The City participates in the U.S. Department of Housing and Urban Development's (HUD) Community Development Block Grant (CDBG) program through the County of Los Angeles Community Development Authority (LACDA). Under the Urban County Program, the City would have approximately $636,638 in funding for eligible activities at the beginning of the 2020-2021 CDBG Program Year, plus an additional $12,290 of unallocated prior year’s CDBG funds for a total of $648,928. In addition, the City will have supplemental CDBG funds of $374,513 from the Coronavirus Aid, Relief and Economic Security (CARES) Act. Furthermore, about $690,542 in CDBG funds are currently allocated to an on-going project for future use in conjunction with the Section 108 Loan Guarantee Program.

Like most smaller cities, Bell Gardens has traditionally retained a consultant to prepare the HUD required CDBG documents and reports and to assist staff in administering the CDBG Program. Associated costs are reimbursable with CDBG funds for up to 20 percent of the annual CDBG allocation.

Following the notice from our current CDBG consultant, Diana Cho, stating that she would no longer be available to provide CDBG administrative services, staff issued a Request for Proposals (RFP) for assistance with the City’s CDBG program for the new three-year cycle, with the option of two 1-year extensions. Only two consulting firms listed below responded to the RFP:

• Willdan, Inc.

•  Troncoso Koos Enterprises
  
  

The RFP requested a scope of services proposal to address the following:

1. Meet with City representatives to provide status updates on all CDBG projects and issues requiring immediate attention.
2.  Prepare and submit to City a quarterly status report of all CDBG projects.
3. Develop time lines for each approved CDBG project, establishing key dates for review, and accomplishment and progress monitoring.
4. Review and maintain files for all CDBG projects.
5. Develop and maintain financial spreadsheets for all CDBG projects, to include eligible reimbursements, amounts expended, reimbursements received, and balances available.
6. Monitor and maintain all financial records relevant to CDBG funded projects and reconcile any records discrepancies.
7. Review monthly reimbursement requisitions to the Community Development Authority prepared by Finance Department for all CDBG projects.
8. Gather and maintain information required for and prepare and submit all required Grantee Performance reports.
9. Perform CDBG project oversight monitoring, to include on-going monitoring and closeout review for all CDBG funded projects.
10. Establish and maintain all operating assignments with CDBG sub-recipients.
11. Conduct Davis-Bacon monitoring and contract compliance for all CDBG-funded construction projects.
12. Conduct Section 3 monitoring and compliance for all CDBG funded projects.
13. Prepare all CDBG-related submissions, as required by the Department of Housing and Urban Development (HUD) and the County of Los Angeles Community Development Authority (LACDA) (e.g., Contract/Subcontract Activity Report, Labor Standards Report, etc.)
14. Perform liaison functions between the City and the County of Los Angeles Community Development Authority.
15. Prepare all CDBG related documents, including reports, contracts, agreements, and amendments.
16. Develop, prepare, and submit project amendments, as required, for all CDBG-funded projects.
17. Advise City and ensure proper implementation of all CDBG program changes.
18. Prepare and submit a Planning Summary and all necessary documentation for the upcoming CDBG program year.
19. Conform to the mandatory regulatory provisions of the Urban County CDBG Program.
20. Be available at City Hall as necessary to complete all work items.
21. Complete Labor Compliance for individual projects as requested.
22. Assist City with the preparation of a Section 108 Loan Guarantee Application for the John Anson Ford Park Aquatics Center, if necessary.
23. Assist with all other CDBG-related work as directed by City’s Community Development Director (including new CARES Act funds administration).
    
    

EVALUATION OF CONSULTANT PROPOSALS

The City reviewed the two (2) proposals in response to the April 2020 RFP through a committee made up of the Building Services Supervisor, Accounting Manager and Senior Management Analyst. After review of the proposals, the committee decided to invite both consulting firms to virtually interview via teleconferencing. Staff compiled scoring sheets for each consulting firm. Willdan received the highest average, rated on subject experience, qualifications, cost and familiarity with the City.  The costs were similar with only a $5/hour variation for the primary project manager.  Overall, the costs will not exceed $240,452 over the three-year CDBG contract cycle with the County and are covered through the 20 percent annual CDBG allocation allowance for administrative services. Should the City elect to avail itself of the additional two 1-year extensions, staff will return to Council for approval of additional funding.

It is recommended that the City Council adopt Resolution No. 2020-XX, approving a Professional Services Agreement with Willdan, Inc. to provide administration services for the City’s Community Development Block Grant Program.

The consulting services to be provided by Willdan Engineering are based on hourly rates and a total not-to-exceed price for tasks required in the RFP of $240,452 over the three-year CDBG contract cycle with the County. These consulting services will be reimbursed with CDBG funds. Therefore, there will be no impacts to the City’s General Fund. Should the City elect to avail itself of the additional two 1-year extensions, staff will return to Council for approval of additional funding.