CITY OF PASADENA COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM PROGRAM YEAR 2017-2018 REQUEST FOR PROPOSAL (RFP) NON-PUBLIC SERVICES CITY OF PASADENA HOUSING AND CAREERS SERVICES DEPARTMENT OFFICE LOCATION: RENAISSANCE PLAZA, 649 N. FAIR OAKS AVENUE, SUITE 202 PASADENA, CA 91103
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CITY OF PASADENA
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM
PROGRAM YEAR 2017-2018 REQUEST FOR PROPOSAL (RFP)
NON-PUBLIC SERVICES
CITY OF PASADENA HOUSING AND CAREERS SERVICES DEPARTMENT
OFFICE LOCATION: RENAISSANCE PLAZA, 649 N. FAIR OAKS AVENUE, SUITE 202
COMMUNITY DEVELOPMENT BLOCK GRANT (PY2017-18 NON-PUBLIC SERVICE)
APPLICATION
REMINDERS:
ALL INFORMATION REQUESTED MUST BE ACCURATE AND COMPLETE. FAILURE TO INCLUDE ANY OFTHE REQUESTED INFORMATION MAY RESULT IN THE REJECTION OF YOUR PROPOSAL.
ALL RESPONSES TO THE QUESTIONS SHOULD BE:
COMPLETED IN THE SPACE PROVIDED. ALTERING THE DOCUMENT WILL RESULT IN THEREJECTION OF YOUR PROPOSAL.
USE THE RFP EVALUATION CRITERIA TO COMPLETE THE PROPOSAL APPLICATION, WHICH CAN BEDOWNLOADED FROM THE INTERNET AT http://ww5.cityofpasadena.net/housing/cdbg/rfps/
CLEAR AND CONCISE
INCLUSIVE OF THE REQUIRED ATTACHMENTS
ALL PROPOSALS MUST INCLUDE A ONE PAGE TRANSMITTAL LETTER. THIS LETTER SHOULD BE WRITTENON AGENCY LETTERHEAD AND INCLUDE THE FOLLOWING:
A BRIEF SUMMARY OF YOUR PROPOSED PROJECT FUNDING AMOUNT REQUESTED NAME, ADDRESS AND PHONE NUMBER OF THE AUTHORIZED AGENCY CONTACT PERSON(S)
THE ABOVE NAMED PROPOSER HEREBY SUBMITS A PROPOSAL TO RECEIVE FUNDING FROM THE CITY OFPASADENA CDBG (NON-PUBLIC SERVICES) PROGRAMS PURSUANT TO THE REQUEST FOR PROPOSAL. THEPROPOSER WARRANTS THAT ALL OF THE INFORMATION IN THE PROPOSAL PACKAGE IS TRUE AND CORRECT. THEPROPOSER FURTHER AGREES TO ABIDE BY ALL CONDITIONS AND REQUIREMENTS IN THE REQUEST FOR PROPOSAL.THE PROPOSER ALSO UNDERSTANDS THAT THIS PROPOSAL IS THE PROPOSER’S ENTIRE PROPOSAL AND CANNOTBE AMENDED AFTER SUBMISSION, EXCEPT AS PROVIDED FOR IN THE RFP.
OFFICE USE ONLY:DATE RECEIVED: _______________________ BY: ___________________
GENERAL INFORMATION (0 POINTS)(a) Provide your agency’s mission statement and a brief executive summary.
PROJECT DESCRIPTION & ACTIVITY SCOPE (25 POINTS)
(a) Explain why this project is needed. Describe the proposed project to be carried out with the requested funds. Identify one performance indicator for the project (i.e.
housing units, businesses, jobs, people assisted or facilities). Describe what and
how the project will benefit low and moderate income persons. (10 pts)
(b) Identify the objectives of the proposed activity. Describe how the proposed projectwill meet one (1) of the priority needs listed in the City of Pasadena 2015-2019 Five-
Year Consolidated Plan. (5 pts)
PROJECT DESCRIPTION & ACTIVITY SCOPE (25 POINTS)
(c) Provide a clear description of the scope of activity. Detail the specific tasks to be
accomplished in achieving the defined objective(s). (5 pts)
(d) Provide a detailed implementation schedule of the scope of activity from beginning to
end, on a calendar quarter basis. Shedule should be reasonable and achievable within 12 months. (5 pts)
SERVICE BENEFIT (20 POINTS)
(a) Identify the target group that will primarily benefit from the project. Describe how
clients will access services as a result of project completion. Identify facility proximity to public transportation. (5 pts)
(b) Provide the adress(s) of each facility location and its realtion to providing services for this project. Identify the service area of the facility by census tract(s). (5pts)
(c) Identify the percentage (%) of low/moderate income persons tha will be served from the proposed project. (5pts)
SERVICE BENEFIT (20 POINTS)
(c) Identify the national objective to be used for the proposed project. (5 pts)
OUTCOME (10 POINTS)
(a) Provide a clear description of each outcome to be achieved that coincides with the
scope of the proposed activity. Support each outcome with qualitative and
quantitative measurement methods. (5 pts)
(b) Describe how the proposed project will achieve one of the CDBG outcomes
(Availability/Accessibility, Affordability, or Sustainability). In addition, clearly demonstrate how the agency will benefit the target group for atleast 3 years after the completion of the project. (5 pts)
ADMINISTRATIVE CAPACITY (25 POINTS)
(a) Summarize the agency's background and staff experience with the proposed orsimilar federally-funded project. (5 pts)
(b) Identify all professional and/or construction services, covered by CDBG, that the agency will contract out for the proposed project. Construction projects require adherance to Federal Labor Standard Provisions to ensure labor compliance. (10 pts)
ADMINISTRATIVE CAPACITY (25 POINTS)
(c) Describe the design details for the proposed project.
Describe your agency’s ability to financially sustain the proposed project for a
minimum of three (3) months until reimbursement of expenditures are received. (10 pts)
COST BUDGET AND NARRATIVE (20 POINTS)(a) Provide a project budget identifying use of proposed funding and all other leveraged
funds for the total activity cost (use whole numbers only, no signs or commas). (5 pts)
(b) Identify any leveraged sources that will be utilized for the proposed project. Includeofficial commitment letter for each source in the Required Supporting Documentationsection. (10 pts)
* The FY 2016 Consolidated Appropriations Act changed the definition of extremely low-income to be the greater of 30/50ths (60 percent)of the Section 8 very low-income limit or the poverty guideline as established by the Department of Health and Human Services (HHS), provided that this amount is not greater than the Section 8 50% very low-income limit. Consequently, the extremely low (30%) income limits may equal the very low (50%) income limits.
Check Contractor & Sub’s Eligibility, License Status and Worker’s Compensation Insurance Coverage
Start LSE File for
Prime and each Sub-
contractor
Assist LCA with Pre-Con
Summarize Labor & Section 3 Requirements
Review weekly CPR’s
May Conduct Employee Field Interviews
May Check PostingCompliance
May ReconcileEmployee Field Interviews with CPR’s
Ensure Resolutionof all labor issues in a timely manner
Local Contracting Agency (LCA)
Step 1:
Work with Program Coordinator to develop Exhibit A & B
Provide Implementation Schedule
Step 1:
Develop BidDocument Plans, Scope of Work & Specifications Step 3:
Issue Invitation toBid (15 Day min. to bid close)
Issue Bid Doc’s toProspective Bidders
Conduct Pre-BidWalk
Provide Notice of Change or Addendums to Prospective Bidders
Respond toRequests for Information (RFIs)
Step 1:
Open Bids
Evaluate Bids/Proposals
Submit EvaluationResults to City for Approval
Step 1:
Provide Contractorwith Notice of Contract Award (schedule Pre-Construction meeting within 10 days of notice)
ExecuteCONTRACTOR AGREEMENT:
Prevailing WageReq.
HUD-4010
Wage Decision
Step 1:
Submit Notice of Award to City
Conduct Pre-Construction Meeting Step 2:
Issue Notice toProceed (once Sub-contractor has submitted Compliance Doc’s to City)
Review weekly CPR’s
Conduct EmployeeField Interviews
Check PostingCompliance
Reconcile EmployeeField Interviews with CPR’s
Identify & Resolveall labor issues in a timely manner
Consultant or Assisting Agency
AS ASSIGNED BY LCA AS ASSIGEND BY
LCA AS ASSIGNED BY
LCA AS ASSIGNED BY
LCA AS ASSIGNED BY
LCA AS ASSIGNED BY LCA AS ASSIGNED BY LCA AS ASSIGNED BY LCA
Prime Contractor
Not mandatory toattend Pre-Bid Walk
Evaluate Scope of Work
Seek clarificationthru RFI
Submit Line Item Bid
Submit List of Subs
Submit Compliance Doc’s
Meet Bonding andInsurance Requirements
Not Mandatory to attend Pre-Construction (with company payroll staff)
All Sub-Contractors & Lower-Tier Contractors
Mandatory to attendPre-Construction (with company payroll staff)
Submit Compliance Doc’s
Worker Respond to FieldInterviews
APPENDIX: A
AUTHORIZING RESOLUTION FROM BOARD OF DIRECTORS Name of Proposer: ________________________________________________________ Address: ________________________________________________________ Telephone: ___________________________
Be it resolved that the Board of Directors of __________________________________ resolved
at its meeting of ______________________________________ to authorize (Date)
_____________________________________, ______________________________ to submit (Name) (Title)
an application to the City of Pasadena for funding in the name of the organization. The amount
requested is $ _________________.
This Board authorizes __________________________________ as Executive Director (Name)
to execute any documents necessary for subject funding. If funded, the proceeds of the
funding will be utilized to:
I hereby certify that the foregoing resolution was approved by our Board.
_____________________________________________ _________________________ President of Board (Signature) (Date) _____________________________________________ Agency/Organization
APPENDIX: B
NON-COLLUSION DECLARATION
The undersigned declares:
I am ________________________________________________________________________________________,
The party making the forgoing bid/proposal submitted herewith to the City of Pasadena declares:
That all statements of fact in such bid/proposal are true;
That such bid/proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation;
That such bid/proposal is genuine and not collusive or sham;
That said bidder has not, directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interest of the City of Pasadena, or of any other bidder or anyone else interested in the proposed contract; and further
That prior to the public opening and reading of bids/proposals, said bidder:
a. Did not directly or indirectly, induce or solicit anyone else to submit a false or sham bid/proposal;
b. Did not directly or indirectly, collude, conspire, connive or agree with anyone else that said bidderor anyone else would submit a false or sham bid/proposal, or that anyone should refrain frombidding or withdraw his or her bid/proposal;
c. Did not, in any manner, directly or indirectly, sought by agreement, communication, or conferencewith anyone to raise or fix the bid/proposal price of said bidder or of anyone else, or to raise or fixany overhead, profit, or cost element of the bid/proposal price, or of that of anyone else;
d. Did not, directly or indirectly, submit his or her bid/proposal price or any breakdown thereof, or thecontents thereof, or divulge information or data relative thereto, to any corporation, partnership,company, association, organization, bid depository, or to any member or agent, or to any individualor group of individuals thereof to effectuate a collusive or sham bid, except the City of Pasadena,and has not paid, and will not pay, any person or entity for such purpose or to any person orpersons who have a partnership or other financial interest with said bidder in his or her business.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I certify under penalty of perjury of the laws of the State of California that the above information is correct.
This contract is subject to the City of Pasadena’s Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The Ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000:
Pay no less than ten dollars and seventy-five cents ($10.75) per hour plus medical benefits of no less than one dollar and eighty-five cents ($1.85 per hour, or twelve dollars and sixty cents ($12.60) per hour without medical benefits to all employees who spend any of their time providing labor or delivering services to the City of Pasadena. Additionally, in January 2014 and each January thereafter the Living Wage rate shall be adjusted by the change in the Consumer Price Index, for the Los Angeles-Riverside-Orange County area, for the most recently available 12 month period. Accordingly, current City contractors will be required to adjust wage rates no later than July 1st, to remain in compliance.
Notify employees who spend any of their time providing labor or delivering services to the City of Pasadena who make less than twelve dollars ($12) per hour of their possible right to the federal Earned Income Tax Credit (EITC) under § 32 of the Internal Revenue Code of 1954, 26 U.S.C. § 32, and making available to such employees forms required to secure advance EITC payments.
The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.
I, ___________________________________________________________________________ (Name, Title) (Signature)
do hereby certify and declare under penalty of perjury that if awarded the contract for which this bid/proposal is made _____________________________________ will comply with the
(Name of Company)
requirements of the Pasadena Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11 and the rules and regulations promulgated thereunder. I understand that failure to comply with the provisions of the Pasadena Living Wage Ordinance may result in termination of the contract as well as other penalties as stated in Pasadena Municipal Code Chapter 4.11.
On August 4, 2008, the Pasadena City Council amended the Living Wage Ordinance such that the provisions of the Living Wage Ordinance may be waived in a bona fide collective bargaining agreement, but only if the waiver is explicitly set forth in clear and unambiguous terms. If this provision applies, you must provide a copy of the collective bargaining agreement to the City.
Please return this form with your bid/proposal. Questions concerning the Living Wage Ordinance should be directed to the Department of Finance – Purchasing Division 626.744.6755.
APPENDIX: D
ASSURANCES AND CONDITIONS TO THE PROPOSAL
The authorized person(s) for each proposer organization must read the Assurances and Conditions outlined below and complete the signature block included below. Completion of the signature block acknowledges the proposer's understanding of and agreement with the following provisions. All federal regulations pertaining to U.S. Department of Housing and Urban Development (HUD) requirements include but are not limited to the following provisions:
1. Equal Opportunity in Contracting Ordinance: In submitting a proposal to perform work,provide services, or to supply goods, material, or equipment, under contract to the City ofPasadena, the proposer must comply with the requirement of the Pasadena EqualOpportunity in Contracting Ordinance, Chapter 4.09 of the Pasadena Municipal Code, andwith all state and federal equal employment laws.
2. Section 3 Compliance: Section 3 is a provision of the Housing and Urban DevelopmentAct of 1968 which requires that programs of direct financial assistance administered bythe U. S. Department of Housing and Urban Development (HUD) provide, to the extentpossible, opportunities for contracting with local businesses and the hiring and training oflow-income residents in connection with projects in their neighborhoods. This documentis provided for information purposes only. A separate form will be completed bysuccessful bidders at the time of contract.
3. Accurate Information: The proposal must set forth full, accurate, and completeinformation as required by the RFP. No changes or additions are allowed after theproposal deadline.
4. Davis-Bacon: Renovation or rehabilitation undertaken under this Request for Proposal(RFP) may be subject to the requirements of the Federal Labor Standard as listed in theDavis-Bacon Act and related Acts. These requirements are imposed upon the City by theU. S. Department of Housing and Urban Development.
Handyworker I 25,000.00 5,000.00 30,000.00 1.00 30,000.00
Handyworker II 25,000.00 5,000.00 30,000.00 0.80 24,000.00
Total Direct Personnel Costs 78,000.00
Travel 1,000.00
Program Supplies 2,000.00
Program Materials 8,000.00
Consultants/Contractors (List up to first $25K of each contract )
Contract A 25,000.00
Contract B 15,000.00
Other Direct Services 1,000.00
Lead-Based Testing 1,000.00
Total Direct Non-Personnel Costs 53,000.00
Total Modified Direct Costs 131,000.00
Estimated 10% Indirect Costs $13,100.00
Definition of Equipment
Definition of Capital Expenditures
Equipment means tangible personal property (including information technology systems) having a useful life of
more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level
established by the non-Federal entity for financial statement purposes, or $5,000.
Capital expenditures means expenditures to acquire capital assets or expenditures to make additions,
improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to
capital assets that materially increase their value or useful life.
Calculation of 10% Indirect Costs Based on Modified Total Direct Costs (MTDC)
Direct Non-Personnel Costs
Direct Personnel Costs
MTDC includes all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel,
and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the
period of performance of the subawards and subcontracts under the award). MTDC excludes equipment,
capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships,
participant support costs and the portion of each subaward and subcontract in excess of $25,000.
Example of Budget Estimate
Appendix F
Appendix G
Applicant Organization’s Funding History
This form is to be included in all proposals submitted.
Instructions: Please use the form below to report the CDBG funding history of your organization. Please detail your organizations funding history as thoroughly as possible. It is required that the applicant agency report for no less than the last 5 year period. Please use N/A if there is no information available. Please use additional sheets if necessary.