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Home My WebLink AboutR-00-10060 J-00-950 11/16/00 RESOLUTION NO. 00 --1009 A RESOLUTION OF THE MIAMI CITY COMMISSION, BY A FOUR FIFTHS AFFIRMATIVE VOTE, RATIFYING, APPROVING AND CONFIRMING THE CITY MANAGER'S ACTION TO EXECUTE AN AGREEMENT WITH TONYA, INC. TO PROVIDE EMERGENCY TECHNICAL ASSISTANCE AND TRAINING; ALLOCATING $29,750 OF COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS FOR COST OF SUCH TRAINING. WHEREAS, at the Annual Consultation of the City of Miami conducted by the U.S. Department of Housing and Urban Development, the Administration was made aware of reporting deficiencies relating to the submission of the City's Consolidated Annual Performance Report (CAPER) to the Federal Government; and WHEREAS, the City had not been able to submit its CAPER for the period ending September 30, 1999, due to problems within the Integrated Disbursement Information System (IDIS); and WHEREAS, the IDIS information previously entered by the City had been incorrect and, to complicate the situation, the City aggregated subsequent entries with the original data input that further compounded the problem; and • WHEREAS, to resolve this issue, the City Manager authorized the Department of Community Development to contract with TONYA, Inc. to provide emergency Technical Assistance and Training to staff at a cost of $29,750; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four fifths (4/5th) affirmative vote of the City Commission, the City Manager's action to execute an agreement with TONYA, Inc. to provide emergency Technical Assistance and Training, ratified, approved and confirmed with funds in the amount of $29,750, allocated from of Community Development Block Grant Funds. 00 -1006 Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.!' PASSED AND ADOPTED this 16th day of November 2000. JOE CAROLLO, MAYOR - C�, U k Wth F,.A,8.�Xrr dki Ap,�D,--rml Of thi§ 1@gi§l@t1@n by tic, e 8aid i0g1§Wtlbh �V-)W ring in tht.-; b@coffl@§ Ontivo with the . elapse of ton (10) days froffi the date of commission sotlon fqwding oarne, Without tho Mayor exerdising a vote. C, 'Clerk Wa e.rP6emaii:", :City ATTEST: WALTER J. FOEMAN CITY CLERK F VILARELLO ORNEY W48,ff0:BSS:kdw ii If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 3 of 3 0 0 — 10 q4; .0 CITY OF MIAMI, FLORIDA 19 INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Members of the DATE City Commission SUBJECT: FROM: lm REFERENCES City Manager ENCLOSURES: RECOMMENDATION: NOV 2 — 200FILE: Resolution Ratifying Allocation to TONYA, Inc. to Provide Technical Assistance and Training City Commission Agenda November 16, 2000 It is respectfully recommended that the City Commission adopt the attached resolution, by a 4/5"'S affirmative vote, ratifying, approving and confirming the City Manager's action to contract with TONYA, Inc. to provide emergency Technical Assistance and Training to staff for a four day period commencing July 18, 2000 and ending July 21, 2000; allocating $29,750 of Community Development Block Grant Funds to cover the cost of this training; and further authorizing the City Manager to enter into agreement with TONYA, Inc. in a form acceptable to the City Attorney, for said purpose. BACKGROUND: At the Annual Consultation of the City of Miami conducted by the U.S. Department of Housing and Urban Development, the Administration was made aware of reporting deficiencies relating to the submission of the City's Consolidated Annual Performance Report (CAPER) to the Federal Government. The City had not been able to submit its CAPER for the period ending September 30, 1999 due to problems within the Integrated Disbursement Information System (IDIS). The IDIS information previously entered by the City had been incorrect and, to complicate the situation, the City aggregated subsequent entries with the original data input that further compounded the problem. The Department of Community Development had been able to stabilize its activities in the IDIS system for the current year, but had not been able to resolve the technical issues from prior years. To resolve this issue, the City Manager authorized the Department of Community Development to contract with TONYA, Inc. to provide emergency Technical Assistance and Training to staff for a four day period commencing July 18, 2000 and ending July 21, 2000 (copy of approval letter attached). The cost of this training was $29,750. This action was further necessitated by a letter received by the Mayor from HUD specifically regarding the HOME data in IDIS. This letter basically stressed the importance of "data clean- up" and indicated that failure to complete this task would result in a suspension of drawdown capability. Staff had been working with the local HUD Office and the IDIS Help Hotline in Washington to resolve the IDIS issues, but had not been able to correct this situation. 0 -100 HUD recommended that the City contact TONYA, Inc. in Washington, D.C. and contract with this organization. to train City personnel. TONYA is recognized nationally as the leader in this field and provides training programs to staff from entitlement communities throughout the country. The TONYA training provided assistance to resolve the following issues: Quality of data entry in IDIS • Immediate HOME activity set-up evaluation and clean-up • HOME activity accomplishment input by year • Intensive data review and creation of plan revisions • Assess status of CDBG, ESG and HOPWA set-up • Assess status of CDBG, ESG and HOPWA activity accomplishments • End of Year reporting issues -and resolution plan • Completion of CAPER with'emphasis on IDIS data entries or omissions • IDIS training to staff The training and technical assistance provided by TONYA, Inc. has been essential in enabling the Department of Community Development to effectively, manage the federal grants received by the City from U.S. HUD. It is recommended that the, City Commission adopt the proposed resolution that, by a 4/51h- affirmative vote, ratifies, approves and confirms the City Manager's action to contract with TONYA, Inc. to provide emergency Technical Assistance and Training to staff; allocates $29,750 of Community Development Block Grant Funds to cover the cost of this training; and further authorizes the City Manager. to enter into agreement with TONYA, Inc. in a form acceptable to the City Attorney, for said purpose. _pl�� DS/GC XF CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM OCT 19 2000 -- Carlos A. Gimenez _ _ July 7, 2000 City Manager SIA_ Technical Assistance and Training Gwendolyn C. Warren, Director 41 Department of Community Development ENCLOSUaES: It is requested that you authorize the Department of Community Development to contract with TONYA, Inc. to provide emergency Technical Assistance and Training to staff for a four day period commencing July 18, 2000 and ending July 21, 2000. The cost of this training is $29,750 and federal grant funds from the Community Development Block Grant (CDBG), HOME, HOPWA and Emergency Shelter Grant Programs are available to meet this expense. At the Annual Consultation of the City of Miami conducted by the U.S. Department of Housing and Urban Development, you were made aware of reporting deficiencies relating to the submission of the City's Consolidated Annual Performance Report (CAPER) to the Federal Government. As I indicated at the consultation, the City had not been able to submit its CAPER ." for the period ending September 30, 1999 due to problems within the Integrated Disbursement Information System (IDIS). The IDIS information previously entered by the City had .bbeen incorrect. To complicate the situation, the City aggregated subsequent entries with the .original data input that further compounded the problem. The Department of Community has been able to stabilize its activities in the IDIS system for the current year, but has not been able to resolve the technical issues from prior years. As you are also aware, the Mayor recently received a letter from HUD specifically regarding the HOME data in IDIS. This letter basically stressed the importance of "data clean-up" and indicated that failure to complete this task by June 30, 2000 would result in a suspension of drawdown capability. Staff has been working with the local HUD Office and the IDIS Help Hotline in Washingom to resolve the- DIS issues, but has not been able to correct this situation. To accomplish this objective staff contacted TONYA, Inc. in Washington, D.C. HUD contracts this organization to train its personnel as well as train staff from entitlement communities throughout the country. TONYA, Inc. is recognized nationally as the leader in this field. and has indicated the aforementioned dates are available to provide assistance to the City of Miami. The TONYA training proposal will provide assistance to resolve the following issues: • Quality of data entry in IDIS • Immediate HOME activity set-up evaluation and clean-up • HOME activity accomplishment input by year • Intensive data review and creation of plan revisions • Assess status of CDBG, ESG and HOPWA set-up • Assess status of CDBG, ESG and HOPWA activity accomplishments • End of Year reporting issues and resolution plan • Completion of CAPER with emphasis on IDIS data entries or omissions • IDIS training to staff It is critical that this training be provided `immediately to address the concerns of HUD and protect the City's CDBG, HOME, HOPWA and ESG funding. The training and technical assistance proposed by TONYA, Inc. is intended to accomplish this objective and enable the Department of Community Development to effectively manage the federal grants received by the City from U.S. HUD. The Department of Cetnmunity Development will prepare legislation ratifying this, action following your approval. Please sign on the line provided below if you approve this request. proved: menez, Manager 010-