CONSENT CALENDAR.
City of San Bernardino
Request for Council Action
Date:September 16, 2026
To:Honorable Mayor and City Council Members
From:Cassandra Searcy, Deputy Director of Housing & Homelessness Department:Community Development & Housing
Subject: Approval of Amendment No. 3 to the Professional Services Agreement Between the City of San Bernardino and Michael Baker International, Increasing the Compensation by
$43,268.00, for a Total Not to Exceed Amount to $500,859 (All Wards)
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 3 to the professional services agreement between the City of San Bernardino and Michael Baker International, increasing the total compensation by $43,268, not to exceed $500,859, and extending the contract term to March 31,2027
2. Authorize the City Manager to execute Amendment No. 3 to the Professional Services Agreement between the City of San Bernardino and Michael Baker International.
City Manager's Comments
Due to the necessity of this consultant work the City Manager recommends approval, but administration will closely monitor so further General Funds are not used on this contract.
Executive Summary
This Amendment No. 3 increases the Michael Baker International (MBI) agreement’s total compensation by $43,268, for a revised total amount not to exceed $500,859, and extends the agreement term through March 31, 2027. The amendment provides for the continuation of MBI’s professional consulting services to support the City’s administration and implementation of federally funded housing and community development programs, including preparation of required U.S. Department of Housing and Urban Development reports, plans, and related program deliverables.
The amendment is necessary to account for additional project costs and extend the
availability of MBI’s services to ensure the continued and timely delivery of essential grant administration, compliance, reporting, and technical assistance. The additional costs are currently anticipated to be funded through $17,884 in General Fund, $7,500 in HOME funds, $16,614 in CDBG funds, and $1,270 in HOME-ARP funds, resulting in a General Fund impact of $17,884. The funding allocation among the identified funding sources is subject to change based on departmental needs and the availability and eligibility of each funding source, provided that such changes remain within applicable program requirements and the approved amendment amount.
Approval of Amendment No. 3 will allow the City to maintain continuity of essential grant administration services, meet federal program requirements, and effectively manage and monitor federally funded housing and community development activities through the extended contract term. The amendment supports the City’s strategic goals of improving operational and financial capacity while ensuring the effective administration and compliance 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.
In November 2025, Amendment No. 2 to the Professional Services Agreement was executed, authorizing an increase in compensation of $84,500, which increased the Agreement’s total not-to-exceed amount from $373,091 to $457,591. The amendment maintained the rates established under the Master Agreement and provided additional funding to support the continued delivery of authorized services.
Discussion
The City of San Bernardino is an entitlement jurisdiction that annually receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnerships Program (HOME), and other federal and state funding from the U.S. Department of Housing and Urban Development (HUD) and the California Department of Housing and Community Development (HCD). These funds support a variety of City initiatives and programs intended to provide decent housing, suitable living environments, and expanded economic opportunities, primarily for low- and moderate-income individuals and households.
Housing and Homelessness Division staff are responsible for complying with a wide range of federal and state grant requirements to ensure the City remains eligible to receive and expend these funds. Michael Baker International (MBI) has extensive
experience assisting municipalities with federally funded programs, including CDBG, HOME, and ESG. MBI provides specialized technical assistance in areas such as grant management, policy and procedure implementation, environmental review, labor compliance, program reporting, and preparation of required HUD documentation.
Amendment No. 3 is necessary to continue MBI's consulting services and provide additional capacity to support the City's ongoing administration and compliance responsibilities associated with its federal and state housing and community development programs. The continued services will assist the City with evolving program and project needs, including environmental review, labor compliance, grant administration, reporting, and other technical assistance required for federally funded activities. The services will also support major City initiatives, including the San Bernardino Housing Outreach and Education Campus (SB HOPE) and the Lutheran Social Services Wellness Campus, as well as other eligible housing and community development activities.
The amendment also continues MBI's responsibilities for providing guidance, training, and technical assistance in the preparation of reports, plans, and other documentation required by HUD and applicable federal regulations. These responsibilities include, but are not limited to, the Annual Action Plan, Consolidated Plan, Consolidated Annual Performance and Evaluation Report (CAPER), Analysis of Impediments to Fair Housing (AI), and other required program reports, plans, and documents. Clarifying these responsibilities in the scope of work ensures that MBI's services remain sufficiently broad to address the City's ongoing federal reporting and compliance requirements.
Amendment No. 3 increases the agreement compensation by $43,268, bringing the total agreement compensation from $457,591 to an amount not to exceed $500,859, and extends the agreement term through March 31, 2027. The additional compensation will allow MBI to continue providing the technical and professional services necessary to support the City's federal grant programs and related projects during the extended contract period.
The additional costs associated with Amendment No. 3 will be funded through a combination of General Fund and eligible federal housing and community development funds. Specifically, $17,884 will be funded by the General Fund, $7,500 by HOME funds, $16,614 by CDBG funds, and $1,270 by HOME-ARP funds, for a total additional cost of $43,268. The federal funding portions will be used for eligible activities and services consistent with applicable program requirements.
Fund Amount
HOME-ARP $1,270
CDBG $16,614
General Fund $17,884
HOME $7,500
Total: $43,268
The funding allocation among the identified funding sources is subject to change based on departmental needs and the availability and eligibility of each funding source, provided that such changes remain within applicable program requirements and the approved amendment amount.
Approval of Amendment No. 3 will provide continuity of critical grant administration and compliance services, allow the City to meet applicable federal and state reporting requirements, and provide the technical expertise necessary to effectively administer and monitor federally funded housing and community development activities through March 31, 2027.
Strategic Goals and Priorities
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
Amendment No. 3 will result in an additional cost of $43,268, which will be funded through a combination of the General Fund and eligible federal housing and community development funds. Specifically, $17,884 will be funded by the General Fund, $7,500 by HOME funds, $16,614 by CDBG funds, and $1,270 by HOME-ARP funds. The $17,884 General Fund portion is already available within the Housing and Homelessness Division's existing budget; therefore, no additional General Fund appropriation is required. The total cost of $43,268 is within available funding resources.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 3 to the professional services agreement between the City of San Bernardino and Michael Baker International, increasing the total compensation by $43,268, not to exceed $500,859, and extending the contract term to March 31,2027
2. Authorize the City Manager to execute Amendment No. 3 to the Professional Services Agreement between the City of San Bernardino and Michael Baker International.
Attachments
Attachment 1 Amendment No.3 to the Professional Service Agreement with Michael Baker International
Attachment 2 Amendment No. 1 to the Professional Service Agreement with Michael Baker International
Attachment 3 Amendment No. 2 to the Professional Service Agreement with Michael Baker International
Attachment 4 Original PSA with MBI
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.
CC
Eric Levitt, City Manager