PROGRAM ADMINISTRATION SERVICES FOR THE CITY OF SANTEE’S COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM

Agency:	City of Santee
State:	California
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services U - Education and Training Services
Posted:	Nov 22, 2023
Due:	Dec 4, 2023
Solicitation No:	RFQ 23/24 - 30010
Publication URL:	To access bid details, please log in.

RFP Number: RFQ 23/24 - 30010
Start Date: 11/08/2023 7:30 AM
Close Date: 12/04/2023 3:00 PM

The City of Santee is seeking qualifications from qualified private firms and individuals to provide program administration related services and technical assistance for its Community Development Block Grant (CDBG) Program.

Documents:

RFQ # 23/24 - 30010
Addendum No. 1

The City’s estimated budget for this project is $24,000.

Any questions relating to this project should be directed to Bill Crane at (619) 258-4100 x221, or via email at BCrane@cityofsanteeca.gov .

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PLANNING AND BUILDING DEPARTMENT

PROGRAM ADMINISTRATION SERVICES FOR THE CITY

OF SANTEE’S COMMUNITY DEVELOPMENT BLOCK

GRANT (CDBG) PROGRAM

RFQ Issued | November 8, 2023

RFQ # 23/24 - 30010

Qualifications Due | Monday, December 4, 2023 • 3:00 PM

Public RFQ Opening | No

Estimated Budget | $24,000

60139.00001\41587006.2

City of Santee

10601 Magnolia Avenue • Santee, CA 92071

(619) 258-4100

www.CityofSanteeCA.gov

CITY OF SANTEE

REQUEST FOR QUALIFICATIONS

PROGRAM ADMINISTRATION SERVICE FOR THE CITY OF SANTEE’S

COMMUNITY

DEVELOPMENT BLOCK GRANT PROGRAM

November 8, 2023

TABLE OF CONTENTS

1. INTRODUCTION .......................................................................................................... 1

2. BACKGROUND ............................................................................................................ 2

3. SCOPE OF SERVICES ................................................................................................ 3

4. SUBMITTAL PROCEDURES ….................................................................................... 4

5. EVALUATION AND SELECTION PROCESS .............................................................. 4

6. EVALUATION CRITERIA ............................................................................................. 5

7. GENERAL CONDITIONS ............................................................................................. 5

8. SPECIAL CONDITIONS ............................................................................................... 6

EXHIBIT ‘A’ – SAMPLE AGREEMENT

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RFQ – Program Administration Services for CDBG Program

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1. INTRODUCTION

The City of Santee is seeking qualifications from qualified private firms and individuals to

provide program administration related services and technical assistance for its Community

Development Block Grant (CDBG) Program. Qualified consultants assigned to the contract

must have extensive experience working with the federal CDBG Program.

This Request for Qualifications (“RFQ”) describes the City’s need, the required scope of

services, the selection process, and the minimum information that must be included in the

submittal. Failure to submit information in accordance with the RFQ requirements and

procedures may be cause for disqualification.

If the City is unable to reach an agreement with the selected firm(s) or individual(s), the City

retains the option to negotiate with others. Award of the contract, if any, will be to the firm(s)

or individual(s) whose professional qualifications, experience, and performance plan

demonstrates that they will competently satisfy the requirements in this RFQ within the City’s

budget. This RFQ does not commit the City to award any contract, defray any costs incurred

in the preparation of a submittal pursuant to this RFQ, or in any resulting negotiations, or to

procure contracts for work.

The City’s estimated budget for this project is $24,000.

RFQ Timeline: The following is the City’s tentative schedule for the selection of a qualified

firm:

1. Request for Qualifications released

2. Questions due for consideration

3. RFQ submittals due

4. City Staff review of submittals

5. Interview of top Firms (City’s option)

6. Anticipated award of contract

November 8, 2023

November 17, 2023, by 3:00 PM

December 4, 2023, by 3:00 PM

Week of December 11th, 2023

Week of December 18th, 2023

January 4, 2024

Submittals must be clearly identified “Response to RFQ for Program Administration

Services for the City of Santee CDBG Program” and submitted to:

City of Santee

City Clerk’s Office

10601 Magnolia Avenue – Building 3

Santee, CA. 92071-1222

RFQ Administration: All inquiries or requests for interpretation relative to this RFQ must be

submitted in writing by 3:00 PM on November 17, 2023, to Bill Crane, Senior Management

Analyst\Grants Coordinator, at 10601 Magnolia Avenue, Santee, CA 92071;

bcrane@cityofsanteeca.gov to be considered.

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Questions and requests received after that date and time will be reviewed at City’s discretion

and may not be considered. Respondents are responsible for confirming that questions are

received by City. Contact with City personnel other than the person identified on the

prior page regarding this RFQ may be grounds for elimination from the selection

process.

Any changes to this RFQ are invalid, unless specifically modified by the City and issued as a

separate addendum document. Should there be any question as to changes to the content of

this document the City’s copy shall prevail. All addenda and notices related to this solicitation

will be posted by the City on the City’s website, accessible by the link below.

http://cityofsanteeca.gov/government/finance/purchasing/requests-for-qualifications

In the event this RFQ is obtained through any means other than the City’s website, the City

will not be responsible for the completeness, accuracy or timeliness of the final RFQ

document.

2. GENERAL BACKGROUND

Cities with over 50,000 in population (“Entitlement Cities”) are provided the opportunity to

apply for a direct allocation of CDBG funds.. As an Entitlement City, Santee receives an

annual allocation of approximately $270,000 to $320,000 of CDBG funding per year. These

funds are used to benefit low- and moderate-income persons primarily through infrastructure

improvements, funding to non-profit service providers and up to twenty percent (20%) of each

annual allocation towards the administration costs of the CDBG program.

3. SCOPE OF SERVICES

The Scope of Services shall include, but not be limited to, the following items:

• Provide as-needed technical assistance for the administration and implementation of

the City's CDBG program and projects.

• Review of City of Santee CDBG Program related document to verify compliance with

relevant federal regulations.

• Prepare and complete U.S. Department of Housing and Urban Development (HUD)

reports and documents as detailed below.

• Assist with the preparation of the Program Year 2024 Annual Action Plan, in

accordance with HUD regulations.

• Entry of CDBG activities and accomplishments data in HUD’s Integrated Disbursement

and Information System (IDIS).

• Provide as-needed CDBG financial management assistance.

• Ensure compliance with all applicable federal, State, and local laws, rules, regulations,

and policies.

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4. SUBMISSION PROCEDURES

The submittal must include the following information:

• Cover letter, including the name, address, telephone number, and e-mail address of

the consulting firm or individual consultant, background information, and the name of a

good contact person in the firm.

• Names of the firm's management team and its experience and qualifications in

providing the requested services (including previous experience with CDBG program

administration and projects for other similarly sized jurisdictions),

• Names of the firm's staff and its experience and qualifications in providing the

requested services (including previous experience with CDBG programs and projects

for other similarly-sized jurisdictions),

• Summary of services to be provided and a work-plan describing activity to be

performed.

• Proposed costs, including personnel, equipment and supplies, administrative

overhead, and any other additional costs. The fee quoted shall be on a "not-to-exceed"

basis, including hourly rates for project personnel, and all equipment and supplies.

• A reference list, including the names of jurisdictions, contact persons, and telephone

numbers that your firm (or individual consultant) has provided CDBG administrative

services for in the recent past.

• Any additional information you feel would be applicable to the evaluation of your

proposal.

Sealed submittals must be received at the Office of the City Clerk, City of Santee, 10601

Magnolia Avenue, Building 3, Santee, CA 92071, no later than December 4, 2023, by 3:00

PM. Postmark date will not constitute timely delivery. Submittals received after the above time

will not be considered. The City reserves the right to reject any and all submittals that do not

respond to all requests in this RFQ. Submittals by facsimile are not acceptable and will not be

considered.

The submittal shall be signed by an individual or individuals authorized to execute legal

documents on behalf of the firm.

Failure to comply with the requirements of the RFQ may result in disqualification. Submittals

and/or modifications received after the date and time specified above will not be considered.

5. EVALUATION AND SELECTION PROCESS

Submittals will be evaluated by a City staff based on the information submitted. After initial

screening, staff may select those firms deemed most qualified for this project for further

evaluation. Interviews may or may not be conducted as part of the final selection process.

However, the City may, at its option, select a firm or firms strictly on the basis of the initial

submittals, without short-listing firms or conducting oral interviews. Further, the City has the

option to reject all submittals.

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PROGRAM ADMINISTRATION SERVICES FOR THE CITY OF SANTEE’S COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM

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