Administrative
Report
H.6., File # 23-6419 Meeting Date: 8/1/2023
To: MAYOR AND CITY COUNCIL
From: CAMERON HARDING, COMMUNITY SERVICES DIRECTOR
TITLE
APPROVE A THREE-YEAR AGREEMENT WITH MICHAEL BAKER INTERNATIONAL, INC. FOR
COMMUNITY DEVELOPMENT BLOCK GRANT CONSULTING SERVICES FOR A TOTAL AMOUNT NOT TO EXCEED $190,084 USING HUD ENTITLEMENT FUNDS FOR THE TERM JULY 1, 2023 THROUGH JUNE 30, 2026
EXECUTIVE SUMMARY
The proposed Agreement with Michael Baker International (MBI) (formerly Pacific Municipal Consultants) provides for the continued administration of the City’s Community Development Block Grant (CDBG) Program for the term July 1, 2023 through June 30, 2026. The City’s CDBG Program has been managed by MBI since 2013.
The CDBG Program provides federal funding for projects and services that benefit low-and moderate -income persons, seniors and individuals with disabilities in the community. The City’s CDBG-funded programs include the Mobility Access/Emergency Repair Program (grants to homeowners for emergency repairs and ADA access improvements) and the Public Service Agency Funding Program.
Additionally, CDBG monies have provided funding for various capital projects and next year will, in part, be used for the annual Curb Ramps Improvement Project.
The total contract amount for the three-year period is $190,084 and is funded by the City’s annual entitlement from the Department of Housing and Urban Development (HUD). Included as part of the work to be completed during FY 2024-25 is the development of the Analysis of Impediments and the Consolidated Plan, which are required every five years.
BACKGROUND
The City is currently contracting with MBI for the administration of its CDBG Program. The most recent Agreement with MBI expired on June 30, 2023. Staff continues to be satisfied with MBI’s performance and would like to enter into a new, three-year agreement.
In 2022, staff reached out to two companies that offer comparable services in the field to determine if MBI’s prices were in line with the market. One company did not submit a proposal because it does not provide the full suite of services that the City receives from MBI. The second company did not respond to multiple inquiries from staff due to an apparent lack of interest. After additional research, staff was unable to find a company that provided comparable services to those provided by MBI.
In order to maintain continuity of consulting services, staff is recommending approval of the attached
H.6., File # 23-6419 Meeting Date: 8/1/2023
In order to maintain continuity of consulting services, staff is recommending approval of the attached Agreement providing for MBI’s services for the term July 1, 2023 to June 30, 2026. Under the Agreement, MBI will provide full-service management of the CDBG program and continue to provide Damien Delany as the City’s Project Manager, in addition to assistants from the MBI staff roster. The cost of the Agreement will not exceed $190,084 for the three-year term. Funding is available in the CDBG budget as part of the City’s annual entitlement grant from HUD.
The proposed Agreement includes the following terms:
Scope of Work
MBI will provide full-service management of all components of the City’s CDBG Program, including:
· CDBG Administration: MBI will handle all administrative duties related to the program, including financial and data management, preparation of HUD-mandated documents and reports, preparation of environmental reviews, preparation of the Annual Plan, management and monitoring of the City’s Fair Housing contract and general program oversight to ensure compliance with all federal regulations. · Mobility Access/Emergency Repair Program: MBI will handle all facets of this program including determination of applicant eligibility, preparation of applicant paperwork, preparation of project write-ups, project bidding and project oversight. · Public Service Agency Funding Program: MBI will manage the RFP process, assist with the evaluation of proposals, prepare related reports, manage the funding award process and monitor all agencies.
· Capital Improvement Projects: MBI will determine CDBG eligibility of potential capital improvement projects, prepare all federal documents for bid packages, attend the preconstruction meetings, oversee federal labor standards compliance during construction, and prepare and submit required documents to HUD.
Project Manager
Mr. Damien Delany will administer the City’s CDBG Program. Mr. Delany will meet regularly with City staff to provide updates on the progress of the program and to ensure proper program administration and implementation.
Term
The Agreement covers the retroactive period from July 1, 2023 to June 30, 2026.
Compensation
MBI will be compensated for the number of hours worked (an hourly rate schedule is included in the Agreement) with the annualized amounts as follows:
Program Year Amount
FY 2023-24 $52,767
FY2024-25 $81,717
FY 2025-26 $55,600
Total $190,084
H.6., File # 23-6419 Meeting Date: 8/1/2023
Program Year Amount
FY 2023-24 $52,767
FY2024-25 $81,717
FY 2025-26 $55,600
Total $190,084
There is an additional allocation for FY 2024-25 to support the development of the Analysis of Impediments and the Consolidated Plan, which are required every five years. The 2025-2030 Consolidated Plan will be developed through these efforts and would include extensive community outreach including surveys, public meetings, focus groups and an optional Housing Summit in coordination with community partners specializing in housing efforts. The Consolidated Plan outlines the community’s priority of needs in an assessment of affordable housing and community development needs in relation to market conditions.
COORDINATION
The Community Services Department coordinated with the City Attorney’s Office to prepare the proposed Agreement.
FISCAL IMPACT
Funding for the proposed CDBG consulting services is available through annual HUD grant monies.
The proposed Agreement includes a provision which enables the City to reduce payments paid to MBI in the event that the federal government reduces the Redondo Beach CDBG funding allocation.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Michael Baker International, Inc.
· Insurance - Michael Baker International, Inc.