June 20, 2024
Engineering Department
c/o Andrew Lee
City of Cathedral City
68-700 Avenida Lalo Guerrero
Cathedral City, CA 92234
RE: Request for Proposals
CDBG Support Services
Dear Andrew,
It is with immense pleasure that I provide my re sponse to your Request for Proposals seeking qualified individuals to provide CDBG Support Services to the City of Cathedral City.
It is my intent, with this proposal, to provide the City of Cathedral City with a higher level of personal service than you may have experienced in the past. I propose to do this by being the single point of contact and by providing consistency in knowledgeable expertise in the implementation of your Community Development Block Program.
It is my objective as an independent contractor to provide professional, experienced, knowledgeable services and technical assistance through responsive and interactive relationships with residents, businesses, gove rnment officials and city staff; and provide consistency to adhere to established programmatic schedules.
As stated in Section VI of the RFP, I provide the following information to Cathedral City for possible inclusion in the Agreement. The Agreement appears to contain the required provisions pertaining to the CDBG program with the exc eption of the provision s of 2 CFR 180.220 regarding Debarment and Suspension.
As per the Scope of Services, this is not a retainer type contract and work will be assigned and completed. As I am sure you are aware, in administering the CDBG program there are many continual ordinary tasks such as maintenance of IDIS, maintaining data for reports, reviewing policies, research needed when drafting new policies, review of HUD ’s web page for CPD Notices, updates, training, attending webinars, etc. These are just a few of the ordinary tasks that are undertaken on a continual basis and can be quite time-consuming when performed properly. These proactive and ordinary tasks are instrumental for a successful CDBG program.
For your consideration, I have provided three cost proposals a s an option for Cathedral City . The first option is the hourly rate as requested in the RFP. The other two options have proven to be a cost savings to many communities while providing quality implementation of the CDBG program. The second option
TAMJAC, LLC
Tammy A. Jackson, Owner
Making a Difference
is a full retainer type contract with a monthly report of activities undertaken. With this type of contract, the contr actor is responsible to undertake th e tasks regardless of the number of hours that may be required to undertake the task. This is often a preference as b illing at an hourly rate can be quite costly whereas with a retainer, you get what you need, regardless of the hours that may be required for the consultant to perform the task as provided for in the executed agreement. A detailed invoice is provided each month with the tasks performed. The final option is a hybrid of a retainer contract and hourly rate.
A retainer is provided for the ordinary tasks and the other tasks are billed at an hourly rate. Each program is uniquely different therefore, there are many options available.
For the City of Cathedral City, it is my objective to be an independent contractor capable of providing experienced, knowledgeable and professional management services; be responsive and maintain excellent working relationships with residents, businesses, government officials and city staff; and provide consistency to adhere to established programmatic schedules while meeting the needs of th e low to moderate income areas and residents. It is my intent to work with staff to make an already great program even better being cognizant of the w ants, needs, and desires of the governing body while meeting the program requirements to protect the funds and ensure future federal allocations.
TAMJAC is knowledgeable of and has a proven track record of compliance with federal, state and local laws, and will incorporate the City of Cathedral City ’s Mun icipal Code in ensuring c ontinued program compliance.
Should you have any further questions or concerns, please feel free to contact me via phone at (956) 564- 0477 or via email at [email protected].
As a woman owned business, I thank you for the opportunity to submit this response to the RFP and I look forward to working with you and assisting in your efforts to make a difference in your community.
Respectfully Submitted,
Tammy A. Jackson, Owner
TAMJAC, LLC.
1 TAMJAC, LLC
PROPOSAL TO PROVIDE CDBG SUPPORT SERVICES
CATHEDRAL CITY, CALIFORNIA
OVERVIEW
TAMJAC, LLC, through its owner, Tammy Jackson, is pleased to submit this proposal to provide CDBG support services to Cathedral City to help manage the City’s Community Development Block Grant Program. Ms. Jackson has over 25 years of experience in administering over $2 million dollars in federal funds on an annual basis, specifically the CDBG (24 CFR Part 570) and HOME (24 CFR Part 92) programs.
As a previous Community Development Director with a solid history of successful and impactful relationships with key stakeholders, TA MJAC possesses extensive knowledge and experience required in a dministering all aspects of the Community Development Block Grant program.
Ms. Jackson is also well versed of the Code of Federal Regulations, Title 24 Housing and Urban Development Part 91; and understands that the necessity of a successful completion of the Consolidated Plan and Annual Action Plan will result in millions of HUD federal funds that will increase affordable housing and economic development opportunities thus mitigating challenges such as, homelessness and lack of affordable housing for thousands of residents located in the Jurisdiction.
Ms. Jackson has successfully implemented HUD regulated planning documents to meet the requirements of the Code of Federal Regulations, Title 24 Part 570 and 91 to include development of the Consolidated Plan, Annual Action Plan, Consolidated Annual Performance and Evaluation Report (CAPER), Subrecipient Management and Oversight, Integrated Disbursement and Information System (IDIS) and HERO’s, HUD’s Environmental Review Online System, and compliance with the many applicable federal regulations such as Davis Bacon and related Acts, Federal Funding Accountability and Transparency Act, Affirmatively Furthering Fair Housing, Lead Base Paint, Buy American Build American, Debarment and Suspension, the provisions of 2 CFR 200, and many other applicable regulations that may be triggered.
TAMJAC, LLC has the required insurance provisions, is registered in SAM.gov with a Unique Entity ID, and possesses the knowledge, capacity, and ability to successfully undertake the provi sions as stated in the scope of services as provided in the RFP.
The Scope of S ervices
TAMJAC has thoroughly read the Request for Proposals and has the capacity to develop policies, procedures, documents, reports, and methods to ensure that Cathedral City has a successful CDBG program. The following tasks are necessary for proper implementation and administration of a CDBG program and differ slightly from the Scope of Services provided in the RFP.
• Re
view Citizen Participation Plan and recommend any changes to comply with 24 CFR 91.105. • Develop the FY 25-26 Annual Action Plan in accordance with the FY 22-26 Consolidated Plan and HUD requirements.
• Perform relevant consultations and data collection to complete the required HUD tables and the analysis of housing and non-housing needs.
2 • Prepare an Executive Summary for the Annual Action Plan. • Assist City Staff to assess the existing community needs as necessary to develop new strategies, goals, and priorities.
• Assist City Staff with development of new strategies, objectives, priorities and programs for inclusion in the Annual Action Plan.
• Develop and incorporate a performance measure component as required by HUD regulations. • Conduct consultations with private agencies, public agencies and community groups as required. • Arrange public meetings to solicit input in accordance with the City’s adopted Community Participation Plan for the Annual Action Plan.
• Complete other additional specific actions as required by HUD. • Assist the City in requesting and reviewing proposals for subrecipient CDBG funding. • Prepare reports and public hearing notices for citizen input on the allocation of annual funds and/or any changes in the CDBG allocation of funds.
• Preparation of subrecipient agreements.
• Applicable environmental review for HUD Environmental Review Online System (HEROS) compliance for CENST, CEST that can convert to Exempt, and Exempt activities. • IDIS –
o Enter and Annual Action Plan in IDIS and make any revisions necessary by HUD. o Upload and maintain projects/activities on the IDIS system . This includes IDIS set up of new activities and maintenance of activity status.
o Enter and maintain project and activity accomplishments. o Generate IDIS reports, review for accuracy, and make any necessary changes. o Fund activities as per City staff.
o Create and or review drawdown vouchers as requested.
o Perform IDIS clean up actions.
o Create program income receipts as directed by staff.
o Provide prescheduled technical assistance to staff.
• Administer subrecipient agreements including reviewing invoices for eligible costs and providing technical assistance to subrecipient, if needed.
• Coordinate with City Finance for drawdowns and quarterly cash on hand. • Meet with City Staff to discuss program status.
• Prepare and submit the Consolidated Annual Performance and Evaluation Report (CAPER). • Maintain records in compliance with federal regulations 2 CFR 200 and the single audit act. • Provide CDBG financial management assistance and technical assistance to subrecipients and contractors.
• Provide Davis-Bacon (prevailing wages) and HUD/Section 3 monitoring and contract compliance for construction projects.
• Ensure compliance with all applicable federal, state, and local laws, rules, regulations, and policies as they apply for HUD Endowments.
• Advise the City of the availability of additional sources of funds. • Provide other administrative services to ensure compliance with all CDBG Federal regulations and County policies, as they may change from time to time.
• Act as the City’s liaison and representative.
• Monitor of programs and files for program compliance and eligibility. • Review HUD required policies and procedures to ensure compliance with HUD regulations. • Draft, update, and present for approval additional policies and p rocedures to strengthen and solidify the City’s CDBG policies and procedures.
• Train designated City staff member on CDBG Tasks.
3 Qualifications
As provided in the Overview, TAMJAC possesses the qualifications to undertake the scope of services in providing CDBG Support Services pertaining to the Community Development Block Grant Program.
• Extensive knowledge of HUD Rules and Regulations; particularly Chapter 24 of The Code of Federal Regulations (CFR) Part 570 , proven track record with the City of Harlingen, Texas as Community Development Director for several decades without receiving a finding of noncompliance from HUD in any of the programs administered (CDBG, HOME, NSP, Disaster Recovery, ARP, etc.) and providing consultant services to entitlement communities the past several years.
• Familiar with the Fair Housing Laws and Fair Housing-Related Presidential Executive Orders. • Familiar with labor laws and applicable wage and hour requirements. • Successfully submitted over 30 Annual Action Plans and CAPER’s along with all required reporting requirements.
• Prepared and submitted numerous, 5 Year Consolidated Plans including the required components. • Established planning calendars to ensure compliance and held required public hearings and meetings to obtain citizen input and provide information to the governing body. • Created graphs, charts, tables, and reporting formats to document and illustrate the significance of the impact and benefits of the CDBG program in the community. • Successfully created target neighborhood improvement programs for a defined area. • Received HUD sponsored and required training pertaining to all aspects of the CDBG and HOME program consistently over a 30-year period.
• Strong knowledge of the Integrated Disbursement and Information System (IDIS). • Ability and knowledge to prepare Exempt, CENST, and CEST converting to Exempt Environmental Review Records.
• Familiar with the Uniform Relocation Act, Section 504 , Section 3, Procurement and purchasing program provisions, duplication of benefit provisions, compliance with National Objectives and eligibility of CDBG activities.
• Developed policies, procedures, and form for program compliance.
Cost Proposal (See Professional Service Rate Sheet attached)
Hourly Rate Option
The personnel rate for Tammy Jackson, Owner, to perform the professional services shall be at a rate of $85 per hour, billed in ½ hour increments. This rate is inclusive of salary, fringe, and indirect costs. Hours shall be determined upon written notice of task requested by the City as provided in Section II-Scope of Services of the RFP.
The aforementioned rate includes the costs to perform Environmental Review Records for Exempt and Categorically Excluded Not Subject to 58.5.
This proposal does not include the performance or undertaking of environmental reviews that require environmental specialist such as soil testing, flood elevations, radon testing, lead or asbesto s testing, structures or areas that are of historical significance, etc. which are categorized as Categorically Excluded Subject to 58.5 and Environmental Assessments . These types of environmental reviews must be undertaken by Environmental Professionals that are qualified, trained and have the required licenses to perform these services.
4 Note: The costs associated with the Environmental Review can be considered an activity delivery cost and charged to the project/activity instead of charging to the grant as planning and administration which has a 20% cap.
Travel
Should the need arise for TAMJAC to travel to conduct business for the City, all costs will comply with the California per diem rates in effect at the time and shall be preapproved , in writing , by the City and reimbursed to TAMJAC. All travel c osts will be 100% reimbursable to TAMJAC. Travel costs include the costs of reasonable transportation (airfare, train, bus, vehicle s (taxi, ride share (Uber/Lift) ) and any associated costs such as parking, highway tolls, lodging, and meals. All costs incurred will comply with 2 CFR 200.
Retainer Rate Option
At the City’s option , TAMJAC will perform the professional services as stated above for a flat rate of $50,000.00 per year and shall include all personnel, and a minimum of 12 hours per week will be dedicated to your CDBG program. Should additional hours be required to complete any task, TAMJAC will perform the task at no additional cost to the City. Should the need arise for TAMJAC to travel to conduct business for the City, all costs will comply with the federal per diem rates in effect at the time and shall be preapproved in writing by the City and reimbursed to TAMJAC as provided in paragraph four of this section.
TAMJAC will provide a monthly invoice to City in the amount of $4,500.00 with a description of the work performed during the month.
Term of Rate(s)
The rate(s) aforementioned shall be in effect for 12 months, with an understanding of an option to extend for two (2) additional one (1) year terms at a rate to be negotiated and agreeable to both City and TAMJAC.
Combined Rates Option
At the City’s option, TAMJAC will perform the professional services as stated above for a flat rate of $2,000 per month for ordinary costs as detailed below and rate of $85 per hour, billed in ½ hour increments for any tasks performed that are not defined as ordinary. This rate is inclusive of salary, fringe, and indirect costs. Hours shall be determined upon written notice of task requested by the City as provided in Section II-Scope of Services of the RFP.
Should the need arise for TAMJAC to travel to conduct business for the City, all costs will comply with the California per diem rates in effect at the time and shall be preapproved in writing by the City and reimbursed to TAMJAC as provided in paragraph four of this section . TAMJAC will provide a monthly invoice to City in the amount of $4,500.00 with a description of the work performed during the month.
• IDIS –
o Upload and maintain projects/activities on the IDIS system . This includes IDIS set up of new activities and maintenance of activity status.
o Enter and maintain project and activity accomplishments. o Generate IDIS reports, review for accuracy, and make any necessary changes. o Fund activities as per City staff.
o Create and or review drawdown vouchers as requested.
o Perform IDIS clean up actions.
5 o Create program income receipts as directed by staff. o Provide prescheduled technical assistance to staff.
• Administer subrecipient agreements including reviewing invoices for eligible costs and providing technical assistance to subrecipient, if needed.
• Request and review monthly/quarterly/annual accomplishments. • Coordinate with City Finance for drawdowns and quarterly cash on hand. • Meet with City Staff to discuss program status.
• Provide CDBG financial management assistance and technical assistance to subrecipients and contractors.
• Provide Davis-Bacon (prevailing wages) and HUD/Section 3 monitoring and contract compliance for construction projects.
• Ensure compliance with all applicable federal, state, and local laws, rules, regulations, and policies as they apply for HUD Endowments.
• Advise the City of the availability of additional sources of funds. • Provide other administrative services to ensure compliance with all CDBG Federal regulations and County policies, as they may change from time to time.
• Act as the City’s liaison and representative.
• Monitor of programs and files for program compliance and eligibility. • Review HUD required policies and procedures to ensure compliance with HUD regulations. • Train designated City staff member on CDBG Tasks.
TAMJAC PROPOSAL
Thank you for considering this submission and I look forward to the privilege of working with C athedral City. I certify that the information and data submitted are true and complete to the best knowledge of my affixing my signature hereto. TAMJAC shall make a commitment to accept the terms and conditions in the RFP and Professional Services Agreement, including acknowledgment of receipt of all amendments and/or addenda to the RFP. There are no exceptions to the RFP. The proposal shall remain valid for a period of not less than 120 days from the date of submittal.
If you have questions on this proposal, feel free to contact Tammy Jackson at your convenience by email at [email protected] or by phone at (956) 564-0477.
Thank you for your consideration,
Tammy A. Jackson
TAMJAC, LLC
6 ATTACHMENT 1
CATHEDRAL CITY
CDBG Support Services
Professional Service Rate Sheet
In response to the Request for Proposal for the Community Develop ment Block Grant Program , CDBG Support Services, I will accept as full payment the following hourly rate by person and title to provide the as needed professional services as defined in the Scope of Work.
Name of Firm: TAMJAC, LLC
SCHEDULE OF PROFESSIONAL SERVIES HOURLY BILLING RATES:
Staff name and title: Hourly Rate
Tammy Jackson, Owner /Principle $ 85.00
___________________________
___________________________
REIMBURSABLE TRAVEL EXPENSES:
Transportation - Actual cost of airfare, car rental (including associated costs for fuel), taxi, ride share, train, bus, etc. *
Lodging - $142 per night
Meals and Incidental Expenses - $59.00 per day
Transportation costs will be preapproved, in writing, by City and Contractor.
Receipts will be provided to CITY for reimbursable lodging and transportation expenses.
Reference Rates: Pocket Travel Guide (ca.gov)
RATE INCREASES:
For the initial one-year term of the Agreement, the proposes amount shall not exceed the hourly rate quoted.
The hourly rate may be adjusted on the anniversary date by the same percentage of increase in the Consumer Price Index-Urban Area for Riverside County, California for the previous 12 months.
Consumer Price Index, Riverside Area — May 2024 : Western Information Office : U.S. Bureau of Labor Statistics (bls.gov)
TAMJAC, LLC
2 1091 FM 507
Harlingen, TX 78550
ATTACHMENT 2
CERTIFICATE OF INSURANCE
Excluded
Berkshire Hathaway Direct Insurance Company 10391
07/20/2023
TAMJAC, LLC
21091 FM 507
Harlingen, TX 78550-
X
X
X
N9BP914497 07/21/2023 07/21/2024A 5,000
1,000,000
50,000
2,000,000
2,000,000
TAMJAC, LLC
21091 FM 507
Harlingen, TX 78550
BIBERK
P.O. Box 113247
Stamford, CT 06911
Professional Liability (Errors &
Omissions): Claims-Made
Per Occurrence/
Aggregate
203-654-3613844-472-0967
[email protected]
TAMJAC, LLC
21091 FM 507
Harlingen, TX 78550
07/20/2023
Berkshire Hathaway Direct Insurance Company
X
X
*
*
* ALS up to 12 months.
0 0
07/21/2023 07/21/2024
TAMJAC, LLC
21091 FM 507
Harlingen, TX 78550-
N9BP914497
Bldg #001: Consultants - Computer and Management - 4167501 Location: 21091 FM 507Harlingen, TX 78550
n/a
n/a
n/a
TAMJAC, LLC
21091 FM 507
Harlingen, TX 78550
BIBERK
P.O. Box 113247
Stamford, CT 06911
541512
250
(203) 654-3613
[email protected]
(844) 472-0967
Cathedral City
CONFLICT OF INTEREST AFFIDAVIT
I�
1.:.1 EQUAL HOUSING
O.PPORTIJNITY
I have been provided a list of the employees, officers, board members and agents of the Cathedral City and state the following:
I am not related to any employee, officer, board member, or agent of the City.
No member of my immediate family (spouse, siblings, parents, children, step children or in-laws of the same degree) is related to any employee, officer, board member, or agent of the City.
I am not a bu
1 s;�s-partner of any employee, officer, board member, or agent of the City.
Signed this ..tit d;;_y of �JI..:::. , 2024.
---,;,, m mLj J a ck 5o11 1 o 1..L,\1e v
Name & Title 17-f1Vl.J1ti::, �
CATHEDRAL CITY, CALIFORNIA
CATHEDRAL CITY MAYOR & COUNCIL
Mark Carnevale, Mayor
Nancy Ross, Mayor Pro Tern
Rita Lamb, Councilmember
Ernesto Gutierrez, Councilmember
Raymond Gregory, Councilmember