City of Grand Forks Staff Report

Transcription

1 City of Grand Forks Staff Report Committee of the Whole September 24, 2018 City Council October 1, 2018 Agenda Item: 2019 CDBG Program and Consolidated Plan Submitted by: Meredith Richards, Community Development Deputy Director Staff Recommended Action: Authorize staff to 1) proceed with the 2019 CDBG program per the attached budget, process and schedule; and 2) issue the attached RFP to solicit a consultant for the Consolidated Plan update process. Committee Recommended Action: Council Action: BACKGROUND: The proposed 2019 CDBG budget is shown below, followed by the amended 2018 budget for comparison. PROPOSED 2019 CDBG BUDGET SOURCES USES Entitlement $400,000 Administration $120,000 Program Income 200,000 Competitive Bricks & Mortar 525,000 HomeCents RLF Receipts 200,000 HomeCents Program 200,000 Unobligated Carryover 125,000 Carryover/Contingency 80,000 $925,000 $925, CDBG BUDGET (AS AMENDED) Entitlement $411,752 Administration $170,000 Prog Inc - Corp Ctr $190,000 Pub Svc set-aside (Social Detox) $40,000 Prog Inc - Loan repaymt $55,000 Bricks & Mortar: HomeCents RLF Receipts $200,000 Salvation Army Elevator $41,000 $856,752 Winterland Playground $60,000 Carryover/Contingency $166,116 St Joseph's Elec Upgrades $15,000 $1,022,868 Mission HVAC $409,000 HomeCents Program $200,000 $935,000 Carryover/Contingency $87,868 $1,022,868

2 The current Consolidated Plan covers years , thus it is time to begin development of the Five-Year Plan. In conjunction with the Con Plan update process, the City must also update its Analysis of Impediments to Fair Housing Choice (AI). Staff therefore seeks authorization to issue the attached Request for Proposals to select a consultant to assist with this. ANALYSIS AND FINDINGS OF FACT: The Community Advisory Committee (CAC) advises City Council on HUD-related issues and requests for CDBG funds. The CAC met on September 12, 2018, to review the upcoming 2019 CDBG allocation process and discuss the Con Plan update process. The CAC concurred with the budget, process and timeline described herein for the 2019 program and consultant selection. Entitlement funding can vary significantly from year to year $330,877 in 2016 vs $411,752 in 2018 and program income is also unpredictable. To help mitigate this, a contingency line item is again included in the 2019 budget. HomeCents Program receipts averaged $212,000/year from , but is trending downward. It is budgeted again at $200,000; however, as a revolving loan fund, its expenditures are constrained by the fund balance. HUD has raised the standards for Public Service (operating funds) reporting and recordkeeping. For the past two years, Public Service funding was limited to a set-aside for the social detox facility which, as a Public Health Dept. operation, met these standards. CDBG funding for social detox was planned for phase-out after 2018, and no CDBG Public Service funding is recommended for The Con Plan update process will include significant consultation with local agencies, with a specific focus on future Public Service funding. Consultant costs will be paid from CDBG administration budgets. SUPPORT MATERIALS: Community Advisory Committee membership and proposed 2019 schedule Draft Request for Proposals

3 COMMUNITY ADVISORY COMMITTEE Becca Bahnmiller, Community Foundation Tiffany Boespflug, Public Health John Colter, Board of Realtor/Apt. Assoc. Deb Davis, NEHSC Collin Hanson, Evolve Grand Forks Scot Hoeper, County Social Services Tori Johnson, Retired (School Dist.) Craig Knudsvig, Retired (Housing Authority) Sandi Marshall, City Council, Development Homes Mark Nelson, GFPD Ann Sande, Retired (Service Clubs) Cynthia Shabb, Global Friends Barry Wilfahrt, The Chamber Schedule September CDBG PROGRAM ALLOCATION & RFP SCHEDULE Description Community Advisory Committee (CAC) discusses recommendations September 24 Committee of the Whole hears recommendations for 2019, RFP October 1 City Council authorizes proceeding with allocation process and issuing RFP October 4 Availability of funds/ application process and RFP publicly advertised October 10 Applicant workshop Wednesday, November 7 Deadline for CDBG applications & RFP submissions November 13 CAC subcommittee reviews/ranks RFP submissions November 14 CAC holds public hearing, reviews/ranks CDBG applications November 26 Committee of the Whole hears CAC applicant rankings, 2019 funding recommendations, consultant recommendation November 29 Draft Annual Action Plan and comment period publicly advertised December 3 City Council sets date for public hearing to approve 2019 Annual Action Plan; authorizes consultant contract January 7 City Council holds public hearing, approves 2019 Annual Action Plan for submission to HUD

4 REQUEST FOR PROPOSALS Development of Five-Year Consolidated Plan and Analysis of Impediments to Fair Housing Choice for City of Grand Forks, ND Community Development Block Grant Program The City of Grand Forks, ND, is seeking a consultant to assist in meeting HUD-mandated planning requirements associated with its CDBG program, specifically the development of a Five-Year Consolidated Plan (Con Plan) and an Analysis of Impediments to Fair Housing Choice (AI). It is the City s preference to select one consultant to develop both documents; however, submissions will be accepted for both or either. BACKGROUND Grand Forks is located within HUD Region 8 (headquartered in Denver) and is one of three CDBG entitlement communities in North Dakota. In the past five years, the City s CDBG allocation from HUD has ranged from $330,877 to $411,752 per year. Following the Flood of 1997, Grand Forks received $171 million in CDBG disaster recovery assistance. This generated varying but often significant amounts of program income, allowing Grand Forks to have a much more robust CDBG program than would have been possible otherwise. Substantial program income is anticipated within the next five-year period but is expected to dry up thereafter. Grand Forks current ( ) Consolidated Plan and most recent AI can be viewed at OVERVIEW/SCOPE OF SERVICES As a prerequisite for receiving CDBG funds, the City must submit to HUD a Five-Year Consolidated Plan, which contains a Citizen Participation Plan (CPP) as an appendix, and an Analysis of Impediments to Fair Housing Choice (to meet its obligation to affirmatively further fair housing). The current Con Plan covers years ; the CPP appendix to the Con Plan was last revised in The City s most recent AI was prepared in 2012 and must be updated in conjunction with development of the next Con Plan. The consultant selected will be expected to perform all data collection and statistical analysis (demographic, income, employment, housing, mortgage lending, etc.) necessary to meet HUD requirements for these documents, to include o A comprehensive review of the jurisdiction s laws, regulations, and administrative policies, procedures, and practices;

5 o An assessment of how those laws, etc. affect the location, availability, and accessibility of housing; and o An assessment of conditions, both public and private, affecting fair housing choice for protected classes. work with City staff to coordinate both general public input as well as consultation with CDBG stakeholders and public and private entities that provide services to low- and moderate-income (LMI) persons and presumed benefit populations. assist in the development of appropriate goals and objectives, including identification of any local impediments to fair housing choice and recommendations for action. draft HUD-compliant (and IDIS compatible) documents for adoption by City Council. Grand Forks Community Advisory Committee (CAC) will act as a steering committee for this process. CAC membership includes representatives from a cross section of local agencies and interest groups. Along with advising City Council on CDBG-related issues, its role is to encourage and obtain public input on community development issues; assist with development of policies and plans related to HUD funding; represent/advocate for Grand Forks LMI residents, members of protected classes, and the agencies that serve them; raise awareness of pertinent local issues. The selected consultant will collaborate with City staff and the CAC to develop a final scope of work and schedule that will ultimately result in final drafts of the Con Plan, AI and CPP no later than October 31, Public involvement is a key component of this process. The consultant will be expected to manage content and timing related to public meetings, focus groups, etc., but scheduling and set-up will be managed by City staff. SUBMISSION CONTENT Consultants responding to this RFP must provide the following: 1. Letter of intent identifying the full names and addresses of the organizations, lead and subordinate, that will provide services. It must be signed by a principal or authorized representative that is qualified to making legally binding commitments on behalf of the project team. 2. Experience/qualifications statement that provides a complete and concise description of consultants capacity to provide the services described herein, including detail for individual team members and their specific role(s) in this planning process. 3. Past projects summary, including references, of at least three recent, relevant projects. 4. Proposal for meeting the expectations and deliverables listed under Overview/Scope of Services. Proposal should convey the respondent s approach and timeline, and demonstrate the consultant team s understanding of the services, deliverables and requirements described herein. 5. Cost proposal (in separate sealed envelope attached to submission)

6 CRITERIA FOR EVALUATION OF PROPOSALS Respondents will be evaluated and ranked on the basis of the above information using the following point system; interviews may be conducted at the discretion of the City. Upon completion of the evaluation process, respondents will be notified of the results. Contract approval by Grand Forks City Council is anticipated in December Qualifications of consultant team 30 points 2. Experience 30 points - Other local projects - Other similar projects 3. Understanding of RFP 30 points 4. Timeline 10 points 5. Cost of Services GENERAL INSTRUCTIONS 1. The deadline for submissions is 5:00 p.m. on Wednesday, November 7, Please direct inquiries and submissions (pdf plus 4 hard copies) to: Meredith Richards Community Development Dept. 255 N. 4th Street/PO Box 5200 Grand Forks, ND mrichards@grandforksgov.com, (701) The City of Grand Forks reserves the right to waive irregularities, to reject any or all submissions, to re-solicit submissions, and to negotiate with selected respondents if such action is deemed to be in the City s best interests. 3. The City of Grand Forks retains the right to negotiate modifications to all submissions. 4. No reimbursement will be made for any costs incurred in responding to this Request. 5. No member, officer, or employee of the City of Grand Forks, its governing body or of any local public body having jurisdiction within the City of Grand Forks' service area, shall have any interest, direct or indirect, in any resultant contract or the proceeds thereof.