On August 1, 2017, the City Council approved the Community Development Block Grant (CDBG) Program Year (PY) 2017 Annual Action Plan for submittal to the U.S. Department of Housing and Urban Development (HUD). This document details the projects and funding allocations that will be awarded during the program year (October 1, 2017 through September 30, 2018). As detailed within the PY 2017 Annual Action Plan, $55,120 of the City’s allocation will be available for the funding of program administration and CDBG consulting services.
The City of Sugar Land annually contracts with a consultant for CDBG program administration services. This consultant is selected through the Request for Qualifications (RFQ) process. In March 2015, the City released a CDBG administrative service RFQ for the 2015, 2016 and 2017 program years. The cost of these services are contracted and negotiated annually with an amount not to exceed the 20 percent regulatory cap placed on administrative services by HUD. Through the RFQ process, the City received one submittal which was scored based on the following criteria:
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Background of the firm
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References
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Availability and dedication to the City of Sugar Land
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Thoroughness of response to requirements
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Qualifications of key personnel
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Verifiable relevant experience
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Understanding of the CDBG program and HUD requirements
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Transition Plan
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Approach and/or methodology to providing services
Through this process, Rodriguez and Associates was selected as the most qualified firm. Collectively, the key staff members working on this project have more than 35 years of experience with the implementation of HUD-funded programs. Staff has been very pleased with the services received.
As outlined in the RFQ, staff has negotiated a one-year contract with Rodriguez and Associates for PY 2017 in an amount not to exceed $50,000. This contracted amount falls under the 20 percent cap allowed by federal statute and within the available PY 2017 program administration funds as outlined in the Annual Action Plan. The contracted amount for CDBG administrative services varies each program year and is based upon the tasks that must be completed that year. The proposed contract amount for PY 2017 is less than the amount available for administrative consulting services within the Annual Action Plan. As such, the difference in funding ($5,120) will be reallocated to the City’s PY 2017 infrastructure project.
During the 2017 program year, Rodriguez and Associates will perform various day-to-day administrative tasks associated with CDBG program implementation, including documentation development, review and monitoring of program activities and subrecipients, project reporting, technical assistance and the processing of grant agreements and invoices.
The Environmental & Neighborhood Services Department recommends that the City Council authorize execution of a professional services contract with Rodriguez and Associates not to exceed $50,000 for consulting services in the administration of the PY 2017 CDBG program. The administrative funding for this project will come from the CDBG annual funding allocation and was identified both in the PY 2017 Annual Action Plan and in the FY 2018 budget.