HomeMy WebLinkAboutContracts & Agreements_14-08 RDA_CCv0001.pdf CITY OF
ECONOMIC DEVELOPMENT
kEDREDEVELOPMENT
NEIGHBORHOOD HOUSING
Date: October 22, 2008
To: N. Enrique Martinez, City Manager
From: Josefina Aguilar, Redevelopment Project Ma$ge
Through: Daniel G. Hobbs, Redevelopment Director
Re: Execution of Contract for Consulting Services with LDM Associates Inc. for
Preparation of the Five Year Consolidated Plan
This is a transmittal of the Contract for Consulting Services with LDM Associates Inc. Dan
McHugh has approved the contract, and the Consultant has signed this original. It is ready for
your signature.
BACKGROUND
The Five Year Consolidated Plan is the document submitted to the U.S. Department of
Housing and Urban Development (HUD) that serves as the planning guide for entitlements
funded under the Community Planning and Development(CPD) formula which includes the
Community Development Block Grant(CDBG) program.
The Five Year Consolidated Plan provides an assessment of the housing and community
development needs, a strategic plan for addressing the needs, and a specific one year Action
Plan describing the use of grant funds. The One Year Action Plan is prepared to assist the
prioritization of CDBG funding expenditures staving in 2009-2010. Submittal of this
application to HUD is required to make the City's program a Federal Entitlement CDBG
Program, allowing Redlands to receive CDBG funds directly from HUD. Currently, the
County of San Bernardino is the administrative entity of the City's CDBG funds and they
take approximately 40% of the total allocation for administrative services and county-based
projects. The net funding allocated in FY2008-2009 is $339,243. It is estimated that the
change in status will increase the City's annual CDBG allocation by an approximate amount
of$250,000, increasing our total allocation to approximately$590,000 for FY2009-2010.
The Consolidated Pian and accompanying documents will be submitted to HUD by their
deadline of May 2009.
REDEVELOPMENT DEPARTMENT
35 CAJON STREET,REDLANDS,CA 92373
(9€39)335-4755 •FAX(939)798-75033
DISCUSSION
Staff invited four consulting firms to submit Statements of Qualifications (SOQs) to
complete the work scope for the Five Year Consolidated Plan and related documents required
by the State's application process. (The work scope is shown as Attachment A to the
Professional Services Agreement). SOQs were received by 3 of the 4 firms and reviewed for
qualification by staff. The qualifying consultants were then invited to submit a bid for the
work scope associated with the preparation of the Consolidated Plan and related documents.
Proposals for the contract were received by 2 of the 4 firms. Please refer to the Table i below
for a summary of this process.
TABLE 1
CONSULTANT BID SUMMARY
Firm Name Statement of Qualifications Proposal Amount
TierraWest Advisors Received $37,500
LDM Associates, Inc. Received $38,000
Urban Futures, Inc. Received Declined to bid
Wiki Shaw &Associates T Declined to Submit Declined to bid
Proposals were evaluated by staff who determined LDM's bid to be the most competitive in
comparison to the other responders. This determination is based on a comparison of billing
rates, availability of staff and capacity to perform all tasks and prepare all related documents.
Even though Tierra West Advisors' proposal came in $500 less than LDM's proposal, staff
recommends awarding the contract to LDM based on the fact that staff has a continuous and
positive working relationship with LDM, and they have a proven track record successfully
administering the Agency's various Housing Rehabilitation loan and grant programs since
FY2007-2008. The value of their institutional knowledge of the City's programs and
objectives justifies selecting their proposal. over the lower bid.
FISCAL IMPACT
No general funds are involved with this project. The cost for the Agreement with LDM is a
non-exclusive, contingent agreement. This means that the Agency is not required to use
LDM's services, may use the services of any other firm and its financial obligations are
solely related to work actually performed by LDM. In addition, the Agreement may be
terminated at any time upon 30 days notice and must be amended on a fiscal year basis if the
Agency wishes to continue to use LDM's services during future fiscal years. Preparation of
the City's Consolidated Plan(to include an Analysis of Impediments to Fair Housing and an
Annual Action Plan) will not exceed $38,00 and will be funded by the 80% Redevelopment
Fund budget that is adequate to cover these costs.
Attachments:
1. LDM's Statement of Qualifications
2. Tierra West Advisors' Statement of Qualifications
REDEVELOPMENT DEPARTMENT
35 CAJON STREET,REDLANDS,CA 92373
(909)335-4755 •FAX(909)798-7503
REDEVELOPMENT AGENCY OF THE CITY OF REDLANDS
PROFESSIONAL SERVICES AGREEMENT
THIS PROFESSIONAL SERVICES AGREEMENT is made effective the
23rd day of October, 2008 by the Redevelopment Agency of the City of
Redlands (hereinafter called the "Agency"), and LDM Associates, Inc.,
(hereinafter called the "Consultant").
WITNESSETH THAT:
WHEREAS, the Agency has been directed to move forward with the
preparation of a Five Year Consolidated Plan, a One-year Action Plan and an
Analysis of Impediments
WHEREAS, Submittal of the Consolidated Plan to HUD will make the
City's program a Federal Entitlement CDBG Program; and
WHEREAS, the Consultant has bid competitively and is qualified and
available to provide Agency the services described herein during fiscal year
2008-09; and
WHEREAS, the services provided pursuant to Professional Services
Agreement shall include the period of July 1, 2008 through June 30, 2009.
NOW THEREFORE, in consideration of the mutual undertakings herein,
the parties agree that said Agreement is as follows.
1 . With respect only to services provided by Consultant during fiscal
year 2008-09, Scope of Work and Timeline in its entirety is
reflected on Attachment "A" to this Professional Services
Agreement.
2. Services provided by Consultant during fiscal year 2008-09, shall
be billed on a monthly basis and shall not exceed $38,000 for the
completion of the Five Year Consolidated Plan, 2009-2010 One
Year Action Plan, and Analysis of Impediments.
LDM PSA ConsPlan 10.23.08 FINAL
Page 2
IN WITNESS WHEREOF, the Agency and the Consultant, through their
duly authorized officers, have executed this Second Amendment to Professional
Services Agreement effective as of the date first above written.
LDM ASSOCI;, uLn-&-S
B
Ru ria 1.P
REDEVELOPMENT AGENCY OF THE
CITY O EDLA S
By: r -.
. Enri e`Ma' rtinez ,Manager
ATTEST:
Corrie Poyzer;'Agency Secretary
LDM PSA Amendment FY 2008-00(final)JA
ATTACHMENT A
TIMELINE FOR 2009-2014 CONSOLIDATED PLAN, 2009-2010 ONE-YEAR ACTION PLAN,
AND ANALYSIS OF IMPEDIMENTS
Completion Date Activity
City Council approves opting into the HUD Entitlement (.DBC, and State
January 15, 2008 HONE program and delegates administration of bothltorams to the
Redevelopment:agency starting July 1, 2008.
City notifies representatives of the County of San Bernardino, HVU Entitlement
February 11, 2008 CDBG Program and the State HOME Investment Partnership Program of the
City's decision to seek direct funding.
City enters in Agreement with a Housing Consultant to Prepare the CDBG
September 4, 2008 Entitlement Program Required Analysis of Impediments, Consolidated Plan, and
One-Year.action Plan.
September 4, 2008 Kick-off Meeting with Redevelopment Department Staff and Consultant to
discuss a Needs Assessment Survey and Consolidated Plan Process.
September 10, 2008 Finalize Needs Assessment Survey and schedule Needs Assessment meeting.
September 11, 2008 1 Distribute Needs .Assessment Survey at Public Facilities.
October 21, 2008 Hold Community Meeting regarding Analysis of Impediments and Cornmuniiy
needs,
November 4, 2008 Compile Needs Assessment Surveys and tabulate results. Identify Community'
Needs.
January 5, 2008 Preliminary draft of Analysis of Impediments submitted to City for review.
November 7,2008 Discussion of Draft Five-Year Goals with Redevelopment Staff.
November 21,2008 Notice of Funds Availability (NOFA) issued to all City Departments.
November 21,2008 Notice of Funds Availability (NOFA) issued to all Community Based
Organizations CBO's .
November 21, 2008 Notice calling for projects from the public published in local newspaper and
posted in Ci bulletin boards
December 22, 2008 Deadline for submittal of applications by public service agencies.
January 8, 2009 Submit draft Five-Year Consolidated Plan for City Review.
Febris City Ad-Hoc Committee reviews applications and ~ .` a �;_,rrunendation to
February U Ci Council.
February 28, 2009 Submit Draft Action Plan to City. .
Publish Notice of Public Hearing for public input and consideration of D-------------------------
raft
March 3, 2009 Five Year Consolidated Plan, One-Year Action Plan, and .analysis of
Impediments and availabilityof Draft Plans
April 4, 2009 End of Citizens Comment Period.
April 21, 2009 City Council approves FY 2009-2014 Consolidated Play, 2009-2010 One-Year
:action Plan, and Analvsis of Impediments
April 29, 2009 Consultant submits final Consolidated Plan and One-Year_action Plan to City.
May 15, 2009 Deadline for submitting Consolidated Plan and One-Year Action Plan to
HUD.
The schedule reflects an estimated timeframe. Rev. 10-I5-08