~ ., ~.. ~ - ~'" ð ~. -, A. Administration $ 10,000 $ 9,000 $ - $ 9,000 $ 9,000 $ 1,000 B. Architectural $ - $ - $ - $ - $ - C. Construction: Materials & Fencing $ 90,000 $ 90,000 $ - $ 90,000 $ 90,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - E. Legal $ - $ - $ - $ - $ - $ - F. Audit $ - $ - $ - $ - $ - $ - TOTALS $ 100,000 $ 99,000 $ - $ 99,000 $ 99,000 $ - $ - $ 1,000 * This category includes SCADA software but no other accessories nor installation of equipment. Note: Furnishing false information may constitute a violation of applicable state and federal law. Certification of Financial Officer: I certify that the above data is correct. based on the grantee's official accounting system and consistently applied and maintained, and that expenditures shown have been made for the purposes of, and in accordance with contract terms and conditions. The funds requested are for reimbursement of actual expenditures during the report period. Signature Typed Name Title ReqFunds _6 _MeridSeniors.xls Saee Community Resources 1001 South Orchard St. Boise ID 83705 208-322- 7033 City of Meridian 33 E. Idaho Avenue Meridian ID 83642 1l/4/2005 Invoicc # : 506 Description: Order # : J. Tomlinson Invoice Final Closeout for ICDBG-04-III-lpSR Total Amount Due $1,000.00