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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: May 7, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager;
Gabriel Elliott, Director of Community Development & Housing Department: Community Development & Housing
Subject: Amendment No. 1 to the Professional Services Agreement Between the City of San Bernardino and Michael Baker
International for Federal Grant Administration Services (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the professional services agreement between the City of San Bernardino and Michael Baker International, increasing the total compensation by $129,172, not to exceed $373,091.
2. Authorize the City Manager to execute Amendment No. 1 to the Professional Services Agreement between the City of San Bernardino and Michael Baker International.
3. Authorize the City Manager to enter into subsequent amendments related to the scope of work and increases in compensation up to an additional $130,000, not to exceed a total Master Agreement compensation of $403,091.
Executive Summary
This amendment increases the Michael Baker International (MBI) agreement’s total compensation by $129,172 and extends the contract period to June 30, 2026. It also clarifies and expands MBI’s scope of work to include preparation of key Housing and Urban Development required reports and plans, and authorizes the City Manager to approve future amendments based on service needs and available funding, up to an additional $130,000, not to exceed a total Master Agreement compensation of $403,091. The amendment is necessary to account for additional project costs, ensure continued delivery of essential services, and provide flexibility for future amendments.
There is no General Fund impact, as the additional costs will be covered by HOME- ARP, CDBG, and Low-Mod Funds. This amendment supports the City’s strategic goals of improving operational and financial capacity while ensuring the effective 2 6
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administration of federal grant programs.
Background
On December 6, 2023, the Mayor and City Council approved a two-year Professional Services Agreement with Michael Baker International (MBI) for Grant Administration Services, totaling $243,919, to support the Housing and Homeless Division’s federally funded programs under the U.S. Department of Housing and Urban Development (HUD), including the Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), and HOME Investment Partnerships Program (HOME). This agreement followed the city's release of RFP F-23-58 on July 13, 2023, and the subsequent evaluation process after its closure on August 8, 2023, during which the Purchasing Department received proposals from two consulting firms. MBI was selected based on the Housing Division’s evaluation of the proposals.
Discussion
The City of San Bernardino is an entitlement jurisdiction that annually receives CDBG, ESG, HOME, and other federal funds from HUD and the California Department of Housing and Community Development (HCD). These funds support various city initiatives and programs aimed at providing decent housing, suitable living environments, and expanded economic opportunities, primarily for low- and moderate- income individuals.
Housing staff must comply with a wide range of federal grant requirements to ensure continued funding from HUD. Michael Baker International (MBI) has extensive experience assisting municipalities with various grant-funded programs, including CDBG, HOME, and ESG. Their expertise includes policy and procedure implementation, grant management, environmental services, and reporting program achievements to City constituents and HUD.
This amendment supports the continuation and expansion of critical consulting services necessary to meet the City’s obligations under its federal and state housing and community development programs. It enables the City to respond to evolving project needs—particularly environmental review and labor compliance services associated with the upcoming FY 2025–2026 program year—and major initiatives such as the San Bernardino Housing Outreach and Education Campus (SB HOPE) and the Lutheran Social Services Wellness Campus. Additionally, it ensures the timely preparation of required HUD documentation and plans.
Additionally, the amendment includes a technical correction to the scope of work, clarifying and expanding the Consultant’s responsibilities. This revision ensures the Consultant can provide guidance, training, and assistance in preparing all reports, plans, and documents required by HUD. These include, but are not limited to, the Annual Action Plan, Consolidated Plan, Consolidated Annual Performance and Evaluation Reports (CAPER), and the Analysis of Impediments to Fair Housing (AI), rather than being limited to existing approved plans.
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As a result of these expanded responsibilities, the amendment increases the agreement compensation by $129,172, bringing the total compensation from $243,919 to $373,092, and extends the agreement term from December 6, 2025, to June 30, 2026. The amendment also authorizes the City Manager to approve and execute future amendments to the agreement, with the following restrictions: amendments may address the scope of work and increase compensation up to an additional $130,000, provided the total Master Agreement compensation does not exceed $403,091. This authority is intended to provide administrative flexibility for potential future increases related to continued services in the next fiscal year, without requiring additional Council action, provided those thresholds are not exceeded.
2021-2025 Strategic Targets and Goals
The proposed Consultant Services Agreement meets Mayor and City Council Goal No. 1: Improved Operational and Financial Capacity. Retaining Michael Baker International’s consulting services will allow the city to continue effectively managing and reporting grants.
Fiscal Impact
This Professional Services Agreement amendment has no impact on the General Fund. The increased costs are expected to be covered by existing available HOME- ARP, CDBG, and Low-Mod Funds as follows:
Fund Amount
HOME-ARP $45,000
CDBG 55,295
LOW-MOD $28,877
Total: $129,172
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the professional services agreement between the City of San Bernardino and Michael Baker International, increasing the total compensation by $129,172, not to exceed $373,091.
2. Authorize the City Manager to execute Amendment No. 1 to the Professional Services Agreement between the City of San Bernardino and Michael Baker International.
3. Authorize the City Manager to enter into subsequent amendments related to the scope of work and increases in compensation up to an additional $130,000, not to exceed a total Master Agreement compensation of $403,091.
Attachments
Attachment 1 Amendment No.1 to the Professional Service Agreement with Michael Baker International
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Ward:
All Wards
Synopsis of Previous Council Actions:
December 6, 2023 The Mayor and City Council approved a two-year professional services agreement with Michael Baker International for grant administration services.