CITY OF CAMARILLO
Request for Proposals
Community Development Block Grant (CDBG)
Entitlement Program Administration
April 21, 2025
NOTICE
REQUEST FOR PROPOSALS
Community Development Block Grant (CDBG) Entitlement Program Administration
Project Introduction
The City of Camarillo (“City”) is requesting proposals from interested, qualified, and experienced firms to submit a proposal to manage all aspects of the Community Development Block Grant (CDBG) Entitlement Program.
The Program Administrator will be responsible for managing all aspects of the Program, ensuring that the operations of the Program comply with all requirements of the use of CDBG funds as administered by the U.S. Department of Housing and Urban Development (HUD). The City will rely on the selected Program Administrator to ensure that the Program is performed in a responsive, compliant, competent, efficient, and timely manner.
The City’s FY 2024/25 regular CDBG allocation was $350,107. This allocation was included in the City’s adopted FY 2024/25 Action Plan. The City has not received it’s FY 2025/26 allocation, but anticipates future annual CDBG allocations of approximately $300,000 per year.
In addition, the Coronavirus Aid, Relief and Economic Security Act (CARES Act) made available additional funding to HUD to issue grants to local governments to prevent, prepare for, and respond to COVID-19 (CDBG-CV). At present, the City has $35,923.53 in remaining CDBG-CV funding, $17,453.70 of which is currently slated to be utilized by a subrecipient. The remainder are currently unused program administration funds. Some of this CDBG-CV funding is expected to be utilized in the current fiscal year, before a new CDBG program administrator is selected.
The City intends to enter into a three -year Professional Services Agreement with the selected firm beginning July 1, 2025 and ending June 30, 2028.
Proposal Submission
Notice is hereby given that proposals will be received by the City of Camarillo (“City”) electronically through the City’s online bid management provider (“PlanetBids”) until 4:00 p.m.
PST on May 28, 2025.
Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any submission of proposals received through any means other than PlanetBids will be returned to the applicant unopened.
Interested parties may submit a proposal for the RFP by visiting the City’s website at https://www.ci.camarillo.ca.us/departments/finance/vendor_registration_bids_contracts.php.
Follow the link to PlanetBids to register, download the Request for Proposals and submit your proposal.
Consultants must submit all questions, clarifications or comments through the City’s PlanetBids electronic bidding system utilizing the Questions & Answers tab. Consultant questions must be submitted no later than 1:00 p.m., May 6, 2025.
The City will review and rank submissions as detailed in the included evaluation criteria, and staff will make recommendations to City Council regarding the qualifications of applicants and suitability for the City’s present and projected needs. The award of any funds will be subject to negotiations regarding the scope of work, available budget to carry out the provisions of the proposed agreement, and approval of the Camarillo City Council.
City Rights Reserved
This solicitation for proposals does not commit the City to enter a contract or to pay any costs incurred in the preparation of the proposal. The City reserves the right to reject any or all proposals without explanation. The City reserves the right to negotiate the specific requirements and costs using the selected proposal as a basis of negotiation and final agreement.
The City reserves the right to accept any proposal received, to reject any or all proposals, in whole or in part, to waive irregularities, formalities, or both, as deemed appropriate, to request clarification of any submittal, and to negotiate with the preferred entity to provide the requested services. The City also reserves the right to reject any proposals if they are deemed unsuitable to the City's needs. Late or incomplete proposals will not be considered. The City reserves the right to determine the completeness of all proposals.
All proposals submitted in response to this RFP will become the property of the City upon submission and a matter of public record pursuant to applicable law (including the California Public Records Act, Government Code section 6250 and following). The City reserves the right to make copies of all proposals available for inspection and copying by interested members of the public as records of the City and the City will be under no obligation to the interested party to withhold such records. Insofar as a proposal contains information that the interested party regards as proprietary and confidential, it is the responsibility of the interested party (and not the City) to specifically identify which items of information are proprietary and clearly identify in writing which specific pieces of information are proprietary. It will be insufficient for the interested party to merely identify the entire proposal or a n entire p age or set of pages of proprietary information. Not-to-exceed sums, hourly rates and the like that may be set forth in the proposal will not constitute proprietary information nor will any information readily available to the general public or any other information not regarded as proprietary and confidential under federal or state law.
Schedule of Events
The City anticipated time is as follows, however, the City reserves the right to make changes as deemed necessary:
Release of Request for Proposal April 21, 2025
Last Day to Submit Questions May 6, 2025, by 1:00 p.m. PST Clarification Provided by City May 12, 2025
Receipt of RFP Deadline May 28, 2025, by 4:00 p.m. PST
Consultant Interviews (If needed) June 2 - 5, 2025
City Council Consideration / Award of
Contract
June 25, 2025
Start of Services July 1, 2025
Qualifications/Proposal Information
The purpose of this Request for Proposals (RFP) is to select an interested party to administrate the Community Development Block Grant (CDBG) Entitlement Program.
No person will be excluded from participation in, denied any benefits of, or otherwise discriminated against in connection with the award and performance of any contract in response to this RFP on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, ethnicity, or veteran status.
Cost of Proposal Preparation
Interested parties are responsible for any costs incurred by responding to this RFP.
PROPOSAL REQUIREMENTS
The Consultant is responsible for preparing an effective, clear, and concise proposal. To be considered for selection, vendors must submit a complete response to this Request for Proposal that includes the following mandatory information and/or requirements in the following format.
Failure to provide any of the information requested below may be cause for the proposal to be rejected.
Format for Proposals
Interested parties must provide the following information:
1. A Request for Proposal transmittal letter, signed by an individual authorized to bind the proposing entity including the name, address, telephone number, email, and title for the person authorized to represent the interested party.
2. General information about the consulting firm (i.e., location of office[s], years providing the service).
3. Identification and qualifications of staff involved in the proposal, and the proposed point of contact with the City.
4. List of references for comparable work performed by the interested party and proposed staff.
5. Description of the consulting firm’s understanding of the City's needs and a plan demonstrating how the organization will satisfy these needs.
6. Description of the services the consulting firm proposes to provide.
7. A proposed schedule of performance for the services.
8. A statement by the consulting firm that the interested party will comply with the insurance requirements contained in the attached Exhibit A. Additionally please note the selected applicant will be required to enter into a Professional Services Agreement with the City of Camarillo.
9. Limits of the consulting firm’s general liability, professional liability, and automobile liability insurance. A copy of a valid insurance certificate or proof of self -insurance and proof of adequate workers’ compensation coverage of employees.
References
Provide information as applicable about other CDBG programs administrated. Provide specific municipalities where your organization’s services are provided.
Proposal Costs
This section must define the fee schedule/pricing information for all services discussed under the Scope of Work. Pricing must remain firm for the length of the initial Agreement term.
Thereafter, any proposed pricing adjustments for follow -on renewal peri ods will require a contract amendment and must be submitted to the City representative in writing at least ninety (90) days prior to the new Agreement term. City reserves the right to negotiate any pricing adjustment.
Legal and Insurance Requirements
A statement that the consultant can meet the City’s mandatory insurance requirements listed in Exhibit C in the attached Professional Services Agreement “Attachment B”. Consultant must also meet insurance requirements and be able to provide proof of insurance and applicable endorsements within a week from the date it is requested by City prior to the execution of a contract.
SCOPE OF WORK
The City’s CDBG program is ongoing. Because of the ongoing nature of the program, the City begins the process for the next program year before the current program year is complete. The program timeline varies from year to year based on the timing of HUD’s announcement of funding allocations and other factors. However, the general program timeline which the consultant will implement is as follows:
Program Timeline Program Process
October Outreach and NOFA Meeting Notice
End of October/Early November
Draft NOFA Application and Scoring Tool to
City
Mid-November
Consultant to conduct Outreach and Present
NOFA Meetings / NOFA Opens
Early December
Meet with City Staff to Discuss CDBG Action
Plan Narratives/Consultant to begin Action Plan
Preparation
Early January NOFA Submission Deadline
Mid-January Evaluation of NOFA with City Evaluation Team
End of January
Rough Draft of CDBG Action Plan to City Staff
for Review
Program Timeline Program Process
Early February Finalize Recommendations for Funding
Mid-February
Revised Draft Action Plan to City Staff for
Review and Draft Public Hearing Notice to City
Early March Final Draft Action Plan to City
Mid-March
SF 424’s and Certifications to be provided to
City for Execution
Start of April
Draft CDBG Action Plan Staff Report and
Resolution to City
Mid-Late April
City Council Adoption of Action Plan with
Consultant providing presentation
Late April – Early May Action Plan Submission into IDIS by Consultant
Summer/Fall
Funding agreements with HUD and
subrecipients
Early August First Draft of CAPER to City for Review
Mid August
Draft City Council Staff Report and Public
Hearing Notice to the City
All CDBG Costs processed and approved in
the City’s finance system associated with the
CAPER
Mid-Late August
Final draft of CAPER, staff report, and Notice to
the City
Mid-September
All IDIS drawdowns associated with CAPER
complete
Consultant presents CAPER to City Council at
Public Hearing
Consultant submits CAPER
As Needed
Additional City Council Public Hearings to
receive public input on Action Plan
Amendments
The key activities must be completed during the program year include, but not limited to the following, and may serve as a guide in the scope of work in the proposal:
• Conduct annual informational meetings and prepare any necessary meeting materials (e.g, PowerPoint presentation, updated funding application, sign -in sheets, newspaper advertisement). Review funding requests for compliance with CDBG program regulations.
Prepare documents for public hearings (e.g., agenda reports, resolutions and exhibits; public hearing notices, PowerPoint presentations).
• Prepare SF-424 forms, assurances, and certifications for City signatures. • Prepare Annual Action Plans, and Amendments if/when necessary, and input into the Integrated Disbursement Information System (IDIS).
• Coordinate the execution of the funding agreements with the subrecipients. • Complete project/activity set-up, funding, and close-out in the IDIS. • Review subrecipients’ Requests for Reimbursements for program compliance. • Report in IDIS on programmatic accomplishments on an ongoing basis. • Track the status of funding expenditures and subrecipients’ accomplishments. • Prepare CAPERs and submit to HUD in IDIS.
• Prepare annual reports, as needed (e.g., Davis Bacon, Section 3, Minority Business Enterprise).
• Maintain compliance with Regional Consolidated Plan
• Prepare NEPA review and documentation for all activities, including exempt activities. • Conduct in-person on-site monitoring of subrecipients. • Attend in-person, deliver presentations, and answer questions at the annual informational meeting, minimum of two mandatory public hearings, and potentially additional public hearings for Action Plan substantial amendments.
• Coordinate with City staff and gather all necessary files and documentation for audit preparation as well as HUD program monitoring and be available on-site as needed during HUD monitoring visits and external audits.
• Provide for the day-to-day operations, including public requests for information relative to the CDBG Program.
• Maintain CDBG and CDBG-CV program files to include all program materials and reports. • Keep City staff informed about current HUD requirements. • Provide City staff and subrecipients with technical assistance. • Provide additional CDBG-related assistance as needed.
The consulting firm must administer all aspects of the Program in compliance with HUD’s required policies and schedules.
As previously stated, the City’s CDBG program is ongoing, with overlapping timelines for current and upcoming program years. The overview of the current FY 2024/25 and the upcoming FY 2025/26 program years tasks and status are shown in the table below. The City anticipates that the same general tasks will be required for FY 2026/2027 and FY 2027/28 program years.
Task FY 2024/25 FY 2025/26
Informational meeting Completed Completed
Application Period Completed Completed
Draft Action Plan Completed Completed
Action Plan Adoption (First Public Hearing) Completed April 2025 Funding Agreements with HUD and subrecipients Completed Summer/Fall 2025 IDIS Activity Set-up and Funding Completed Summer/Fall 2025 NEPA Documentation Completed As needed
Request for Reimbursements Review July 2025 As needed
IDIS accomplishments reporting July 2025 As needed
On-site monitoring of subrecipients July/August 2025 July/August 2026 IDIS activity close-out August 2025 August 2026
CAPER (Second Public Hearing), HUD 60002
(Section 3), HUD 2516 (MBE)
September 2025 September 2026
Davis Bacon October 2025 April/October 2026
City Services
The City of Camarillo will provide the items listed below in support of the consultant’s professional services:
a. Templates, prior years’ program materials as examples, and any relevant documents in its possession.
b. Draft FY 2025-2029 Regional Consolidated Plan, Analysis of Impediments, and Public Participation Plan.
c. Direction to its officers, agents, and/or employees to render all reasonable assistance to the consultant in connection with this project.
The City of Camarillo will not assume any responsibility for any information supplied to the consultant by others. The City of Camarillo assumes no responsibility in respect to the sufficiency or accuracy of any information supplied by its officers, agents , and/or employees.
The consultant is responsible for the evaluation of all information supplied by the City.
Evaluation Criteria:
The City intends to evaluate and rank each interested party’s proposal by utilizing the following criteria:
Criteria Points
Qualifications of the Firm: Experience and services provided similar to the services requested.
15 References: Quality of references 10
Staffing: Background and experience of proposed staffing on similar projects with the proposing firm
30 Schedule: Based on proposed schedule’s consistency with CDBG regulations and City Schedule.
5 Scope of Work: Understanding of the work to be done, approach, methods, procedures, etc..
40 Total 100
The City reserves the right to make the final selection. The City further reserves the right to request additional information. All interested parties will be notified of the City's decision once an interested party or parties has been selected.
Attachment A
Professional Services Agreement
[See Attachment]
Form Approved April 2021 A-1