2003 - 12-15-03 Regular Meeting - Laserfiche WebLink

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6ui~X i~ P~GE Managing the Rehabilitation Process The implementation of the rehabilitation activity requires close supervision. The following list will give an overview of the steps necessary to complete a successful renovation. As each renovation is unique there may be additional steps required that are not outlined below. CMR Services, Inc. will be responsible for completing the process on each dwelling, regardless of the work needed 1. The Division of Community Assistance requires that title opinions be obtained on each property to be rehabilitated We will coordinate with the County Attorney for this purpose. We will contact the property owner to explain the specifics of the program, the scope of work to be performed and the form of CDBG assistance that will be made available. We will help the owner complete an application and perform the required income verification. 2. Lead paint information will be provided and thoroughly explained. 3. We will perform a detailed inspection of the dwelling and prepare work specifications and a cost estimate for the needed repairs. 4. Federal Lead Regulations require that each dwelling beevaluated and treated appropriately for the reduction of Lead Paint hazards. We will arrange for the appropriate level of action. This may include lead paint testing and risk assessments by third party vendors. All children under age six must be screened for elevated levels of lead in their blood (lead poisoning). The result of this testing and the condition of the dwelling will determine the scope of work required. We will coordinate the testing and include the necessary lead reduction tasks in the work specifications. 5. We will again visit the property owner to explain the scope of the work being proposed, and the assistance being offered by the CDBG Program. The owner will execute a formal agreement that will define the roles and responsibilities of the owner and the County in the rehabilitation process. The owner will also sign an acceptance of the work specifications. 6. We will arrange for the necessary advertising and issue Bid Invitations to contractors. We will conduct the Pre-Bid Conference, attend the Bid Opening, review the bids and recommend an award based on the results. 7. When the County has awarded the contract we will set up a loan closing with the property owner. We will coordinate with the County Attorney to ensure that all legal documents are properly executed and recorded. Normally we handle this ourselves, working under the supervision of the County Attorney. 8. We will prepare a rehabilitation contract containing the required Federal and CDBG clauses. The contract will include provisions concerning the time of completion of the work, termination provisions and other stipulations. We will verify that the contractor has the required level of liability and worker's compensation insurance coverage. We will then arrange for the contract to be executed and issue a proceed order. 9. Temporary relocation of the household may be required to allow lead reduction activities to proceed We will make the necessary arrangements. 10. During the renovation we will actively manage the construction. We will visit the site at least twice per week We will ensure that the property owner, the contractor, and the household occupant can call us directly should problems be encountered. 11. We will monitor the work being performed to ensure that the specifications are being followed. As progress is made we will document the contractor's requests for payment and coordinate these payments with the County's Finance Officer. Affidavits and lien waivers will be required from the contractors for partial payments. 12. Should it become necessary to perform work not identified in the original contract, we will document the needed change order, and negotiate a reasonable and appropriate price with the contractor. All parities to the contract will be required to sign change orders before they are performed. 13. When construction nears completion we will inspect the work and issue a punch list to the contractor. When the contractor has completed the work to our satisfaction we will present the work to the owner for their approval. 14. After the work has been satisfactorily completed the contractor will present his final invoice, certification of completion, contractor's warranty, lien release, and all material warranties. We will document the owner's acceptance of the work. Material warranties will be delivered to the owner. 15. The work performed must be reviewed and accepted by the local building inspector. We will obtain documentation that this has been done.