HomeMy WebLinkAbout09 - CDBG Program AdministrationCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 9
October 25, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Community & Economic Development, Planning Department
Daniel R. Trimble, Program Manager
949.644.3230. mailto:dtrimblena eity.newport- beach.ca.us
SUBJECT: Review and approval of contract renewal with LDM Associates for
administration of the Community Development Block Grant program for
Fiscal Year 2005 -2006.
ISSUE:
Review contract with LDM Associates for administration of the Community
Development Block Grant program for FY 2005 -2006.
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.
The City entitlement under the CDBG program for FY 2005 -2006 is $412,233. Program
regulations permit the expenditure of up to twenty percent of the total grant for
administration costs. The $54,000 proposed for this contract is the same as prior years
and would be paid for with these funds. The remainder would 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 pleased with the 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 been effective. More importantly, our working relationship with
representatives from HUD continues to be positive.
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:
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Attachments: Letter of Proposal from LDM
Prepared by:
DC.e
DANIEL R. TRIMBLE
C & ED Program Manager
FIUSERSIPLMSharedlCDBGIFY 2005-20061AdminWMmn&wft awal2005.doc
Page 2
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LLDM
Associates• Inc.
September 26, 2005
Daniel Trimble
Program Manager
3300 Newport Blvd.
P.O. Box 1768
Newport Beach, CA 92658 -8915
Re: Proposal to Provide Community Development Block Grant Administration Services
Dear Mr. Trimble:
As per your request, the following letter proposal is being submitted to you in conjunction with
the City's Community Development Block Grant (CDBG) Program. As you know, this was
LDM Associates, Inc.'s (LDM's) third year in providing the City of Newport Beach with
administrative services for the CDBG Program. We believe that we have been able to come in
and become an extension of your staff and performing all required tasks associated with the
CDBG Program. It is our desire to continue to provide you and the City with our services.
Based on our experience in assisting you this last year, we proposed to perform the same scope
of services as last year. We propose to perform the services from for a period of twelve months
(July 1, 2005 to June 30, 2006) for a not to exceed price of $54,000. We propose to have Mr.
Rudy Munoz administer the contract on behalf of LDM. Mr. Munoz will be responsible for the
day to day administration functions of the CDBG program and will be assisted by clerical staff in
performing the required tasks. Our billing rates are attached to this proposal and labeled
Attachment "A."
If you have any questions regarding this matter, please do not hesitate to call me at your
convenience.
Sincerely,
Rudy E. Munoz
Senior Vice - President
10722 Arrow Route, Suite 822, Rancho Cucamonga, CA - Phone: 909.476.6006 ' Fax: 909.476.6086
EXHIBIT "A"
SCHEDULE OF HOURLY BILLING RATES
Rates effective as of January 1, 2005
STAFF PERSON:
President
Vice- President
Senior Associate
Associate
Project Assistant
Secretary
REIMBURSABLE ITEMS:
Project Supplies
Prints/Reproductions
HOURLY RATE:
$85.00/Hr
$75.00/Hr
$70.00/Hr
$60.00/Hr
$45.00/Hr
$35.00/Hr
At Cost plus 10% surcharge
At Cost plus 10% surcharge
10722 Amw Route, Suite 822, Rancho Cucamonga, CA • Phone: 909.476.6006 • Fax: 909.476.6086