REQUEST FOR PROPOSALS NO. 04-22
CONSULTANT SERVICES FOR PREPARATION OF A COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION FOR PLANNING AND TECHNICAL ASSISTANCE AND ADMINISTRATION AND IMPLEMENTATION OF THE PROGRAM
DESCRIPTION:
The Federal Department of Housing and Urban Development (HUD) provides funds to states to principally benefit lower income people, eliminate slums and blight, and/or meet an urgent community development need. The California Department of Housing and Community Development (HCD) administers this funding to local jurisdictions through the Community Development Block Grant (CDBG) program. Amador County is seeking consultant services to prepare a CDBG application under the Planning and Technical Assistance component for both the General Allocation and the Economic Development Allocation. The application must be submitted in time for the September 30, 2004 application deadline.
HUD and HCD require local jurisdictions to follow stringent federal and state laws and regulations. Numerous and often complex reporting requirements must be met in a timely fashion. The County is seeking a professional with experience in administering and implementing CDBG activities and programs. The “Scope of Work” is described in Exhibit A.
PROPOSAL AND SUBMITTAL REQUIREMENTS:
Responses to the Request for Proposal are to be submitted in the following format:
1. A brief history and summary of the firm’s qualifications.
2. A statement of the professional qualifications and experience of the firm as it pertains to the knowledge of the Central Sierra foothills.
3. A statement of the professional qualifications and experience of the firm as it pertains to the CDBG program. Include a list of successful CDBG Planning and Technical Assistance applications written by the staff who will be assigned to the project. Also include a list of jurisdictions for which your firm has administered and/or implemented CDBG programs and projects.
4. A statement of the professional qualifications as pertains to the proposed project.
5. A discussion of the general tasks and time line to carry out the application, administration, and implementation of the project.
6. Resumes of key personnel from the firm who will be assigned to implement the grant, if awarded.
7. A preliminary cost estimate for each task included in the Scope of Work. The application preparation should be listed as a lump sum. Administration should be billed on an hourly basis, in arrears, for hours expended during the previous quarter. List a not-to-exceed total for administration, including hourly rates for personnel who will be assigned to the project. For implementation, list a not-to-exceed total for implementation of the General Allocation activity and a not-to-exceed total for implementation of the Economic Development Allocation activity. Implementation should be billed for each task completed during the prior quarter, based on hours actually expended.
8. A statement of the firm’s policy regarding affirmative action and an indication if the firm is a small business and/or minority or woman-owned business.
9. Proof of insurance (worker’s compensation, general and automobile liability).
SELECTION PROCESS:
The County shall review the responses to the Request for Proposal based on the following consultant selection criteria:
1. Capacity to perform the “Scope of Work” (30%).
2. Experience with the Planning and Technical Assistance Allocation of the CDBG program, in particular, successfully proposal writing, administration, and implementation (30%).
3. Staff Availability (20%).
4. Price (20%).
The County may ask additional questions of persons responding to the Request for Proposal after written proposals have been evaluated. The County reserves the right to reject any and all proposals submitted, to request clarification of services submitted, to request additional information from competitors, and to waive any irregularity in the proposal and review process, as long as County procedures remain consistent with the CDBG procurement requirements. The County may select a consultant based upon written submittals only.
Interested parties shall submit six (6) copies of the response to the Request for Proposal to be received no later than 1:30 pm on Thursday, August 5, 2004, addressed to:
County of Amador Purchasing Office; by U.S. Mail at 12200 B Airport Road, Jackson, CA 95642-9527; or delivered in person, U.P.S., Federal Express, or by any other means to 12200 B Airport Road, Martell, CA.
The County anticipates making a consultant selection in August 2004.
INSTRUCTIONS:
Six copies of your proposal must be submitted in a sealed opaque envelope. Your return address and the RFP number (RFP# 04-22) must appear on the outside of the envelope.
RFP responses will be opened and read in the office of the Director of General Services Administration, located at the above Martell address. Responses received late, will be rejected and returned unopened.
INFORMATION:
The Board of Supervisors reserves the right to accept or reject any or all responses. All responses will become a part of the official files of the County of Amador without obligation to the County of Amador.
Local Bidder Preference, a 4% advantage is allowed to proponents whose business is located within Amador County.
EXHIBIT A – SCOPE OF WORK
Application Preparation:
1. Prepare a CDBG Planning and Technical Assistance application for the General Allocation for County-owned property; and, the Economic Development Allocation for the community of Pine Grove.
2. Prepare notice for and conduct Public Hearing before the Amador County Board of Supervisors on the application (prior to submittal of the application to HCD).
3. Maintain the Public Review File throughout the process.
4. Submit the final application to HCD by no later than September 30, 2004.
Administration:
1. Prepare notification for and conduct Public Hearings for the final Grantee Performance Report and any other Public Hearings which may be required by HCD during the grant period.
2. Complete all grant special conditions that are identified by HCD in the approved grant award.
3. Complete all program reporting to HCD as required by State and Federal regulations.
4. Maintain all program fiscal records including preparation of Cash Requests, and coordinating all activities with the County Administrative Officer, County Auditor and the County Department of General Services.
5. Maintain a Public Information File.
6. Act as principal liaison for this grant activity with HCD.
7. Prepare program records for any monitoring required by HCD and respond to any comments and correct any findings required by HCD.
8. Attend any training or informational meetings conducted by HCD.
Implementation:
A. General Planning Allocation:
Amador County is seeking to develop a redevelopment or reuse plan for parcels of land owned by the County and currently known as the “Amador County Existing Courthouse Site” (Site). The County is in the process of moving all programs and services out of the Site, including Court operations. The Site is expected to be vacant by June 30, 2007. The County is seeking to develop a reuse plan for the Site prior to that date. It is the Board of Supervisor’s goal to utilize the Site in a manner which addresses future community needs.
Currently there are no planned future uses for the Site. The Board of Supervisors has discussed the possibility that the Site be utilized in a manner which supports County development efforts which may include workforce housing and facilities to support community college classes. While sale of the Site is an option, another alternative to be explored is the long-term lease of the Site by the County under the “public land trust” concept. For example, the County may consider a long term (50 year) ground lease to support the development of workforce housing.
The Site includes 1.87 acres, including the parcel on Water Street, and is situated between Court Street, Summit Street, and McDowell in Jackson; a few blocks from the intersection of State Highways 49 and 88. The City of Jackson’s population is 3,989 and the County’s population is 35,100. The Site currently includes seven buildings. The Courthouse at 108 Court Street is 21,190 square feet and includes four floors. It was built in 1864 and remodeled in 1940 and will require significant structural improvements and renovation for future use. Additional buildings include a brick two-story building of 2,112 square feet and five wood frame buildings consisting of (1) a 1,350 square foot single story; (2) a 2,400 square foot two-story; (3) a 1,457 square foot two-story; (4) a 1,457 square foot single story; and, (5) a 2,600 square foot two-story. All buildings will require significant structural improvements to be reused. A future plan for the Site might include partial or complete demolition, or partial or complete renovation of the existing buildings. The cost of renovation must be addressed as part of a reuse plan.
B. Economic Development Allocation:
The Economic Development component is planned for the community of Pine Grove which is located approximately 10 miles east of Jackson on State Highway 88. The Scope of Work for this activity includes the preparation of a business economic study that will investigate the economic and architectural health, viability, and potential growth of the Pine Grove Business Community. The study will be made available to the Pine Grove businesses and the County
for their use; and, will include the following components:
1. Develop the base line study data.
a. Define the boundary of the study area.
b. Develop a business inventory index listing the types and numbers of businesses.
c. Estimate the extent of the community that utilizes the services of the businesses.
d. Estimate the local vs. "passing through" patronage.
2. Develop a needs and assets assessment of the business community.
a. Meet with each sector of the business community to determine needs and assets.
b. Develop a program to address shortcomings.
3. Study the need for an architectural and/or historical theme for developing a cohesive appearance to the business district.
a. Review the historical architecture.
b. Review successful architecture themes in similar rural foothill communities.
c. Discuss possible themes with the business community.
d. Provide 3 alternate architectural themes.
4. Develop alternate growth scenarios.
a. Revue business growth scenarios from various rural foothill communities.
b. Compare scenarios applicability to Pine Grove.
c. Develop 3 most probable growth scenarios.
5. Assess future impacts.
a. Study the impact of the future Pine Grove Corridor Project on the economic viability of the business community.
b. Study the impact of continued residential growth.
c. Identify any other major potential impact to the economic viability of the business community.
6. Prepare an action plan to encourage and develop a viable business community for Pine Grove.
7. Present the study to the Pine Grove Community in a Town Hall Meeting.
8. The study shall be prepared in MSWord format. Two hard copies and an electronic version will be given to the Pine Grove Council.