Rancho Palos Verdes City Council
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JUNE 1, 2004 PROFESSIONAL SERVICES AGREEMENT – HOME IMPROVEMENT PROGRAM ADMINISTRATION

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: JUNE 1, 2004

SUBJECT: PROFESSIONAL SERVICES AGREEMENT – HOME IMPROVEMENT

PROGRAM ADMINISTRATION

Staff Coordinator: Judy Huey, Senior Administrative Analyst

RECOMMENDATION

  1. Approve a three-year contract for professional services with MDG Associates to administer the Home Improvement Program for a not to exceed amount of $30,000 for FY 2004-2005, a not to exceed amount of $30,000 for FY 2005-2006, and a not to exceed amount of $30,000 for FY 2006-2007.

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

BACKGROUND

As a part of the City’s Community Development Block Grant (CDBG) Program, funds are allocated for the implementation of a Home Improvement Program which provides housing rehabilitation assistance to low and moderate income homeowners. The Home Improvement Program offers grants of up to $5,000 and deferred loans of up to $10,000 for residential repairs to eligible owner occupied homes. The City of Rancho Palos Verdes has utilized consultant staff to administer the program since November 1998.

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 $30,000 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 consultant services to administer and implement the Home Improvement Program. The proposals submitted for consideration are as follows:

 

Firm Name

Rating

Principal/Senior Associate Hourly Rate

Associate Hourly Rate

Number of Years in Business

MDG Associates

95%

$70.00

$60.00

13 years

D and J Municipal

Services

90%

$70.00

$55.00

11 years

Bill Bond and

Associates

90%

$60.00

N/A

Over 30 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 MDG Associates be awarded a contract to administer the Home Improvement Program. As the current consultant staff for the City of Rancho Palos Verdes Home Improvement Program, MDG Associates has developed the program guidelines and procedures including forms, applications, reports, program information brochures and/or handouts for homeowners. In addition, the firm is highly responsive to the homeowners participating in the program, and this effort has contributed to the continued success of the program.

MDG Associates has made consistent efforts to ensure that contractors work with residents to complete repair work and housing improvements in a cost effective and timely manner. The firm is organized, thorough and diligent in operating the Home Improvement Program, and keeps City staff informed of issues concerning the program as well as the progress of the rehabilitation work.

ALTERNATIVES

  1. Award the contract to either D and J Municipal Services or Bill Bond and Associates. Both firms have extensive experience in operating CDBG housing rehabilitation programs. The hourly fee for D and J Municipal Services’ Principal Consultant is comparable to MDG Associates’ fee for the lead consultant, while the hourly fee for Bill Bond and Associates is $10.00 lower. The hourly fee for the Associate Consultant for D and J Municipal Services is also lower than the fees for MDG Associates.

  2. Reject all proposals and solicit new proposals. This will interrupt the operation of the on-going Home Improvement Program and 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 $30,000 in FY 2004 – 2005, up to $30,000 in FY 2005 – 2006, and up to $30,000 in FY 2006-2007. The Home Improvement Program is fully funded through the Community Development Block Grant (CDBG) Program. Consultant costs for program administration and implementation are eligible CDBG expenditures.

Respectfully submitted,

Dean E. Allison

Director of Public Works

Reviewed,

Les Evans

City Manager

Attachment: Agreement for Professional Services