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Home My WebLink About05 - Administration of the CDBG ProgramCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 5 July 13, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Community & Economic Development, Planning Department Daniel R. Trimble, Program Manager 949/644 -3230. dtrimblena city.newport- beach.ca.us SUBJECT: Contract renewal with LDM Associates for administration of the Community Development Block Grant program for Fiscal Year 2003 -2004. ISSUE: Contract with LDM Associates for administration of the Community Development Block Grant program for FY 2003 -2004, 2004 -2005, including preparation of the next Five - Year Consolidated Plan. RECOMMENDATION: Approve the proposed contract renewal with LDM Associates. DISCUSSION: Background: The administration of the grant funds received by the City through the U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) program involves a number of complex duties. In order to continue receiving these federal funds the City must comply with all regulations and reporting requirements, including submission of a multi -year Consolidated Plan, an annual One - Year Action Plan, a Community 2020 analysis, and an annual Consolidated Annual Performance and Evaluation Report (CAPER). Other activities include the maintenance of fund expenditures and fund reimbursements through the HUD network known as IDIS and funding and monitoring of Social Service and Fair Housing sub - grantee contracts. Finally, the use of federal funds as a part of the Balboa Village Streetscape and Pedestrian Improvement Program has required additional reporting and monitoring requirements due to the Davis -Bacon Act and Minority Business Enterprise/Women's Business Enterprise regulations. The City entitlement under the CDBG program for FY 2003 -2004 is $426,000. The entitlement increased to $437,000 in FY 2004 -2005. Program regulations permit the expenditure of up to twenty percent of the total grant for administration costs ($87,400). Past agreements with LDM have been based on a March to February contract year and staff has requested that LDM switch to a July to June cycle. This proposal allocates $22,500 for the period from February 1, 2004 to June 30, 2004 to complete the 2004 fiscal year and $54,000 to cover the period from July 1, 2004 to June 30, 2005, for a total of $76,500. Adequate grant administration funds from both fiscal years are available to cover the proposed expenditures. In order to secure future CDBG funding, the City must update its Five -Year Consolidated Plan. The Consolidated Plan includes an analysis of existing affordable housing and community development needs and the preparation of a five -year strategy to address the needs determined to be a high priority. The preparation of the Consolidated Plan is outside the scope of the day -to -day administration of the program. The proposal to develop the Consolidated Plan is not to exceed $18,980. This additional service cost brings the proposed FY 2005 expenditure to $72,980. The remainder of the FY 2005 administration funds ($14,420) is proposed to be used for ongoing Fair Housing administration and reimbursement of City staff time for oversight and review of LDM Associates services. This arrangement would allow the City to maintain adequate compliance with HUD requirements and still have regular oversight of the grant program. During the past year staff has been very pleased with the quality of services provided by LDM Associates. Staff and the consultant team communicate on a regular basis and continue to improve the administration of the program. The monitoring and support of our sub - grantees has also improved. More importantly, our working relationship with representatives from HUD has improved significantly. Environmental Review: Not subject to CEQA, as the activity is not a project, as defined in Section 15378(b)(4). Public Notice: None Required. Funding Availability: Funds for this service are included in City Budget Account No. 2730 -8551. Submitted by: �• ego V :. - Prepared by: cam( DANIEL R. TRIMBLE C & ED Program Manager Attachments: Professional Services Agreement Page 2 NI:irch 10. 2004 0:11licl 'I'lillibic Pro.-rain Administrator I .1300 Nc%vport BIN d. Y.O. Box 1766 Ncwpoil Bc:ich, CA 92655 -SO I S Rc: Proposal to Provide Comill till i (Y Dc%elopillcill block Grant Admillistritioll selviccs Dc:Ir Mr. 'I limblk:: As per your 1k:LIIik:St. ilIV I'k)llo\N ill" Icticl pn,posal is licilie submiucd to yon in conjunction with the Citv's CnImmilli1v Block (;r:li-.l (cDI3G,) Pro-r:im. As you kno%\. this \%;i� I D%I AssoL;i:1u:s. 111C.'s 0,A)NI's) SeCOIld VL:11 it) IM-06kiii1l,i the Cit.\ Of NeW11011 13C"Ich With iidn)injqraii%-c ser\iccs for Ilic CDBU We loclievc Ilizil \\c have beat :1()Iv to conw, in and h CW I I I C :ill extcilsion of N-O I I I' s I: If f ;I! I d I) LTI'01 Ill I I Ig all rcqui;,cd tasks :issoQi: it cd %% i I I I I I ic DB6 P I o'Zli-:1111. 11 is our ties ire in c, In it I Ilic (0 111"OVIkic vo (I mid the Ci I\ %% i d I our svrvicvs. R:uCd on our in :ISSis!;11.11 %OU this !:ISl %C:11'. \\'e 10 I)Cdol.11l UIV >:1111V S1 :01h: of sel \ ices as kis I\ cur. Wc plopi).it: to peribrill the st:r\ ict:-s rio I I I Ior it period QI_seventeen months (Fcbiu:iry 1, 2004 to .1un, A. 2005) fora not to exceed price ol'S`6.500. Nvc propose to li:i\c Mr. Rudy Munoz :1dlllillist0r OI• e01111-:10 on bchUIf0f1.[AI_ N11'. Bill K.Libal will be i cspon>iblc for the Llav to da ' v nclillilliSintion Culwlioll:s ol'(11C ('[)BLJ prollmill :111d \\ ill he ::ssistcd by clerical staff in Im'6011116:1" the I'CLIlliRA UIAS. Our hilling nl(vs are attached It) this proposal :md labeled At;:ichmcni In :iddilion. you have requested It cost cmininti: to complete the Cit.\ 's 200-2001 - d Fi%c Year Consolidatcd Plan. LDNI proposes in complUtC the City's COISOIRII(CL PI;I tiff not to C\ cccd )IiCC Of S IS.')SO. The ( .Ms011dll:d PhIl VaOld include the items listed is L xhibit -B.* Optional itcnis can be completed its I)o[(:d in Bilihit R" It lime am questions rcV;tIdilIV flik 111;lUkC1% 111CilSe do 1101 kSiI:I!C to C:111 111C at ymil. coliVelielluc. Siliccick': Senior lip . .... ......... k. ...... ...... Pr. S EXHIBIT "A" SCHEDULE OF HOURLY BILLING RATES STAFF PERSON: President Senior Vice President Senior Associate Associate Rates effective as of January I, 2004 HOURLY RATE: $80.00/Hr $75.00 /Hr $65.00/Hr $55.00 /Hr Project Assistant/Rehabilitation Specialist Secretary REIMBURSABLE ITEMS: $40.00 /Hr $30.00/Hr Project Supplies At Cost plus 10% surcharge Prints/Reproductions At Cost plus 10% surcharge EXHIBIT "B" aims Plans. _(A"RS)___ S 1, n�C ) eCent 'ales. . Cu'rellt Ilmsel _ _� nt!� a!� o�r Swwy & s"mam ofmiqus d.ita r other national dan Tt' & S-.mnmalof tloo-hamirg data Sum,% )a ricckis housing Initial draft ofEecLicn int Nowhousin_; NcedS AsStsSillelit PATC UnAws and 011ie r local go%., wra semce pro"M Awr C In, lixial Iran of,.-ction teat Sub -Total Sit atiLU llall — -- ---- a -1.1: Priori acs ---- ------- Itec icw & IV% 1;inn ofs--mon test Sub-Total Ifiscellantol Public pnrn'c,' of I --rat. . Notices, R"MW mid RnnW'N and Layout himl RCN lew S Rev Isi"11, ol,plall CRAND I OT . .......... 12 16 1 -4 00 3 ago 24 1.56o'00 st) 5.720.00 12 12 3 ago 7�O 00 20 12.j WIN _AP AN LNQOU i L__ws K C�- Opdvnul[temos: Optional Surve): 12 780.00 Distribute Survey Options] Focus Group Conduct Focus (3roup (2 persons conducting I focus i up c ti + LDN shall ymvide 6coykso(Un final version of-the consolidated plan m the City kndi`'hhuvon. Thc postage cost is not included in the cost noted. Postage %ill be billed at com 1- 10'�',, , COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATION SERVICES SCOPE OF WORK General Administration Development of One -Year Action Plan • Prepare and Notice Request for Proposals for Public Services • Identify eligible capital expenditure projects • Evaluate potential projects and make recommendations Prepare and submit Consolidated Annual Performance and Evaluation Report (CAPER) and other required reports to HUD Prepare and submit reimbursement requests to HUD Public Service Oversight • Draft service agreements and memorandums of understanding with subrecipients and partnering City Departments • Review and process subrecipient invoices for payment . • Monitor subrecipients for compliance with agreement and federal regulations. • Review quarterly performance reports. • Provide technical assistance to subrecipients as needed. Capital Expenditure Oversight • Ensure compliance with procurement and prevailing wage requirements for Capital Expenditure projects. • Monitor subrecipients for compliance with agreement and federal regulations. • Review quarterly performance reports. • Provide technical assistance to subrecipients as needed.