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