RFP - CDBG/PLHA Administration (On Call)

REQUEST FOR PROPOSALS
TO PROVIDE
COMMUNITY DEVELOPMENT BLOCK GRANT
(CDBG) AND PERMANENT LOCAL HOUSING
ALLOCATION (PLHA) ADMINISTRATION
SERVICES (ON CALL SERVICES)
TO THE
CITY OF CUDAHY
RFP Release Date
Wednesday, April 29, 2026
Proposal Submittal Date
3:00 PM, Monday, June 1, 2026

IMPORTANT DATES
RFP ISSUED April 29, 2026
DEADLINE TO SUBMIT QUESTIONS May 13, 2026
at 5:00 PM
ADDENDUM (if necessary) TO RESPOND TO May 14, 2026
QUESTIONS
June 1, 2026
PROPOSAL DUE DATE at 3:00 PM
NOTIFICATION TO PREFERRED June/July 2026
CONSULTANT
* The City of Cudahy reserves the right to modify the schedule.
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Table of Contents
I. INTRODUCTION .................................................................................................. 1
II. BACKGROUND .................................................................................................... 1
III. SCOPE OF WORK ............................................................................................... 2
IV. PROPOSAL SCHEDULE ..................................................................................... 4
V. GENERAL INFORMATION .................................................................................. 4
VI. TERMS AND CONDITIONS ................................................................................. 9
VII. PROPOSAL FORMAT AND CONTENT REQUIREMENTS ............................... 10
VIII. CONTRACT IMPLEMENTATION ....................................................................... 12
IX. EVALUATION PROCEDURES ........................................................................... 12
X. PROPOSAL SUBMITTAL ................................................................................... 14
XI. STAFF CONTACT .............................................................................................. 14
APPENDIX A. SAMPLE PROFESSIONAL SERVICES AGREEMENT ......................... 15
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City of Cudahy
5220 Santa Ana, Cudahy, California 90201
(323) 773-5143 Fax (323) 771-2072
April 29, 2026
Community Development Block Grant (CDBG) and
Permanent Local Housing Allocation (PLHA) Administration
Services (On Call Services)
I. INTRODUCTION
The City of Cudahy ("City") seeks proposals from qualified consultants to provide on-call
administrative services to assist the City in administering the City's Community
Development Block Grant ("CDBG") Program and Permanent Local Housing Allocation
("PLHA") Program.
Responses must conform with the requirements of this Request for Proposal ("RFP").
The City reserves the right to waive any irregularity in any proposal or to reject any
proposal which does not comply with this RFP. Modifications to the RFP, including, but
not limited to the scope of work, can be made only by written addendum issued by the
City. Selection of the proposer will be made solely by the City on criteria determined by
the City.
By submitting a project proposal, the proposer agrees to all of the terms of the RFP and
Professional Services Agreement ("Agreement") (Appendix A), unless exceptions to the
RFP or Agreement are stated by the proposer in its project proposal. The successful
proposer will be required to enter into an Agreement (Appendix A), which will include
the requirements of this RFP as well as other requirements. While the City intends to
select a Consultant through this process, this intention is subject to change at any time
during the process. The City does not commit to awarding an agreement, paying any
costs incurred in preparing the Proposal for this request, and/or procuring or contracting
any items or services. The City reserves the right to reject any proposal(s), exceptions
or changes to the Agreement or RFP.
II. BACKGROUND
Cudahy is located in Southeast Los Angeles County, next to the Los Angeles River. The
City was incorporated on November 10, 1960, and named after its founder, meat-
packing baron Michael Cudahy, who purchased the land known as Rancho San Antonio
in 1908 for development. Cudahy is approximately 1.2 square miles with a current
population of 22,811 (2020 Census). The City is a general law city and operates under
the Council/Manager form of government.
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The City participates in the U.S. Department of Housing & Urban Development's
("HUD") CDBG Program and the State of California Housing & Community
Development ("HCD") PLHA Program through the Los Angeles County Development
Authority ("LACDA"). The City's Community Development Department is responsible for
program implementation of CDBG and PLHA programs. The City currently has four (4)
CDBG-funded programs and three (3) PLHA-funded programs:
* Owner-Occupied Housing Rehabilitation (CDBG) - FY2026
* Business Assistance (CDBG) - FY2026
* Code Enforcement (CDBG) - FY2026
* City Facilities ADA Improvements (CDBG) - FY2026
* The Emergency Shelter Beds Program at TSA Bell (PLHA) - Year(s) 3, 5
* Rental Assistance (PLHA) - Year(s) 3, 5
* Supportive Services Case Management (PLHA) - Year(s) 3, 4, 5
The estimated CDBG fund allocation for Fiscal Year ("FY") 2026-2027 is $299,783. The
2026-2027 CDBG Program Year funds will be available when the fiscal year begins on
July 1, 2026. There is also an additional $288,168 of unallocated prior year's CDBG
funds, for a total of $587,951. The City's PLHA Allocation for Year 3 is $375,343,
allocated to the Rental Assistance, Supportive Case Management, and the Emergency
Shelter Beds Program at TSA Bell. For PLHA Year 4, the allocation is $188,123 for one
(1) program, Supportive Services Case Management. For PLHA Year 5, the allocation
is $136,782 for two (2) programs for Rental Assistance and the Emergency Shelter
Beds Program at TSA Bell.
CDBG monies will be utilized to fund the services of the selected consultant, and the
expenditure of such funds shall adhere to all applicable Federal, State, County, and
local regulations.
III. SCOPE OF WORK
The Agreement is for the provision of services by consultant on an as needed basis
and is expected to be a one (1) year term. The City shall have the unilateral option, at
its sole discretion, to renew the Agreement automatically for no more than two (2), one
(1) year extensions (for a total of three (3) years).
The selected consultant will provide the services described in the Scope of Services
identified below. The Scope of Work, as may be modified through negotiation and/or by
a written addendum issued by the City, will be made a part of the Agreement.
Modifications of the Scope of Services through negotiation and/or by written addendum
will be made a part of the future professional services agreement.
The selected consultant agrees to provide the following services in accordance with
industry standards and standards set by the City. All work items will be carried out in
conjunction with City staff direction, input, and review.
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Scope of Services:
1. Meet with City representatives to provide status updates on all CDBG/PLHA
programs and issues requiring immediate attention.
2. Technical assistance for the administration and implementation of the City's
CDBG/PLHA programs.
3. Develop and assist in the preparation of CDBG/PLHA program guidelines.
4. Provide CDBG/PLHA financial management assistance.
5. Prepare and submit to the City a quarterly status report of all CDBG/PLHA
programs.
6. Develop timelines for each approved CDBG/PLHA program, establishing key
dates for review, and accomplishment and progress monitoring.
7. Administration of the housing rehabilitation program. This includes collecting data
and preparing necessary reports for the City, LACDA and HUD. The consultant
will also ensure that all required documentation is present in client files, e.g.,
historical review and lead-based paint notification.
8. Perform initial field inspection of properties for which rehabilitation assistance is
requested. Prepare written inspection reports and cost estimates in connection
with the above inspection.
9. Conducts bid process procedures, review of bids, selection of contractors, and
staff, as appropriate.
10. Arrange pre-construction meetings with contractors, property owners, and staff,
as appropriate.
11. Conduct progress inspections and recommend approval of progress payments.
12. Conduct final inspection; obtain all lien releases from contractors, recommend
approval of final payments and life Notices of Completion, as appropriate.
13. Review and maintain files for all CDBG/PLHA projects.
14. Develop and maintain financial spreadsheets for all CDBG/PLHA projects, to
include eligible reimbursements, amounts expended, reimbursements received,
and balances available.
15. Monitor and maintain all financial records relevant to CDBG/PLHA-funded
projects and reconcile any record discrepancies.
16. Review monthly reimbursement requisitions to the Community Development
Authority prepared by the Finance Department for all CDBG/PLHA projects.
17. Perform CDBG/PLHA project oversight monitoring, to include on-going
monitoring and closeout review for all CDBG/PLHA funded projects.
18. Conduct Davis-Bacon monitoring and contract compliance for all CDBG funded
construction projects.
19. Conduct Section 3 monitoring and compliance for all CDBG funded projects.
20. Prepare all CDBG submissions, as required by the Department of Housing and
Urban Development (HUD) and the County of Los Angeles Community
Development Authority (LACDA) (ex. Contract/Subcontract Activity Report, Labor
Standards Report, etc.)
21. Perform liaison functions between the City and the County of Los Angeles
Community Development Authority.
22. Prepare all CDBG/PLHA related documents, including reports, contracts,
agreements, and amendments.
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23. Develop, prepare, and submit project amendments, as required, for all
CDBG/PLHA funded projects.
24. Advise City and ensure proper implementation of all CDBG/PLHA program
changes.
25. Prepare and submit a Planning Summary and all necessary documentation for
CDBG program year.
26. Conform to the mandatory regulatory provisions of the Urban County CDBG
Program.
27. Be available at City Hall as necessary to complete all work items.
28. Complete Labor Compliance for individual projects as requested.
29. Conduct educational training and advice to City staff on administration and
implementation of the City's CDBG/PLHA programs.
30. Upon request from City staff, attend meeting(s) with City staff to provide updates
and answer questions.
31. All other CDBG and PLHA-related work as directed by the City's Community
Development Director.
IV. PROPOSAL SCHEDULE
RFP ISSUED April 29, 2026
DEADLINE TO SUBMIT QUESTIONS May 13, 2026
at 5:00 PM
ADDENDUM (if necessary) TO RESPOND TO May 14, 2026
QUESTIONS
PROPOSAL DUE DATE June 1, 2026
at 3:00 PM
NOTIFICATION TO PREFERRED June/July 2026
CONSULTANT
*The City reserves the right to modify the Proposal Schedule.
V. GENERAL INFORMATION
A. Proposal Validity. The Proposer's response to this RFP shall be valid for a
minimum of 90 days.
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B. Questions and Inquiries. Questions regarding this RFP are for clarification
purposes only and are to be directed by e-mail to: Cecilia Madrigal-
Gonzalez, Senior Planner at cmadrigal@cityofcudahyca.gov. The
deadline for submitting questions is 5:00 pm on Wednesday, May 13, 2026. In
response to all questions received by this deadline, the City will issue an
Addendum (if necessary) on Thursday, May 14, 2026.
C. Submission Deadline. Proposals must be received, in a sealed envelope
with the words "REQUEST FOR PROPOSAL - Community Development
Block Grant (CDBG) and Permanent Local Housing Allocation (PLHA)
Administration Services (On Call Services)" clearly labeled along with the
name and address of the firm, by the City Clerk's Office by 3:00 pm on
Monday, June 1, 2026. The submitted packet shall include three (3) copies
of the proposal and an electronic copy (flash drive).
D. Late Submittals. It is strongly recommended that proposals be delivered in-
person or via personal courier by or before the submission deadline.
Proposals received after the specified submission deadline will be disqualified
and not considered. Proposals postmarked prior to the applicable deadline
date but received after the deadline will also be disqualified and not
considered. Proposers are responsible for ensuring the timely submission of
their proposal. Proposals may not be submitted via facsimile or electronic
mail.
E. Withdrawal or Modifications. A proposal may be withdrawn or changed by a
written and signed request by the firm prior to the final deadline for
submission of proposals. If consultants do not make this request before the
final deadline, the firm shall be obligated to fulfill the terms of their proposal as
submitted. In the event a proposer seeks to withdraw and modify a proposal,
the modified proposal must be submitted before the applicable submission
deadline.
F. Addenda. If any portion of this RFP is changed, the City will publish addenda
on the City's website at the following link:
https://www.cityofcudahyca.gov/bids.aspx. The City will provide addenda via
email to all Proposers that have submitted an RFP. Receipt of an addendum
of the RFP by a Proposer must be acknowledged by submitting the signed
addendum with the RFP submittal. Submittals received without all applicable
addenda may be rejected as incomplete. Proposers must acknowledge all
addenda, if any.
G. Responsiveness. All submittals will be reviewed by the City to determine
compliance with all requirements and instructions as specified in the RFP.
Firms are notified that failure to comply with any part of the RFP may result in
the rejection of the submittal as non-responsive.
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The City also reserves the right, at its sole and absolute discretion, to waive
minor administrative irregularities or errors.
H. Costs. The City will not be liable for any costs incurred by the Proposer in
preparing and responding to this RFP. The Proposer shall not include any
pre-contractual expenses as part of the proposed cost.
I. Legal Authorization. All forms and documentation included in this RFP must
be signed and dated by a person authorized to legally bind the Proposer to a
contractual relationship with the City.
J. Conflict of Interest. Proposer is required to issue a brief statement
disclosing potentially conflicting interests including:
1. Any litigation involving the Proposer or the Proposer's personnel which is
adverse to the City; and
2. Any financial, business, or other relationship with the City that may have
an impact upon the outcome of this Agreement. Particular attention should
be paid to compliance with the Political Reform Act, common law conflicts,
or Government Code Section 1090.
K. Rejection of Submittals. The City reserves the right at its sole discretion to
reject any and all submittals received without penalty as result of this RFP.
1. A proposal may be immediately rejected for reasons including without
limitation:
i. It contains misrepresentative or misleading information;
ii. It is received at any time after the exact date and time of the deadline
set for receipt of proposals;
iii. It does not meet the required specifications or terms and conditions as
prescribed;
iv. It is not prepared in the format outlined in this RFP, is incomplete, non-
responsive, obscure, irregular, or lacking necessary detail and
specificity;
v. It is signed by an individual not authorized to represent the Proposer;
vi. Proposer is involved in outstanding litigation that could impinge on its
ability to complete the responsibilities and obligations of the proposal;
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vii. The Proposer, in the sole judgment of the City, lacks the qualifications,
experience, and/or responsibility necessary to provide the services;
viii. Any other reason in the City's sole and absolute discretion.
L. No Guarantee of Contract. No guarantee is made that any contract will
be awarded in response to this RFP. The City does not commit to
awarding an agreement, paying any costs incurred in preparing the
Proposal for this request, and/or procuring or contracting any items or
services.
M. Insurance Coverage. If a Proposer is selected, all insurance
documentation will be provided to the City prior to the execution of a
contract at the expense of the Proposer. All insurance requirements are
included as a provision of the contract.
N. Sub-consultants. Proposer shall identify any sub-consultants and
describe the responsibilities that will be assigned to them. The same level
of references and background information required for Proposers shall be
required of sub-consultants.
O. Acceptance of Conditions. Proposer shall include a statement offering
the acceptance of all conditions listed in the RFP document and any
addenda or attachments thereto (including, but not limited to, all the
conditions reflected in the sample Professional Services Agreement)
which shall be submitted with the proposal. Any exceptions or requested
changes to the scope of services, conditions of the RFP and any addenda
or attachments thereto, and/or to the Agreement must be clearly identified
in the proposal submitted in response to this RFP, and must include the
following:
* Clear identification of each proposed change to the professional
services agreement, including any relevant attachments.
* Clearly stated rationale for the requested exception or
requested change, as well as specific recommendation for
alternative language.
The City shall determine whether to accept or to reject the requested
exception or change(s) in its sole and absolute discretion. Any proposal
submitted in response to this RFP that does not note any exceptions or
changes shall be presumed to accept all conditions and requirements in
Attachment A. Items not accepted will not be open to later negotiation.
P. Public Record. All proposals submitted in response to this RFP will
become the property of the City upon submission and a matter of public
record pursuant to applicable law. The City reserves the right to make
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