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Staff Report
City Council
Item No. 4.D
Meeting Date: November 9, 2022
From: John Corella, Director of Engineering/Public Works Title: CDBG Professional Consulting Services Agreement Extension with The Ramsay Group
City Council
RECOMMENDATION:
City Council approve a one -year Professional Consulting Services Agreement with provisions for two one -year extensions with The Ramsay Group in the amount not to exceed $50,000 per year to provide Community Development Block Grant (CDBG) administrative support services for the CDBG program; and, authorize the City Manager to execute the agreement.
BACKGROUND:
On October 13, 2021, the City Council approved a one -year term agreement with an option for a one -year extension with The Ramsay Group to assist wi th the administration of the City's Community Development Block Grant ( CDBG) Program, comply with the program requirements and maintain the City’s entitlement status to receive funds from the program.
The Ramsay Group has a long history of providing Housing and Urban Development (HUD)-related support services for over 60 jurisdictions nationwide, including the Coachella Valley Cities of Cathedral City, Indio, and Palm Springs. This past year the Ramsay Group provided:
• Overall Administration Assistance
o General consultation, assistance, and recommendations to Cathedral City Staff
o Met as needed to review program progress and regulations o Assisted in compiling eligibility documentation in accordance with HUD regulations, including Environmental Record Review (ERR) o Assisted in program monitoring
o Assisted in the p reparation of the Comprehensive Annual Performance Evaluation Report (CAPER)
• Integrated Disbursement and Information System (IDIS) Maintenance
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o Assisted staff in setting up and maintaining CDBG project information on IDIS
o Assisted in providing the required quarterly accomplishments update o Assisted in creating drawdown vouchers
During the contract term, The Ramsay Group completed the Five -Year (2022 -2026) Consolidated Plan (Con Plan), the FY2022 Annual A ction Plan (AAP), and the Assessment of Fair Housing (AFH) and assisted Staff in submitting these documents within the time frames specified by HUD.
The professional services provided by The Ramsay Group focused in on assisting City Staff with the admini stration of the CDBG program and support in developing and implementing assistance programs directed towards the rehabilitation of neighborhoods in low to moderate income areas of the City.
This past year’s Agreement with the Ramsay Group provided CDBG su pport for an agreed upon cost of $61,200 ($5,100 per month). This support is funded by the Administrative Allowance portion of the City’s CDBG entitlement.
DISCUSSION:
In September 2022, the City Council authorized additional staffing for the Engineerin g Department. One position approved, the Analyst I/II, once hired, will be responsible for the City’s CDBG Program management responsibilities as one of the position’s primary duties. The transitional training for CDBG Program management will be provided by the Assistant Engineer currently performing this duty with support from The Ramsay Group.
The transition, once an Analyst is hired, will take at least a year to cover the typical CDBG annual cycle of reporting. In anticipation of this added Analyst position taking on these duties, Staff renegotiated a pared down agreement with The Ramsay Group to provide support on an hourly basis versus a specified retainer or a monthly base fee.
The outcome of the renegotiation is The Ramsay Group will provide the services above- mentioned in the amount not to exceed $50,000 per year, with a flat rate of $95 per hour, with monthly invoices . The contract is proposed for one year with an option for the City to extend for two additional one-year terms.
Staff is req uesting City Council approve a one -year Professional Consulting Services Agreement with provisions for two one -year extensions with The Ramsay Group in the not to exceed amount of $50,000 per year to provide CDBG administrative support services for Cathedr al City's CDBG Program; and authorize the City Manager to execute the agreement.
FISCAL IMPACT:
Funding for the agreement will be provided under the City’s FY 2022-23 CDBG Program Administrative Allowance of $123,000, and the FY 2023 -24 CDBG Program Administrative Allowance, which is the 20% of Cathedral City’s total CDBG entitlement funds determined by HUD.
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ATTACHMENTS:
Professional Services Agreement with The Ramsay Group
Revised The Ramsay Group Proposal 10-26-2022