CITY OF MENIFEE
SUBJECT: Minor Home Rehabilitation Grant Program As-Needed Pre- Approved Contractor Short List
MEETING DATE: December 3, 2025
TO: Mayor and City Council
PREPARED BY: Edna I. Lebrón, Senior Management Analyst
REVIEWED BY: Orlando Hernandez, Community Development Director APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Approve the Community Development Department as-needed pre-approved contractor short list for the Minor Home Rehabilitation Grant Program (MHRGP); and
2. Authorize the City Manager to execute future Master Service Agreements with contractors chosen from the approved MHRGP shortlist, for a five-year term through Fiscal Year 2030/2031, with each agreement not-to-exceed $100,000 per year; and
3. Authorize the Finance Department to issue individual Purchase Orders (POs) under the Master Agreements for approved home repair projects.
DISCUSSION
The Community Development Planning Division administers the Community Development Block Grant (CDBG) Program, which provides home repair assistance to qualified low-income residents and permanently disabled homeowners. The program aims to preserve and enhance the City’s housing stock by addressing critical repairs that improve housing quality and extend the lifespan of residential properties.
Eligible repairs are designed not only to maintain housing integrity but also to enhance quality of life and support greater independence for seniors and individuals with disabilities. Examples of eligible repairs or replacements include, but are not limited to: HVAC systems, roofing, plumbing, electrical systems, window replacement, and accessibility modifications.
All repair work is performed by licensed contractors in good standing with the State of California Contractors State License Board (CSLB) and not listed on the U.S. Department of Housing and Urban Development (HUD) debarment list.
City of Menifee Staff Report
Master Agreements for Pre-Approved Contractors (Home Repair Programs) December 3, 2025
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The amount of the proposed agreement exceeds the City Manager’s signing authority. Pursuant to Resolution No. 24-1569 and Menifee Municipal Code §3.12.060, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
Historically, each Minor Home Repair Grant Program (MHRGP) project required a separate requisition and City Manager approval prior to issuing a Purchase Order (PO). To meet growing program demand and expedite service delivery, staff identified an opportunity to streamline operations by introducing a Master Service Agreement (MSA) model. Under this structure, individual project requisitions will no longer require separate approval for each repair, significantly reducing administrative delays.
The proposed MSAs are intended to cover the period from January 1, 2026, through Fiscal Year 2030/2031, concluding on June 30, 2031. Each agreement will include an annual not-to-exceed amount of $100,000 for a five-year term, and all project expenditures will remain contingent upon the City’s annually adopted program budgets.
A Request for Qualifications (RFQ) was published via the City’s PlanetBids portal on August 18, 2025, inviting eligible contractors to participate in the MHRGP. Of the thirteen submissions received, ten contractors met the program’s qualification criteria.
To participate in the MHRGP, contractors must:
1. Maintain current and active trade license(s) as required to perform the scope of work;
2. Maintain an active City of Menifee Business License prior to commencing any project;
3. Maintain active registration with SAM.gov, confirming eligibility to perform federally funded work; and
4. Provide detailed, project-specific quotes for City staff review and approval.
To ensure cost-effectiveness and maximize the use of CDBG funds, program staff would solicit a minimum of three competitive quotes for each project. After reviewing and selecting the lowest responsive and responsible quote, staff would request that the Finance Department issue a Purchase Order (PO) against the contractor’s Master Service Agreement. This approach would shorten the project approval and initiation timeline while maintaining compliance with federal and City procurement requirements.
At no time will total purchase orders issued to any single contractor exceed the not-to-exceed amount of their Master Agreement. Similarly, the total purchase orders issued collectively across all contractors will not exceed the total approved program budget for the respective fiscal year(s).
City of Menifee Staff Report
Master Agreements for Pre-Approved Contractors (Home Repair Programs) December 3, 2025
3 0
5 9
City of Menifee Staff Report
Master Agreements for Pre-Approved Contractors (Home Repair Programs) December 3, 2025
3 0
5 9
STRATEGIC PLAN OBJECTIVE
Thriving Economy
Implementation of the master service agreements would support objectives in the City’s Strategic Visioning for a Thriving Economy by streamlining internal development-related processes and providing more transparency of contract service expenditures for ease of future reporting and contract monitoring.
FISCAL IMPACT
There would be no additional fiscal impact from the use of master agreements for the CDBG MHRGP Program. Funding for the CDBG program is included as part of the approved year’s operating budget, including applicable budget carryovers. As previously stated, the total purchase orders issued to any specific contractor will not exceed the total not-to-exceed established contract amount, and the total purchase orders issued collectively for the program will not exceed the total available program budget for the respective fiscal year(s).
ATTACHMENTS
1. Pre-Approved Contractors List
2. Master Agreements for Contractors Template