CITY OF POMONA
COUNCIL REPORT
December 4, 2023
To: Honorable Mayor and Members of the City Council sitting as the Governing Board for the Pomona Housing Authority From: James W. Makshanoff, Executive Director
Submitted By: Benita DeFrank, Neighborhood Services Director SUBJECT: AWARD A CONTRACT TO RADAR INC. FOR ARCHITECTURAL SERVICES FOR PREPARATION OF PLANS AND SPECIFICATIONS FOR THE REHABILITATION OF 252 E. 4TH STREET, POMONA, CA RECOMMENDATION:
It is recommended that the City Council, sitting as the Governing Board of the City of Pomona Housing Authority take the following action:
Approve an award of contract to RADAR Inc. for the preparation of plans and specification for the rehabilitation of 252 E. 4th Street, Pomona in the amount of $350,725; and, Authorize the Executive Director of the Housing Authority or designee, to execute the contract on behalf of the Housing Authority, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of this action will result in the awarding of a Professional Services Agreement to RADAR Inc. in the amount not to exceed $350,725 to prepare plans, specifications and publicly biddable permitted documents to rehabilitate a 12-unit, 9,312 square feet apartment building located at 252 E. 4th Street. Due to the age of the building, the property needs substantial interior and exterior improvements and upgrades. Once the work is completed, the property will be used to provide affordable housing to low-income households.
FISCAL IMPACT:
Funding for the cost to prepare the plans and specifications is currently appropriated in the FY 2023-2024 City Operating Budget in Housing and Urban Development Voucher Grant (HCV) (205-1791-52579 -00000). The Pomona Housing Authority (PHA) will not spend more than 10% of its Housing Assistance Payments budget on this activity PUBLIC NOTICING REQUIREMENTS:
In accordance with Section 2-993.1(4)a of the City’s Purchasing Ordinance, a public notice inviting bids was posted on the City’s website on April 10, 2023.
PREVIOUS RELATED ACTION:
On October 18, 2021, the City Council, sitting as the Governing Board of the Pomona Housing Authority, approved the PHA’s Moving to Work (MTW) Supplement to the Annual PHA Plan which outlines activities that will be undertaken in the upcoming year and meet the three MTW statutory objectives of Cost Effectiveness, Self-Sufficiency, and Housing Choice.
DISCUSSION:
The U.S. Department of Housing and Urban Development (HUD) selected the Pomona Housing Authority (PHA) to participate in the Moving to Work (MTW) Demonstration Expansion Program to design and test new ways of providing housing policies, assistance and services to low-income households.
The PHA proposed to implement several activities which meet the three MTW statutory objectives: Cost Effectiveness, Self-Sufficiency, and Housing Choice. All proposed activities are outlined in the approved MTW Supplement to the PHA Plan. All activities help improve the quality of lives of HCV program participants, work in partnership with community organizations to develop a comprehensive approach to ending homelessness, and promote self-sufficiency and assist in the implementation of activities stated in the City of Pomona’s Strategic Plan on Homelessness.
The Pomona Housing Authority will be implementing Waiver 17c – “Housing Development Programs” within the safe harbor limits established in the MTW Operations Notice published in the Federal Register on August 28, 2020. The PHA intends to use MTW funding to renovate affordable units that are not currently public housing units. Eligible activities may include: Gap financing for non-PHA development of affordable housing, development of project based voucher units or tax credit partnerships. The PHA will not spend more than 10% of its housing assistance budget on local, non-traditional activities and families receiving housing or services through local, non-traditional activities must meet the HUD definition of low-income. This MTW activity will enable the PHA to redevelop additional PHA owned units and increase the amount of affordable housing in the City of Pomona.
The PHA, which was designated the Housing Successor Agency (HSA) to the Redevelopment Agency (RDA) in 2012, assumed all of the rights, obligations, and housing assets associated with the low and moderate income housing functions of the former RDA. The PHA currently owns several properties, including a 12-unit, 9,312 square feet apartment building located at 252 E. 4th Street, Pomona. Given the building’s poor condition, with five units needing substantial improvements, and two needing minor repairs before being rentable, only five of the property’s twelve units are currently available to be occupied. With rehabilitation, the building has the potential to provide much-needed housing in the City.
To rehabilitate this property, staff has identified $4 million dollars in possible funding sources ($1 million in HOME Investment Partnerships Program funds, $2.3 million in HOME American Rescue Plan Program funds and $700,000 in Permanent Local Housing Allocation Program funds), but the total cost of the rehabilitation is to be determined. Considering the condition of the building and units, the total cost can be better assessed once a full scope of work is developed through architectural services. In the meantime, services from a relocation company have been acquired to assist with the relocation of the families currently residing in the apartment complex. Relocation of current tenants has already begun and all households are expected to be relocated by the end of January 2024.
Contract for Architectural Services
On April 10, 2023, RFP No 2023-14 –“Architectural Services” was issued on the City’s electronic bidding platform. The two companies that submitted proposals are RADAR Inc. and GGLO. The proposals met minimum qualifications and were then evaluated on a 100-point scale based on Overall Project Approach, Design and Methodology, Qualifications, Background, Experience, Organization and Technical Skills and Price Proposal. The Evaluation Committee selected RADAR’ proposal as the highest-ranking.
Combined Scores
RFP 2022-40 - Property Management Services
Rank
Firm
RFP and Cost Evaluation Score
Total Possible Points
100
1 RADAR Inc.
87 2
GGLO
82 NOTE: An evaluation committee was utilized to evaluate this RFP. The price proposals from the Top 2 rated firms were evaluated. Combined Scores are referenced above and complete scoresheets are on file, which include comments regarding the proposals from each firm.
The bid submitted by RADAR Inc. in the amount of $350,725 was determined by staff to be a reasonable bid.
COUNCIL PRIORITIES & GOALS:
This item supports 2022 City Council Priority #3 – Increased Opportunity and Housing Stability and Goal K – Reduce the unsheltered homeless population by 10% annually and take actions to mitigate the impacts of homelessness in the community.
Prepared by:
______________________________
George Montano, Housing Authority Manager
Award of Contract to RADAR INC.