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Home My WebLink AboutC36640 - CDBG 5Yr Consolidated Pln & Annual Action Plan CONTRACT NO. C36640 STAFF REPORT CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT MEETING DATE: January 11, 2018 REQUEST: Approve Contract with Western Economic Services for Consulting Services Relative to the City of Palm Desert Community Development Block Grant 5-Year Consolidated Plan and Annual Action Plan Recommendation By Minute Motion, 1. Authorize the Mayor to execute agreement entering City into a Contract with Western Economic Services (WES); and 2. Authorize expenditure of funds in the amount of$32,435 as follows: a. Community Development Block Grant (CDBG) Funds, Account No. 2204800-4388000 in the amount of$31,478; and b. Professional Other, Account No. 1104132-4309000 in the amount of $957. Funds are available in the FY 2017/2018 Budget for Community Development Block Grant Fund; Account No. 2204800-4388000 and Professional Services Other Account No. 1104132-4309000. Strategic Plan Approval of WES Contract does not tie into identified goals within the Strategic Plan. Background Analysis At the December 14, 2017, City Council meeting, Palm Desert City Council opened the Community Development Block Grant process for the FY 2018/2019. Included was the development of the City of Palm Desert new 5-Year Consolidated Plan (FY 2018/2019 — 2022/2023) and the Annual Action Plan (FY 2018/2019). To assist in the development of the new Consolidated Plan and Action Plan, staff advertised a Request for Proposals and received three responses as outlined below with staffs recommendation: 1. Lowest bidder in the amount of $32,300 - Strategic Ventures out of Rancho Cucamonga, CA: This firm appears to have little to no CDBG experience and the last CDBG Project listed was undertaken in 1990/1991. Since this time, many changes have occurred relative to the U.S. Housing and Urban Development (HUD) regulations and the CDBG Program as well as reporting processes. This firm appears primarily to work with public works related projects. January 11, 2018 — Staff Report Contract with Western Economic Services Page 2 of 2 2. Second bidder in the amount of $32,435 was Western Economic Services out of Portland, OR: This firm has extensive and on-going knowledge and experience CDBG and the new reporting processes and regulations. The firm appears to specialize in HUD related programs, reports, regulations and has worked for several California cities as well as many other cities in various states. In addition, the time frame to continue to work with City staff after submittal of plans to HUD is open to ensure that plans are approved by HUD. Lastly, WES appears to be successful with dealing with out of state communities. 3. Third bidder in the amount of $37,250 was CrystCo out of Scottsdale, AZ: This firm has more recent knowledge and experience with HUD regulations and the CDBG Program as of 2015, and has performed worked in both California and Arizona cities. However, of the three proposals, this company is highest bidder and only proposes to work with the City until June 30, 2018. This is a concern as HUD may not review and provide comments prior to this date or may have on-going changes after this date. Staff recommends award of contract to WES in the amount of $32,435, which is a $135 difference from low bidder. Fiscal Analysis Funding for services and other activities relative to CDBG has been accounted for within the Administration portion of the CDBG funding in the amount of $31,478. However, with the development of the Consolidated Plan and Action Plan, additional funds in the amount of $957 will be required from the City's General Fund. With the depletion of the Administrative portion of CDBG funds, staff time for FY 2017/2018 will be applied to General Fund. Funds are available in the FY 2017/2018 Budget within the CDBG Fund, Account No. 2204800-4388000 and Professional Services Other, Account No. 1 1 041 32-4309000. A Prepared by: Finkle Riddle, Director of Special Programs LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER Approve as to Content N/A Robert Hargreaves Frankie Riddle Janet oore Lauri Aylaian City Attorney Dir. of Special Director of Finance City Manager Programs APPLICANT: City of Palm Desert ATTACHMENTS: None CONTRACT NO. C36640 7.0—OFFER AND ACCEPTANCE FORM OFFER TO CONTRACT TO THE CITY OF PALM DESERT: We hereby offer and agree to furnish the materials, transportation or service in compliance with all terms, conditions, specifications, and addenda in the Request for Proposal and any written exceptions in the offer. We understand that the items in this Request for Proposal, including, but not limited to, all required certifications are fully incorporated herein as a material and necessary part of the Contract. The undersigned hereby states, under penalty of perjury, that all information provided is true, accurate, and complete and states that he or she has authority to submit this proposal, which will result in a binding contract if accepted by the City of Palm Desert. We acknowledge receipt of the following addendums(s): _, I certify, under penalty of perjury, that I have the legal authorization to find the firm hereunder: Western Economic Services, LLC For clarification of this offer, contact: Company Name 212 SE 18th Avenue Name:Robert M. Gaudin Address Portland OR 97214 Phone:503-239-9091 c. , tate Zi Fax: 503-239-0236 r of ers uthorized to Sign --Polo024- , ckt&c).--. Email: rgaudin@westernes.com Printed Name Operating Partner Title ACCEPTANCE OF OFFER The Offer is hereby accepted. The Contract is now bound to sell the materials or services listed by the attached Contract and based upon the Request for Proposal, including all terms, conditions, specifications, amendments, etc. and the Contractor's Offer is accepted by the City. The Contractor has been cautioned not to commence any billable work or to provide any material or service under this Contract until Contractor receives a notice to proceed from the City of Palm Desert Special Programs Department. APPROVED AS TO FORM BY: Lauri Aylaian, City Manager Date Rachelle Klassen, City Clerk Date City Attorney Date CONTRACT NO. C36640 7.0-OFFER AND ACCEPTANCE FORM OFFER TO CONTRACT TO THE CITY OF PALM DESERT: We hereby offer and agree to furnish the materials, transportation or service in compliance with all terms, conditions, specifications, and addenda in the Request for Proposal and any written exceptions in the offer. We understand that the items in this Request for Proposal, including, but not limited to, all required certifications are fully incorporated herein as a material and necessary part of the Contract. The undersigned hereby states, under penalty of perjury, that all information provided is true, accurate, and complete and states that he or she has authority to submit this proposal, which will result in a binding contract if accepted by the City of Palm Desert. We acknowledge receipt of the following addendums(s): I certify, under penalty of perjury, that I have the legal authorization to find the firm hereunder: Western Economic Services, LLC For clarification of this offer, contact: Company Name 212 SE 18th Avenue Name: Robert M. Gaudin Address PortIan• OR 97214 Phone:503-239-9091 Cit . livAr, Zip Fax:503-239- 0236 Si• •'..•"-Y -P son Authorized to Sign 7? kF / '�1 , £;�z\d,�•_ Email: rgaudin@westernes.com Printed Name Operating Partner Title ACCEPTANCE OF OFFER The Offer is hereby accepted. The Contract is now bound to sell the materials or services listed by the attached Contract and based upon the Request for Proposal, including all terms, conditions, specifications, amendments, etc. and the Contractor's Offer is accepted by the City. The Contractor has been cautioned not to commence any billable work or to provide any material or service under this Contract until Contractor receives a notice to proceed from the City of Palm Desert Special Programs Department. APPROVED AS TO FORM BY: Lauri Aylaian, City Manager Date Rachelle Klassen, City Clerk Date City Attorney Date CONTRACT NO. C36640 7.0—OFFER AND ACCEPTANCE FORM OFFER TO CONTRACT TO THE CITY OF PALM DESERT: We hereby offer and agree to furnish the materials, transportation or service in compliance with all terms, conditions, specifications, and addenda in the Request for Proposal and any written exceptions in the offer. We understand that the items in this Request for Proposal, including, but not limited to, all required certifications are fully incorporated herein as a material and necessary part of the Contract. The undersigned hereby states, under penalty of perjury, that all information provided is true, accurate, and complete and states that he or she has authority to submit this proposal, which will result in a binding contract if accepted by the City of Palm Desert. We acknowledge receipt of the following addendums(s): _, , I certify, under penalty of perjury, that I have the legal authorization to find the firm hereunder: Western Economic Services, LLC For clarification of this offer, contact: Company Name 212 SE 18th Avenue Name: Robert M. Gaudin Address PortlanO OR 97214 Phone:503-239-9091 Ci State Zip Fax: 503-239-0236 :Si P rson Authorized to Sign / kee-/- Email: rgaudin@westernes.com Printed Name Operating Partner Title ACCEPTANCE OF OFFER The Offer is hereby accepted. The Contract is now bound to sell the materials or services listed by the attached Contract and based upon the Request for Proposal, including all terms, conditions, specifications, amendments, etc. and the Contractor's Offer is accepted by the City. The Contractor has been cautioned not to commence any billable work or to provide any material or service under this Contract until Contractor receives a notice to proceed from the City of Palm Desert Special Programs Department. APPROVED AS TO FORM BY: Lauri Aylaian, City Manager Date Rachelle Klassen, City Clerk Date City Attorney Date