CC MEETING: February 6, 2024
DATE: January 25, 2024
TO: Erin Rinehart, City Manager
FROM: Cory Heiple, Environmental Services Director
Marc Guy, Assistant City Manager
Title
Consider Approval Of RFP #23-044 For The 2024-2028 Consolidated Plan Report For The City Of Carrollton From Grow America In An Amount Not To Exceed $50,000.00.
Body
BACKGROUND:
Annually, the City of Carrollton is eligible to receive approximately $750,000 in federal Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Urban Development (HUD). To receive these funds, the City must complete a Consolidated Plan every three to five years.
To be eligible to receive CDBG funds on an annual basis, HUD requires the preparation and submission of a Consolidated Plan. The Plan contains all the application, planning and certification documents required for implementation of the program. The regulations governing the Plan also require that the entitlement city certify that it will affirmatively further fair housing as mandated by Section 808(e)(5) of the Fair Housing Act.
The 2024-2028 Consolidated Plan will contain an analysis of demographic and economic conditions in the City, a review of housing conditions and affordability, and an analysis of housing and community development needs.
Bid notifications were posted online, previous and interested vendors were contacted and advertisements were placed in the Dallas Morning News. The RFP closed on November 9, 2023. Three vendors responded and submitted proposals.
Staff reviewed and analyzed the vendors’ bids based on cost, experience and reporting and administrative flexibility. The Ramsay Group submitted the lowest cost bid but did not receive favorable responses from its references. The second lowest cost bidder was Chrysalis Research, which was the least experienced of the bidders.
Grow America submitted the third lowest cost bid and received favorable responses from its references. Grow America was the most experienced of the bidding vendors. As a result, staff is recommending Grow America as the lowest and best bid for the project.
The award will be for the services listed above and for a one-time Consolidated Plan report.
FINANCIAL IMPLICATIONS:
The services described in RFP #23-044 will be purchased from budgeted funds from the account and in the amount as listed below:
COST CENTER LINE ITEM BUDGET AMOUNT
854210 124250299 2024-2028 Consolidated Plan Report $50,000.00
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goals and objectives to properly maintain the City’s infrastructure and increase the property tax base.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that the City Council award RFP #23-044 to Grow America, based on best value and references, in an amount not to exceed $50,000.00, for a one-time, five-year contract.