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HomeMy WebLinkAboutExhibit BDocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Arthur Noriega V City Manager Marie "Maggie" Gouin DocuSignedby: Director E831796C5495... Office of Management 6,1g uaget BACKGROUND DATE: March 29, 2023 SUBJECT ARPA Allocation of (Revised) $350,000 for Assistance to the Elderly, Inc. (Residential Plaza) The City of Miami ("City") received American Rescue Plan Act funding to address COVID-19 and its impact on public health as well as address economic harms to households, small businesses, nonprofits, impacted industries, and the public sector. Assistance To The Elderly, Inc ("ATTE, INC") is a not for profit organization which has been serving the low-income elderly population since 1999 and provides a wide range of programs and services, from assisted living services, low-income housing, transportation, fall prevention program (Matter of Balance Program), physical and occupational therapy, pet therapy, arts & crafts, and music program. ATTE, Inc submitted a funding request to the City of Miami ("City") for ARPA Funds to aid in rehabilitating the first floor of the Residential Plaza, located at 5617 Northwest 7 Street ("Residential Plaza"), Miami, Florida 33126, so that ATTE can continue to provide supportive services (food and activities) to the residents, provide an environment that maintains mobility, offer a dignified space to improve quality of life, decrease depression and isolation among residents, and bring the organization's physical structure up to par with the ever -changing needs of the residents and the market. Based on the information and documentation provided by the City's District 1 Office and ATTE, Inc. the project "Residential Plaza" is eligible for the use of ARPA (SLFRF) funds under the Department of Treasury Final Rule, Expenditure Category: 2.34 — Negative Economic Impacts: Assistance to Impacted Nonprofit Organizations (Impacted or Disproportionately Impacted), contingent upon additional considerations and requirements being met. Under the SLFRF program, funds must be used for costs incurred on or after March 3, 2021. Further, funds must be obligated by December 31, 2024, and expended by December 31, 2026. This time period, during which recipients can expend SLFRF funds, is the "period of performance". For considerations and requirements details please see the Project Analysis attached. The ARPA (SLFRF) funds, in the amount of $350,000, will be allocated to the Beneficiary. The funds will be used for the rehabilitation work described above. RECOMMENDATION In light of the above stated, approval of a waiver of the formal requirements of competatitve sealed bidding methods as not being practicable or advantageous to the City as set forth in the City Code of Ordinances, as amended, specifically Section 18-85 (A), and the affirmation of these written findings and the forwarding of the same to the City Commission for ratification by a fourth -fifths vote is respectfully requested. x APPROVED / DISAPPROVED DocuSigned by: [1,4- Nye.. 850CF6C372DD42A Arthur Noriega V City Manager DocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA ATKINS Atkins North America, Inc. 2001 Northwest 107th Avenue Miami, Florida 33172-2507 Telephone: +1.305.592.7275 www.atkinsg lobal.comfnorthamerica March 29, 2023 Mrs. Marie "Maggie" Gouin Director Office of Management and Budget Miami Riverside Center 444 SW 2nd Avenue, 5th Floor Miami, FL 33130 Reference: Project Analysis — City of Miami — ARPA (SLFRF) Recommendation for application of ARPA (SLFRF) funds Project Name: Residential Plaza District 1 Proposed ARPA Funds Amount: $350,000 Proposed Activity for use of Funds: Beneficiary Mrs. Gouin, We are sending the recommendation for the use of ARPA (SLFRF) funds for the referenced project. Assistance to the Elderly, Inc. (ATTE) is an organization that has been serving the low- income elderly population since 1999. ATTE provides a wide range of programs and services, from assisted living services, low-income housing, transportation, fall prevention program (Matter of Balance Program), physical and occupational therapy, pet therapy, arts & crafts, and music program. The staffing challenges experienced due to the pandemic put a severe financial strain on the organization and limited their capacity to allocate funds for capital improvement. ARPA funding will be used to aid in rehabilitating the first floor of the Residential Plaza. Rehabilitation of the first floor will continue to provide supportive services (food and activities) to the residents; provide an environment that maintains mobility; offer a dignified space to improve quality of life and decrease depression and isolation among residents; and bring the organization's physical structure up to par with the ever -changing needs of the residents and the market. Based on the information and documentation provided by the City's Office of Management and Budget and the City's Parks office, the project Residential Plaza is recommended for the use of ARPA (SLFRF) funds under the Department of Treasury Final Rule, Expenditure Category: 2.34 - Negative Economic Impacts: Assistance to Non -Profits - Assistance to Impacted Nonprofit Organizations (Impacted or Disproportionately Page 1 of 2 DocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA ATKINS Impacted), contingent upon additional considerations and requirements being met. Under the SLFRF program, funds must be used for costs incurred on or after March 3, 2021. Further, funds must be obligated by December 31, 2024, and expended by December 31, 2026. This time period, during which recipients can expend SLFRF funds, is the "period of performance. For considerations and requirements details go to the Project Analysis, here attached. The ARPA (SLFRF) funds, in the amount of $350,000, can be allocated for the aid in rehabilitating the first floor of the Residential Plaza, as detailed above. The non-profit needs to provide any additional information related to the use of contracted services with partners and an updated schedule of costs. All contracting services need to comply with Federal regulations. Please review and contact us with any questions you may have. Jamelyn Austin Trucks, CFM, PMP, CGM ARPA Consultant, Subject Matter Expert Senior Project Manager, Land Planning Lead Enclosures as noted. Page 2 of 2 DocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA Project Analysis — City of Miami — ARPA (SLFRF) District 1 Project Title Residential Plaza Project No. (e-Builder) N/A Total Project Cost $350,000 Proposed ARPA Funding $350,000 Project Type • Capital Expenditure Project Status • In Progress Project Estimated Completion December 31, 2023 Agreement Type Beneficiary Eligible Use Support the COVID-19 public health and economic response by addressing COVID-19 and its impact on public health as well as addressing economic harms to households, small businesses, nonprofits, impacted industries, and the public sector. Project Expenditure Category 2.34 - Negative Economic Impacts: Assistance to Non -Profits - Assistance to Impacted Nonprofit Organizations (Impacted or Disproportionately Impacted) NOTE: Project is also eligible under 2.23 — Assistance to Households - Strong Healthy Communities: Demolition and Rehabilitation of Properties Project Justification (short- SOW) Assistance to the Elderly, Inc. (ATTE) is an organization that has been serving the low-income elderly population since 1999. ATTE provides a wide range of programs and services, from assisted living services, low-income housing, transportation, fall prevention program (Matter of Balance Program), physical and occupational therapy, pet therapy, arts & crafts, and music program. The organization experienced a negative economic impact due to the pandemic causing staffing challenges which subsequently put a severe financial strain on the organization and limited their capacity to allocate funds for capital improvement. ARPA funding will be used to aid in rehabilitating the first floor of the Residential Plaza. Rehabilitation of the first floor will continue to provide supportive services (food and activities) to the residents; provide an environment that maintains mobility; offer a dignified space to improve quality of life and decrease depression and isolation among residents; and bring the organization's physical structure up to par with the ever -changing needs of the residents and the market. DocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA Eligible (Y/N) Yes, Project is considered eligible under Department of Treasury Final Rule, contingent upon the below additional considerations and requirements being met. Additional Information needed • • Provide any additional information related to use of contracted services with partners Schedule of costs Next Steps • • Atkins to monitor costs, expenditures and gather data for quarterly and annual reporting. Atkins to review contract agreements when available. QC Completed (Name/Date) Additional Considerations/Program Requirements: • Under the SLFRF program, funds must be used for costs incurred on or after March 3, 2021. Further, funds must be obligated by December 31, 2024, and expended by December 31, 2026. This time period, during which recipients can expend SLFRF funds, is the "period of performance." • ARPA funds can be used to provide additional funding for projects in progress prior to 3/3/2021, however only activities initiated AFTER 3/3/2021 are eligible for ARPA funds. • Ensure that the City of Miami Procurement Process or the Sub -Recipient Procurement Process meets Office of Management and Budget procurement standards set forth in 2 CFR 200.316- 320. • Expenditure Categories 2.34 - Negative Economic Impacts: Assistance to Non -Profits - Assistance to Impacted Nonprofit Organizations (Impacted or Disproportionately Impacted) — Requires the following additional reporting: o Recipients must report on whether projects are primarily serving disproportionately impacted communities. • Project Demographic Distribution - (Applicable to Public Health and Negative Economic Impact ECs: EC 1.1-2.37)— Collection to begin April 2022 Recognizing the disproportionate public health and negative economic impacts of the pandemic on many households, communities, and other entities, recipients must report whether certain types of projects are targeted to impacted and disproportionately impacted communities. Recipients will be asked to respond to the following: o What Impacted and/or Disproportionally Impacted population does this project primarily serve? Please select the population primarily served. o If this project primarily serves more than one Impacted and/or Disproportionately Impacted population, please select up to two additional populations served. Recipients will select from the following options: o Assistance to Non -Profits Impacted o Non -Profits that experienced a negative economic impact of the pandemic (please specify) o Classes of non -profits designated as negatively economically impacted by the pandemic (please specify) DocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA Disproportionately Impacted o Non -profits operating in Qualified Census Tracts o Non -profits operated by Tribal governments or on Tribal lands o Non -profits operating in the U.S. territories o Other non -profits disproportionately impacted by the pandemic (please specify) • Public Health and Negative Economic Impact - The information listed must be provided in each report (EC 1.1-3.5) - Collection to begin in April 2022 o Brief description of structure and objectives of assistance program(s), including public health or negative economic impact experienced o Brief description of how a recipient's response is related and reasonably and proportional to a public health or negative economic impact of COVID-19. • Use of Evidence: (for all ECs indicated) — Collection to begin in April 2022 o The dollar amount of the total project spending that is allocated towards evidence - based interventions o Indicate if a program evaluation of the project is being conducted • Assistance to Non -Profits (EC 1.9, 2.34) — Use of Evidence - Collection to begin April 2022 o Number of Non -Profits served (by program if recipient establishes multiple separate non-profit assistance programs) • Capital Expenditures (EC 1.1-3.5) - Collection began in January 2022, with additional optional fields to begin in April 2022; optional fields will become required in July 2022 o Does this project include a capital expenditure? (Collection began in January 2022) o Total expected capital expenditure, including pre -development costs, if applicable (Collection began in January 2022) o Type of capital expenditure, based on the following enumerated uses (This field is optional in April 2022; required in July 2022): • Installation and improvement of ventilation systems in congregate settings, health facilities, or other public facilities • Adaptations to congregate living facilities, including skilled nursing facilities, other long-term care facilities, incarceration settings, homeless shelters, residential foster care facilities, residential behavioral health treatment, and other group living facilities, as well as public facilities and schools (excluding construction of new facilities for the purpose of mitigating spread of COVID-19 in the facility) • Mitigation measures in small businesses, nonprofits, and impacted industries (e.g., developing outdoor spaces) • Improvements to existing facilities to remediate lead contaminants (e.g., removal of lead paint) • Medical equipment and facilities designed to address disparities in public health outcomes (includes primary care clinics, hospitals, or integrations of health services into other settings) • Rehabilitations, renovation, remediation, cleanup, or conversions of vacant or abandoned properties • Other (please specify) Responding to Public Health and Economic Impacts of COVID-19 To assess eligible uses of funds in this category, recipients should (1) identify a COVID-19 public health or economic impact on an individual or class (i.e., a group) and (2) design a program that responds to that DocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA impact. Responses should be related and reasonably proportional to the harm identified and reasonably designed to benefit those impacted. The final rule recognizes that the pandemic caused broad -based impacts that affected many communities, households, and small businesses across the country; for example, many workers faced unemployment and many small businesses saw declines in revenue. The final rule describes these as "impacted" households, communities, small businesses, and nonprofits. At the same time, the pandemic caused disproportionate impacts, or more severe impacts, in certain communities. For example, low-income and underserved communities have faced more severe health and economic outcomes like higher rates of COVID-19 mortality and unemployment, often because pre- existing disparities exacerbated the impact of the pandemic. The final rule describes these as "disproportionately impacted" households, communities, small businesses, and nonprofits. Assistance to Nonprofits Nonprofits have faced significant challenges due to the pandemic's increased demand for services and hanging operational needs, as well as declines in revenue sources such as donations and fees. Nonprofits eligible for assistance are those that experienced negative economic impacts or disproportionate impacts of the pandemic and meet the definition of "nonprofit" —specifically those that are 501(c)(3) or 501(c)(19) tax-exempt organizations. Impacted Nonprofits Recipients can identify nonprofits impacted by the pandemic, and measures to respond, in many ways; for example, recipients could consider: • Decreased revenue (e.g., from donations and fees) • Financial insecurity • Increased costs (e.g., uncompensated increases in service need) • Capacity to weather financial hardship • Challenges covering payroll, rent or mortgage, and other operating costs Assistance to nonprofits that experienced negative economic impacts includes the following enumerated uses: • Loans or grants to mitigate financial hardship • Technical or in -kind assistance or other services that mitigate negative economic impacts of the pandemic Capital Expenditures: Capital expenditures are subject to the same eligibility standard as other eligible uses to respond to the pandemic's public health and economic impacts; specifically, they must be related and reasonably proportional to the pandemic impact identified and reasonably designed to benefit the impacted population or class. Similar to other eligible uses in the SLFRF program, no pre -approval is required for capital expenditures. DocuSign Envelope ID: 3A093E4D-592A-43B2-B6A1-E69D48B125FA For analysis of whether a capital expenditure meets the eligibility standard, recipients must complete and meet the requirements of a written justification for capital expenditures equal to or greater than $1 million. As with other infrastructure projects and capital expenditure projects that are permitted as responses to the public health emergency and its negative economic impacts, costs for planning and design and associated pre -project costs are eligible uses of SLFRF funds. Costs for the acquisition of land are also eligible, but only if needed for the purposes of locating eligible project components. A Written Justification includes: • Description of the harm or need to be addressed. Recipients should provide a description of the specific harm or need to be addressed and why the harm was exacerbated or caused by the public health emergency. Recipients may provide quantitative information on the extent and the type of harm, such as the number of individuals or entities affected. • Explanation of why a capital expenditure is appropriate. For example, recipients should include an explanation of why existing equipment and facilities, or policy changes or additional funding to pertinent programs or services, would be inadequate. • Comparison of proposed capital project against at least two alternative capital expenditures and demonstration of why the proposed capital expenditure is superior. Recipients should consider the effectiveness of the capital expenditure in addressing the harm identified and the expected total cost (including pre -development costs) against at least two alternative capital expenditures. Environmental and Other Generally Applicable Requirements Treasury cautions that, as is the case with all projects engaged in using the SLFRF funds, all projects must comply with applicable federal, state, and local law. In the case of infrastructure projects in particular, this includes environmental and permitting laws and regulations. Likewise, as with all capital expenditure projects using SLFRF funds, projects must be undertaken and completed in a manner that is technically sound, meaning that they must meet design and construction methods and use materials that are approved, codified, recognized, fall under standard or acceptable levels of practice, or otherwise are determined to be generally acceptable by the design and construction industry. Treasury encourages recipients to adhere to strong labor standards, including project labor agreements and community benefits agreements that offer wages at or above the prevailing rate and include local hire provisions. Treasury also encourages recipients to prioritize in their procurements employers with high labor standards and to prioritize employers without recent violations of federal and state labor and employment laws.