STAFF REPORT
City of Lancaster
CC 6
8/13/2024
TN
Date:August 13, 2024
To: Mayor Parris and City Council Members
From:Chenin Dow, Assistant Director - Community Development, Housing Lisa Anderson, Analyst - Housing
Subject:Approval of a Professional Services with LDM Associates, Inc., for Community Development Block Grant (CDBG) and HOME Implementation Services Recommendation:
Approve the proposed Consulting Agreement for Community Development Block Grant (CDBG) and Home Implementation Services with LDM Associates, Inc. for CDBG and HOME implementation.
G.C. Section 84308: No
Fiscal Impact:
This contract will be executed with a term of five (5) years beginning with cost for the first year at $245,000 (includes Administration, 5-year Con Plan, CAPER, CalHome, Updates of Citizen Participation Plan LEP and LAP), and subsequent years Admin not to exceed an increase of 2.5% each year as follows:
Year 2 - Not to exceed $168,875 (includes Admin, Annual Action Plan, CAPER & CalHome) Year 3 - Not to exceed $172,079 (includes Admin, Annual Action Plan, CAPER & CalHome) Year 4 - Not to exceed $175,362 (includes Admin, Annual Action Plan, CAPER & CalHome) Year 5 - Not to exceed $178,727 (includes Admin, Annual Action Plan, CAPER & CalHome) Total obligation over the five (5) year period not to exceed $940,042.
Background:
The City receives approximately $2.2 million combined in CDBG and HOME entitlements each year. Up to 20% of CDBG and 10% of the HOME entitlement can be utilized toward program administration and implementation. The full cost of the proposed agreement would be covered 1 7
3 0
through the administrative allocation of CDBG funds as outlined in the approved Consolidated and Action Plans.
On May 7, 2024, Council approved the Program Year 2024-2025 CDBG/HOME Action Plan, which serves as the City’s official application to HUD. This plan outlined and approved the allocation of up to 20% of CDBG and up to 10% of HOME allocations to Administration and Implementation, which would assist in meeting the City’s goals to:
1. Provide Decent and Affordable Housing
2. Improve and Expand Facilities and Infrastructure
3. Provide Supportive Human Services
Staff Released a Request for Proposal (RFP) 821-24, on April 9, 2024, for the Administration of CDBG, HOME and HCD Programs which was kept open for 30 days. No responses were received.
The RFP was then re-posted on May 10, 2024, which was kept open for an additional 30 days and closed on June 12, 2024. The RFP scope included administration and implementation of CDBG, HOME, and HCD funded programs, regular compliance monitoring and reporting, setup and maintenance of IDIS records, sub-recipient contract monitoring, and all other activities required to properly administer and implement all programs.
Staff received two (2) proposals in response to the RFP. The first proposal was submitted by The Ramsay Group and the second proposal was submitted by LDM Associates, Inc. A review panel with representatives from several departments was established to evaluate the proposals. After a review and unanimous consensus from the panel, staff recommends proceeding to contract with LDM Associates, Inc. for the following reasons:
1. LDM Associates, Inc. has been working with communities to assist in H program administration for over thirty-five (35) years.
2. The proposal demonstrated the firm’s understanding of the City’s needs in both the short and long term.
3. LDM Associates, Inc’s project approach and scope is detailed and addressed all items included in the RFP scope.
4. The firm has experience with several municipalities within Los Angeles County, including the Antelope Valley.
5. The proposal demonstrates a clear understanding of the 20% cap on CDBG administration and 10% cap on HOME administration expenses and aligns their proposed budget not-to- exceed amount.
As such, Staff is recommending that City Council execute the proposed Professional Services Agreement with LDM Associates, Inc.
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Attachments:
Request for Proposal 821-24 LDM Proposal Professional Services Agreement LDM Proposal
Professional Services Agreement
LDM Insurance