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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: December 6, 2023
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Mary Lanier, Interim Director of Community Development and Housing
Department: Community Development and Housing
Subject: Professional Services Agreement with Michael Baker International for Grant Administration Services in the
amount of $243,919.
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager, or designee, to execute a Professional Services Agreement commencing December 6, 2023, and ending December 6, 2025, with Michael Baker International, in the amount of $243,919.00 for Grant Administration consultant services; and
2. Authorize the Director of Finance and Management Services to issue a purchase order to Michael Baker International in the amount of $243,919.00.
Executive Summary
A professional service agreement is proposed with Michael Baker International (MBI) to provide grant management services for a two-year term, commencing December 6, 2023, through December 6, 2025, in the amount of $243,919.00. The agreement is being recommended to provide the Housing Division with staff assistance and training in the administration of various Department of Housing and Urban Development (HUD) grant programs. The Housing Division is currently in an expansion mode and is bringing on new staff who will need specific training on HUD programs and requirements. MBI has the experience and resources to assist staff in management aspects and to provide training to existing and new staff over the next two years. There is no impact on the General Fund, as the cost of the services will be paid through grant programs administrative funds. 1 6
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Background
The City of San Bernardino (City) is an entitlement jurisdiction and annually receives Community Development Block Grant (CDBG), HOME Investment Partnership (HOME), HOME-American Rescue Program (HOME-ARP), Emergency Solutions Grant (ESG), and other Federal funds from HUD and the California Department of Housing and Community Development (HCD). The funds are made available to provide decent housing, suitable living environments, and expanded economic opportunities, principally for low- and moderate-income people. The Housing Division is required to comply with a variety of Federal grant requirements to continue to receive these funds.
Due to limited staff resources and to ensure compliance with various HUD regulatory requirements, staff determined that consulting services were needed to assist with the management of the HUD programs and to provide essential training. The City released a Request for Proposals (RFP) for consulting firms and received two proposals. Proposals were received from Michael Baker International (MBI) and Wildan. A review and evaluation of both proposals were completed, and Michael Baker International was selected. The Professional Services Agreement for a two-year term beginning December 6, 2023, through December 6, 2025, between MBI and the City is included in Attachment
1. Discussion
As noted, the Housing Division is in a rebuilding mode and must rely on consultants who have expertise in HUD programs and grants management. The purpose of soliciting proposals is to bring an experienced firm that can not only provide the critical programmatic guidance and knowledge needed to administer the grant-funded program but one that is also able to provide essential training to City staff.
The City released an RFP (F-23-58) on July 13, 2023, with bids due on August 8, 2023.
The Purchasing department received proposals from two consulting firms, MBI and Wildan. Evaluations of both firms' proposals were completed by staff and included the firms’ experience, ability, and timeliness to provide services, as well as cost. The evaluation of the firm is included in Attachment 2 and the price comparison is provided in Attachment 3.
Through the evaluation process, staff determined that MBI is the firm that possesses the extensive experience and expertise with HUD funded programs and the complex programmatic requirements to meet these needs of the Division. MBI is also the lowest in terms of costs that can be covered within the existing administrative budget. MBI has extensive experience assisting municipalities with multiple grant-funded programs, such as CDBG, HOME-ARP, and ESG, with the implementation of policies and procedures, grant management, and reporting achievements of grant-funded programs to City constituents and HUD.
MBI has provided grant management assistance to the City through the preparation of the Annual Action Plan and providing technical assistance for the HUD programs. The 1 6
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original agreement was executed on June 20, 2022, with the first amendment, dated March 4, 2023, and a second amendment (minor correction to the first amendment) dated May 20, 2023. The agreements terminated on September 30, 2023.
This agreement will not have a financial impact on the General fund as grant administration funds will be used.
2021-2025 Strategic Targets and Goals
The proposed Consultant Services Agreement meets Mayor and City Council Strategic Target No. 1: Improved Operational and Financial Capacity. Retaining MBI’s consulting services will allow for continued effective management and reporting of grants received by the City.
Fiscal Impact
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager, or designee, to execute a Professional Services Agreement commencing December 6, 2023, and ending December 6, 2025, with Michael Baker International, in the amount of $243,919.00 for Grant Administration consultant services; and
2. Authorize the Director of Finance and Management Services to issue a purchase order to Michael Baker International in the amount of $243,919.00.
Attachments
Attachment 1 Professional Services Agreement with Michael Baker International Attachment 2 Evaluation of Firms for RFP F-23-58
Attachment 3 Price Comp for RFP F-23-58
FINANCIAL
DATA
Current Fiscal Year: Next Fiscal Year: Total Cost (not to exceed):
Ongoing Cost:
COST $ 118,985 $ 124,934 $ 243,919 $ 0
GENERAL
FUND SHARE
$ 0 $ 0 $ 0 $ 0
SOURCE OF FUNDS:
CDBG Grant Funds Account 119-180-
2002-5502
Budget Adjustment:
No
For Fiscal Year: 23/24
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Ward:
All Wards