Agenda Item Wording:
title
Baker Tilly Consultant Contract - Authorize the City Manager to execute agreements for the award of a contract for to Baker Tilly US, for professional services for the preparation of the Consolidated Plan (ConPlan) federal program years 2025-2029, an updated Analysis of Impediments to Fair Housing Choice (AI), and a Housing Condition Windshield Survey.
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Deadline for Action: 12/18/2023
Submitting Department: Finance and Technology Services
Contact Name and Phone Number:
Margie Perez, Housing Specialist, (559) 713-4460, margie.perez@visalia.city;
Melody Murch, Assistant Finance Director, (559) 713-4379, melody.murch@visalia.city; Renee Nagel, Finance Director, (559) 713-4379, renee.nagel@visalia.city
Department Recommendation:
The City of Visalia issued a Request for Proposal for this contract and an evaluation committee reviewed and scored all proposals. The committee recommends that Council:
1) Award RFP 22-23-70 to Baker Tilly US, LLP; and
2) Authorized the City Manager or their designee to negotiate and execute a contract agreement with Baker Tilly US, LLC, not to exceed $117,149 for professional services for the preparation of the Consolidated Plan (ConPlan) federal program years 2025-2029, an updated Analysis of Impediments to Fair Housing Choice (AI), and a Housing Condition Windshield Survey.
Background Discussion:
The City released Request for Proposals (RFP) 22-23-70 requesting a detailed proposal from a qualified consulting firm with an understanding of United States Department of Housing and Urban Development (HUD) regulations, and experienced principal staff for the development, preparation, and submission of:
• The Consolidated Plan (ConPlan) for Federal Program Years 2025-2029 in accordance with applicable requirements under the Code of Federal Regulations 24, CFR Part 91; and
• An updated Analysis of Impediment to Fair Housing Choice (AI) which requires the consultant to provide technical assistance, development of the AI and an implementation plan required to carry out the HUD Fair Housing rule based upon regulations and requirements in place.
• An optional Housing Condition Windshield Survey to evaluate the need of rehabilitation or code enforcement for housing in the City of Visalia.
The RFP remained open from October 26, 2023, through November 28, 2023. A public notice to solicit the RFP was published in the Visalia Times Delta on October 26, 2023, and October 31, 2023. A public notice was also posted on the City’s website, and the Central Valley Purchasing System “BidNet”.
This project is being funded by the Community Development Block Grant (CDBG) grant number B-25-MC-06-0035, and HOME Investment Partnership Program (HOME) funds grant number M-23-MC-06-0230.
Consolidated Plan (ConPlan): as per 24 CFR 91, HUD requires local jurisdictions to prepare a Consolidated Plan (ConPlan) which is designed to assess Visalia’s affordable housing and community development needs and market conditions, as well as make data-driven, place-based investment decisions. The ConPlan will include components such as goals, objectives, and obstacles to meeting underserved needs and non-housing community development. It will also address issues related to an anti-poverty strategy, institutional structure, and barriers to affordable housing. There are three major components of the ConPlan: 1) Citizens Participation Plan; 2) Housing and Community Development Needs Assessment; and 3) Housing and Community Development five-year Strategic Plan and 4) One Year Action Plan. This also includes preparing an Analysis of Impediments to Fair Housing Choice, which provides important information concerning barriers to fair housing choices which may identify needs within our community and shape proposed projects.
The production of the ConPlan serves as the planning document which builds on a participatory process with citizens, organizations, businesses, and other stakeholders. The ConPlan functions as a strategy to follow, carrying out the City’s priorities (housing and community development needs) over a five-year period (2025-2029) with the use of HUD’s Community Planning and Development (CPD) formula grants as follows:
• Community Development Block Grant (CDBG): The primary objective of the CDBG program is the development of viable urban communities through the provision of decent affordable housing, improved living environments and expanded economic development opportunities which serve principally low- and moderate-income persons, as defined by HUD.
• HOME Investment Partnership Program (HOME): The HOME program provides affordable housing opportunities to low-income households.
Outreach: To develop the 2025-2029 ConPlan and AI the City will undertake an extensive community needs assessment and outreach. The ConPlan consultant will assist with conducting community needs surveys and outreach both in-person at the Citizens Advisory Committee and City Council public hearings and during virtual stakeholders and community meetings. Baker Tilly will also conduct online surveys and advertise on the City’s social media outlets, City website, the Kings/Tulare Homeless Alliance listserv, Visalia Chamber listserv, and the Visalia Times Delta to gather additional citizen input on the development of the 2025-2029 ConPlan and AI. City staff will also attend local community events throughout the year to gather additional citizen’s feedback and input, such as, the Farmworker Women’s Conference at the Visalia Convention Center, and Parks and Recreation community events.
The Strategic Plan: Per 24 CFR 91.215, the Strategic Plan must indicate the general priorities for allocating investment geographically within Visalia and among different activities and needs. It must describe the rationale for establishing the allocation priorities given to each category of priority needs, particularly among extremely low-income, low-income, and moderate-income households. The Strategic Plan must also identify any obstacles to meeting underserved needs and summarize the priorities and specific objectives the City intends to initiate and or complete during the 5-year period.
The Annual Action Plan (AAP): as per 24 CFR 91.220, is adopted prior to the beginning of each fiscal year and identifies the programs and funding the City plans to implement that year in conformance with its ConPlan. The first year Action Plan is also a component of the ConPlan.
Analysis of Impediments to Fair Housing Choice (AI): 24 CFR 91, the HUD Affirmatively Furthering Fair Housing (AFFH) Rule, aims to provide all HUD grantees with clear guidelines and data that will help set goals to reduce barriers to fair housing choice. HUD requires the Analysis of Impediments (AI) to address fair housing barriers and goals for all Participating Jurisdictions (PJs). The AI is a document that will be produced as a component of the ConPlan which must satisfy the requirements of the Housing and Community Development Act of 1974, as amended. This act requires that each jurisdiction receiving CDBG and HOME funds, “plan and take actions”, to overcome the effects of any impediments to fair housing.
Housing Condition Windshield Survey: Staff is recommending, in addition to the ConPlan Market Analysis requirements, a “Windshield Housing Condition Survey” to be included in this contract award. Many homes within the City were constructed at least 30 years ago, and deteriorated housing is a problem that must be identified and addressed. The U.S. Census Bureau does not collect much information on condition on any of its surveys that provide detailed block-by-block information. An alternative that is often recommended is a “Windshield Survey” which involves a survey of the exterior conditions of homes, by either walking or driving through a neighborhood and evaluating houses from a windshield view. Its advantages are that it can be done at relatively low cost and quickly. The Housing Condition Survey can be used to provide an indicator of the need for rehab and/or code enforcement services. The City is required to adequately plan for the housing needs of everyone in the community, including lower income neighborhoods, through the AI and the Housing Element Report. The Housing Condition Windshield Survey provides invaluable information and context to identify trends and housing quality issues for the required Housing Needs Assessment. This is essential information in completing the ConPlan, and AI according to HUD requirements, as well as the annual Housing Element Report prepared for the California Department of Housing & Community Development (HCD). Housing Element compliance is required to apply for additional affordable housing development state grants, such as the Multifamily Finance Super NOFA that funds projects like the Lofts and Rancho Colegio.
Proposals Received
The City took several steps to solicit RFP 22-23-70 by publishing a public notice in the Visalia Times Delta on October 26, 2023, and October 31, 2023. A public notice was also posted on the City’s website, and the Central Valley Purchasing System “BidNet”. Potential organizations were also notified directly via email. The City received two proposals, from Baker Tilly US, LLC, and Michael Baker International. The evaluation committee reviewed and scored both proposals. Based on the overall scores, the evaluation committee recommends to award RFP 22-23-70 to Baker Tilly US, LLC for the preparation of the Consolidated Plan (ConPlan) federal program years 2025-2029, an updated Analysis of Impediments to Fair Housing Choice (AI), and a Housing Condition Windshield Survey.
Based on the overall RFP evaluation scores, the evaluation committee recommends awarding RFP 22-23-70 to Baker Tilly US, LLC. Based on the firm’s experience the original proposed costs were $134,508 for the development of the ConPlan and AI, and $6,080 for the Windshield Survey for a total of $140,588. To bring this cost down, City staff negotiated to convert several in-person stakeholder and staff meetings to virtual meetings, reducing consultant staff hours and travel expenses. This has reduced the proposed contract costs to $111,981 for the development of the ConPlan and AI and $5,168 for the Windshield Survey for a total of $117,149. In-person meetings will still be held during the Citizens Advisory Committee meetings as well as City Council public hearings to allow in-person citizen participation.
Contract Agreement
The final draft of the 2025-2029 ConPlan, 2025 Annual Action Plan, and AI are due to HUD no later than May 15, 2025. Therefore, the ConPlan consultant contract term is expected to run from approximately January 1, 2024, through July 30, 2025, or until HUD approves the 2025-2029 ConPlan, 2025 Annual Action Plan, and AI for the amount not to exceed $117,149.
Fiscal Impact:
Contract payments (not to exceed $117,149) will make use of administration funds from the City’s Community Development Block Grant (CDBG), and HOME Investment Partnership Program (HOME) funds. These funds are appropriated as part of the housing budget and no separate appropriation is necessary for the execution of this contract. The cost of this contract is expected to be paid from a combination of fiscal year 2023/24 and fiscal year 2024/25 program funds. No General Fund money is included or requested for this contract.
Prior Council Action: None.
Other: None.
Alternatives: None.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move that Council:
1) Award RFP 22-23-70 to Baker Tilly US, LLP; and
2) Authorized the City Manager or their designee to negotiate and execute a contract agreement with Baker Tilly US, LLC, not to exceed $117,149 for professional services for the preparation of the Consolidated Plan (ConPlan) federal program years 2025-2029, an updated Analysis of Impediments to Fair Housing Choice (AI), and a Housing Condition Windshield Survey.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Attachment A - Baker Tilly Draft Contract Agreement