Loading...
HomeMy WebLinkAboutE-11 - Staff Report - CDBG Consultant Services RFQCONSENT ITEM E-11 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER FROM: KURT E. CHRISTIANSEN, FAICP, DIRECTOR OF ECONOMIC AND COMMUNITY DEVEPLOMENT DATE: JULY 18, 2016 SUBJECT: AUTHORIZATION TO RELEASE REQUEST FOR PROPOSALS REGARDING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ADMINISTRATIVE PROFESSIONAL SERVICES SUMMARY City Staff is seeking approval to issue a Request for Proposals (RFP) to establish a list of qualified consultants to provide administrative services for the City’s Community Development Block Grant (CDBG) program. The administration of the CDBG program is complex and time consuming. Currently, the Economic and Community Development Department does not have the staff capacity to properly administer the program, nor sufficient program knowledge required to adequately service the Federal grant money. This action authorizes the release of a Request for Proposals for Administrative Professional Services related to the City’s CDBG program. RECOMMENDATION Staff recommends that the City Council take the following action: 1) Authorize Staff to release the proposed Request for Proposals (RFP) for Community Development Block Grant (CDBG) administrative professional services. BACKGROUND Due to the complex and specialized nature of CDBG project administration the Economic and Community Development Department currently lacks the level of Staff experience to effectively manage and administer the City’s CDBG projects in an efficient and expeditious manner. Consultant services will offer the Department expertise along with flexibility to meet the Federal and State regulations associated with CDBG construction. Staff will use the consultant for either all or individual projects, thereby ensuring access to a wide field of experience and competitive consultant pricing. FISCAL IMPACT APPROVED COUNCIL MEETING 7/18/2016 Request for Proposals for CDBG Administration July 18, 2016 Page 2 The requested services can be funded with CDBG funds. There should be no or very minimal impact to the General Fund.. Prepared by: Reviewed and Approved Kurt E. Christiansen, FAICP Louie F. Lacasella Economic and Community Development Director Management Analyst Reviewed and Approved: Troy L. Butzlaff, ICMA-CM City Manager Attachments: 1) Request for Proposals City of Azusa REQUEST FOR PROPOSAL (RFP) ADMINISTRATIVE SERVICES FOR THE CITY OF AZUSA COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM The City of Azusa is seeking proposals from qualified firms and individuals to provide administrative services and technical assistance for its Community Development Block Grant (CDBG) Program. Qualified consultants assigned to the contract must have extensive experience working with federal Community Development Block Grant (CDBG) Program. GENRAL BACKGROUND As a participant in the Los Angeles County Urban Community Development Block Grant (CDBG) Program, the City receives an annual allocation of approximately $450,000. These funds are used primarily for Americans with Disabilities ACT (ADA) compliance public works improvement projects in the City right-of-way (i.e., construction of curb ramps, sidewalk access improvements, etc.), home rehabilitation, code enforcement, after school programs, senior nutrition program, homework tutoring, and senior referral program. SCOPE OF WORK The Scope of Work shall include, but not limited to, the following items: • Proved technical assistance for the administration and implementation of the City’s CDBG projects. • Prepare on-line “Agreements to Implement” annual Community Development Block Grant (CDBG) programs with the Los Angeles County Community Development Commission (LACDC), including project descriptions and budgets. • Prepare and process amendments to the “Agreement to Implement” for ongoing projects. • Coordinate with City staff to gather all necessary documentation for LACDC program monitoring and audit preparation. • Prepare and complete LACDC and U.S. Department of Housing and Urban Development (HUD) reports and documents. • Provide CDBG financial management assistance. • Provide Davis-Bacon (prevailing wages) and HUD/Section 3 monitoring for construction projects. • Act as City’s liaison and representative to the LACDC. • Ensure compliance with all applicable federal, State, and local laws, rules, regulations, and policies. SUBMISSION PROCEDURES The proposal must include the following information: • Cover letter, including the name, address, telephone number, and e-mail address of the consulting firm and individual consultant, background information, and the name of a good contact person in the firm. • Names of the firm’s management team and its experience and qualifications in providing the requested services (including previous experience with CDBG programs and projects for other similarly-sized jurisdictions). • Names of the firm’s staff and its experience and qualifications in proving the requested services (including previous experience with CDBG programs and projects for other similarly-sized jurisdictions). • Summary of services to be provided and a work plan desvribing activities to be performed. • Proposed costs, including personnel, equipment and supplies, administrative overhead, and any other additional costs. The fee quoted shall be on a ‘not-to-exceed” basis, including hourly rates for project personnel. • A reference list, including the names of jurisdictions, contact persons, and telephone numbers that your firm (or individual consultant) has provided CDBG administrative services for in the recent past. • Any additional information you feel would be applicable to the evaluation of your proposal. Five (5) copies of your proposal must be submitted to Kurt Christiansen, Economic and Community Development Director, City of Azusa 213 E. Foothill Blvs., Azusa, CA 91208, by 5:00 pm, Monday, August 22, 2016. SELECTION CRITERIA Selection of a consultant will be done on a competitive basis. In reviewing and evaluating the responses to the RFP, City Staff will be considering the following factors (not necessarily in order of priority): • Overall experience of firm with CDBG programs and projects • Experience of individual cosnultants within the firm (or independent constractors) with CDBG programs and projects • Understanding of the City’s CDBG administrative services requirements • Reference/background checks • Depth of resources required to perform services • Familiarity with the City of Azusa • Location of office These Criteria should not be construed so as to limit other considerations which may become apparent during the course of the review and selection of proposal process. The City reserves the right to reject any or all proposals. This solicitation of proposals should not be construed as a contract of any kind. The City is not liable for any cost expense incurred by any firm or consultant in the preparation and/or submittal of a proposal in response to this RFP. Since the program is funded by CDBG funds, the selected firm or consultant must comply with all federal laws, regulations, and requirements. All questions regarding this RFP and the process thereof should be directed to Kurt Christiansen, Economic and Community Development Director, City of Azusa 213 E. Foothill Blvs., Azusa, CA 91208, (626) 812-5236.