HomeMy WebLinkAbout25J - PREPARATION OF FEDEARL PROGRAM PLANSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 3, 2009
TITLE:
AGREEMENT WITH MIKE LINARES, INC.
FOR PREPARATION OF FEDERAL PROGRAM
PLANS
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CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1S` Reading
^ Ordinance on 2"d Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Direct the City Attorney to prepare and authorize the Deputy City Manager
for Development Services to execute a $95,000 contract with Mike Linares,
Inc. to prepare the 2010-14 Consolidated Five Year Plan, the Citizen
Participation Plan, the 2008-09 and 2009-10 Consolidated Annual
Performance Evaluation Reports, and to provide consultation services on
federal programs.
DISCUSSION
Every five years the U.S. Department of Housing and Urban Development
(HUD) requires the City of Santa Ana to prepare a Consolidated Five Year
Plan (Consolidated Plan) and a Citizen Participation Plan. The
Consolidated Plan serves multiple purposes, including (1) a strategy and
action plan for carrying out and assessing performance of HUD-funded
programs; (2) an opportunity to integrate into one document the planning
and budgeting of various funds (local and non-local); and, (3) serves as
the City's application for Federal funds under HUD's formula grant
programs which include Community Development Block Grant (CDBG), HOME
Investment Partnership Grant (HOME), Emergency Shelter Grant (ESG), and
Housing Opportunities for Persons with Aids Grant (HOPWA) It also
includes the first of five Annual Action Plans required during the five
year period. The Citizen Participation Plan describes the City's
strategy for informing and involving the public in the creation of its
plans and programs for using federal grant funds.
On May 26, 2009, the City released a Request for Proposals (RFP)
soliciting proposals from experienced consulting firms to prepare the
City's 2009-14 Consolidated Plan, its Citizen Participation Plan, four
subsequent Annual Action Plans, and five year-end Consolidated Annual
Performance Evaluation Reports (CAPERS) In addition, the City was
seeking a firm that had the experience and expertise to provide
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Agreement with Mike Linares, Inc.
August 3, 2009
Page 2
consultation services on both existing and new federal programs. These
new programs currently include the Neighborhood Stabilization Program
(NSP), the CDBG Recovery Program (CDBG-R) and the Homelessness
Prevention and Rapid Re-Housing Program (HPRP).
Notice of the RFP's availability was mailed to 12 consulting firms who
had expressed interest in being notified when such opportunities became
available. The notice was also placed on the City's website from May
26, 2009 through June 23, 2009. A total of four proposals were received
and reviewed by Community Development Agency staff to determine if they
met the qualifications specified in the RFP. All four applicants were
interviewed on July 21, 2009.
In evaluating the proposals and interviews, staff considered a number of
important criteria. These included: experience with local government;
knowledge of relevant Federal and State regulations; experience in
preparation of these Plans and reports; knowledge of the Santa Ana
market; and cost. The table below lists the firms and cost breakdown of
the proposals that were submitted:
Firm Consolidat Annual CAPERS Total for Hourly
ed Plan Action Plans Consolidated Rate
Plan,2
CAPERS
Mike $62,650 $7,750 ea. $9,550 $81,750 $90
Linares, ea.
Inc.
The Ramsay $49,500 $18,750 ea. $12,750 $75,000 $150
Group ea.
(TRG)
PMC $108,010.50 $17,705 ea. $19,335 $143,510 $160-$75
ea.
CoNexus/ $86,315 $27,724 ea. $19,780 $141,763 $125-$65
CHS ea.
As a result of this evaluation, staff is recommending that Mike Linares,
Inc. be awarded a contract in the amount of $95,000. This contract will
cover the following services: Preparation of the Consolidated Five Year
Plan, the Citizen Participation Plan, the 2008-09 and 2009-10 CAPERS,
and provision as needed of consultation services on federal programs.
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Agreement with Mike Linares, Inc.
August 3, 2009
Page 3
Mike Linares, Inc. has been providing professional services to local
government agencies for over ten years. In addition to Santa Ana, these
agencies include the Cities of Costa Mesa, Rancho Santa Margarita, San
Clemente, Whittier, and the County of Orange. He is thoroughly familiar
with the City of Santa Ana and its programs, and has been preparing HUD-
required Annual Action Plans and CAPERS for the City since 1997. HUD
has consistently determined that these documents met its requirements,
and as a consequence the City has enjoyed continuous and timely HUD
approval of its grant applications.
In addition to the funds required for preparation of the Consolidated
Plan and two CAPERs, the proposed contract includes $13,250 for hourly
consulting services. These funds are necessary to provide his continued
assistance on other federal grant-related matters.
FISCAL IMPACT
Funding for the preparation of the Five-Year Consolidated Plan is
available in the HOME account (130-148-6291), in the CDBG account (135-
146-6291), ESG Account (135-152-6291) and in the HOPWA account (405-148-
6291) .
APPROVED AS TO FUNDS AND ACCOUNTS:
C
Cynthia J. Nelson
Deputy City Manager for
Development Services
Community Development Agency
,. \
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
CJN/SLB/MA/kg
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