AGENDA ITEM NO. 19
CITY OF HAWTHORNE
City Council
AGENDA BILL
For the meeting of July 9, 2024
Originating Department: Housing
City Manager: __________
Vontray Norris
Dir. of Housing: ___________
Kimberly Mack
SUBJECT:
Renewal of Professional Services Agreements with LDM Associates, Inc. for the administration of the CDBG & HOME and other federally funded grant programs.
RECOMMENDED MOTION:
Staff recommends that the City Council:
1. Approve and renew the fourth year of the Professional Services Agreement with LDM Associates, Inc. (LDM) for the period of one year from 7/1/2024 to 6/30/2025 to provide professional services necessary to administer and implement the CDBG & HOME Investment Partnership and other federally funded grant programs and other approved additional programs.
2. Authorize the City Manager, or designee, to execute, amend, and keep record of documents necessary to administer the renewed Fiscal Year 2024-2025 Professional Services Agreement with LDM.
3. Authorize the Finance Department to establish a blanket purchase order and all necessary account numbers for LDM Associates, Inc.
DISCUSSION:
The retention of contractual services is necessary for the City to carry out the functions of the CDBG and HOME programs and to assist with ongoing projects, audits and reporting. The City has partnered with LDM for Community Project Funding, Davis Bacon Labor Compliance Monitoring, Commercial Façade Rehab, Owner – Occupied Housing Rehabilitation and Rental Rehabilitation Programs. These programs are at various stages and LDM is needed to continue forward progress. Also, these contract services are necessary to ensure that all reporting deadlines and
policy requirements are met.
In accordance with the 5-year schedule previously approved by City Council on November 9, 2021, the City and LDM and Associates, Inc. mutually agree to establish a Professional Services Agreement for the fourth year not to exceed twelve (12) months from July 1, 2024 through June 30, 2025. The City continues to reserve the option to renew in one (1) year increments for a total of five (5) years as previously approved, unless sooner terminated.
Due to the specialized scope of work, number of staff required to administer the programs, unresolved past years audit findings, and new programs staff recommends that the City’s agreement with LDM be established and the scope of work, fees and insurance requirements for these services be accepted.
ECONOMIC DEVELOPMENT STRATEGIC PLAN:
None
FISCAL IMPACT:
None. Funds are available in the adopted Fiscal Year 2024-2025 budget for this purpose. The Professional Services Agreements with LDM will cost an estimated $202,000 of CDBG and HOME funds with an option for an additional $253,500 in services made allowable through administrative fees as written in the United States Department of Housing and Urban Development (HUD) guidelines. These services do not affect the general fund in any way.
NOTICING PROCEDURES:
72 hours posted notice pursuant to the Ralph M. Brown Act ATTACHMENT(S):
1. 24-25 LDM CDBG & HOME Administration/ Construction Management Agreement