Rancho Palos Verdes City Council
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JUNE 1, 2004 PROFESSIONAL SERVICES AGREEMENT – COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM ADMINISTRATION

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: JUNE 1, 2004

SUBJECT: PROFESSIONAL SERVICES AGREEMENT – COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM ADMINISTRATION

Staff Coordinator: Judy Huey, Senior Administrative Analyst

RECOMMENDATION

  1. Approve a three-year contract for professional services with Diana Cho and Associates to administer the Community Development Block Grant Program for a not to exceed amount of $20,000 for FY 2004-2005, a not to exceed amount of $20,000 for FY 2005-2006, and a not to exceed amount of $20,000 for FY 2006-2007.

  2. Authorize the Mayor and City Clerk to execute the proposed Agreement with Diana Cho and Associates.

BACKGROUND

The City receives approximately $225,000 per year in Community Development Block Grant (CDBG) funds from the Los Angeles County Community Development Commission (CDC). The CDC administers the federal Community Development Block Grant and is the agency the City of Rancho Palos Verdes interacts with for the CDBG Program. Since 1995, the City has contracted with consultant staff to administer our CDBG programs, whose services are fully paid for with CDBG funds.

A three-year contract for FY 2004-2005 through FY 2006-2007 is proposed, with the ability to extend the contract for two additional years with mutual consent. The amount of the contract shall not exceed $20,000 per year without written authorization from the City.

 

ANALYSIS AND DISCUSSION

A Request for Proposal (RFP) was requested from three (3) firms capable of providing the needed consultant services to administer the CDBG Program. The proposals submitted for consideration are as follows:

 

Firm Name

Rating

Principal Hourly Rate

Associate Hourly Rate

Number of Years in Business

Diana Cho and Associates

95%

$70.00

$55.00

18 years

D and J Municipal Services, Inc.

90%

$70.00

55.00

11 years

Theresa Dobbs

90%

$95.00

$85.00

14 years

Staff reviewed the qualifications of the three firms and the individuals assigned to the project. Proposals were evaluated based upon City Council-approved criteria as follows:

    1. Experience of Firm 10%
    2. Experience of Individuals 20%
    3. Project Understanding 15%
    4. References 20%
    5. Depth of Resources to Perform Work 10%
    6. Familiarity with RPV/Peninsula 20%
    7. Location of Office 5%

Upon review, it is recommended that Diana Cho and Associates be awarded a contract to administer the Community Development Block Grant Program. Cho and Associates have provided CDBG services for the City of Rancho Palos Verdes since 1995, and have consistently met program requirements set forth by the Los Angeles County Community Development Commission and U. S. Department of Housing and Urban Development. The firm is an effective liaison between the City and the County CDC in ensuring compliance with all aspects of CDBG administration. Diana Cho and Associates have provided exceptionally competent and professional service to the City for the past nine years and staff is pleased with their quality of work.

ALTERNATIVES

  1. Award the contract to either D and J Municipal Services or Theresa Dobbs. Both firms have provided CDBG administrative services for several cities and have worked in the CDBG Program for a substantial number of years. The hourly fees for D and J Municipal Services’ Principal and Associate Consultants are comparable to Cho and Associates. The lead consultant’s hourly fee for Theresa Dobbs is $25.00 higher. The hourly fees for the Associate Consultants from Theresa Dobbs are also higher than Cho and Associates.

  2. Reject all proposals and solicit new proposals. This will delay the hiring of another program consultant for approximately two (2) months.

FISCAL IMPACT

Awarding the contract will authorize the proposed budgeted expenditure of up to $20,000 in FY 2004-2005, up to $20,000 in FY 2005-2006, and up to $20,000 in FY 2006-2007. These costs are estimates and additional authorization may be requested if the need arises. Community Development Block Grant funds will be used to fully pay for the consultant costs.

Respectfully submitted,

Dean E. Allison

Director of Public Works

Reviewed,

Les Evans

City Manager

 

Attachment: Agreement for Professional Services