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Date: March 24, 2026
STAFF REPORT
City of Lancaster
CC 11
3/24/2026
TN
To: Mayor Parris and City Council Members
From: Patti Garibay, Director – Community Development
Becky Bartlett, Manager – Housing
Subject:Professional Services Agreement with LDM Associates, Inc. to Assist in the Administrative Services for the Housing Rehabilitation Program Recommendations:
1. Approve a Professional Services Agreement with LDM Associates, Inc. (LDM) to assist in the Administrative Services for the Housing Rehabilitation Program for a period of three (3) years with the option of two (2) one-year extensions.
2. Allocate $970,000 in Community Development Block Grant (CDBG) account 310.22000.5656 and $30,000 from General Fund account 101.22000.5312, for the contract not to exceed amount of $1,000,000 over the three-years plus optional two (2) one-year extensions.
3. Authorize the City Manager, or his designee, to execute all related documents.
G.C. Section 84308: No
Fiscal Impact:
$970,000 from 310.22000.5656 and $30,000 from 101.22000.5312, for the total contract amount not to exceed amount of $1,000,000 over the three-years plus optional two (2) one-year extensions, with an annual cap of $200,000 per year. Current fiscal year funding is available in listed accounts. Future years will be appropriated at budget. The Professional Services Agreement with LDM qualifies as an allowable administrative expense under United States Department of Housing and Urban Development (HUD) guidelines.
Background:
The City recognizes the importance of ensuring that residents live in safe, functional, and well- maintained homes. The Housing Rehabilitation Program (HRP) provides loans and grants to eligible low-income homeowners for essential repairs and improvements that enhance safety, accessibility, 2 3
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long-term housing stability, and neighborhood appearance. Eligible activities include emergency and minor repairs, mobile home repairs, accessibility modifications, major system replacements, turf replacement, and exterior property improvements, helping preserve housing quality and support residents in remaining safely in their homes.
To secure professional program administration services, the City conducted a formal Request for Proposals (RFP) process. Proposals were reviewed and evaluated by an evaluator panel in accordance with the City’s procurement policies. Following a thorough evaluation of qualifications, experience, approach, and overall value, the panel determined that LDM was the most qualified and responsive firm, and the best option to administer the HRP.
The proposed Professional Services Agreement with LDM will enable the City to utilize LDM’s expertise to administer the HRP. LDM has served as the consultant for the HRP since 2023 and is highly familiar with the program’s structure, requirements, and day-to-day operations, as well as the City’s policies, procedures, and organizational processes. This experience ensures continuity, efficiency, and effective program delivery.
LDM’s responsibilities will include, but are not limited to, managing application intake and processing, monitoring and reporting program data, ensuring compliance with applicable grant requirements, and attending meetings as necessary to properly administer the program.
Funding for the proposed agreement, as well as program implementation, will be supported through grant funds designated for affordable housing and housing rehabilitation activities.
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Attachment:
Agreement for Professional Services LDM Administration of Housing Rehabilitation Program