Administration/Planning Services for Community Development Block Grant ? Mitigation (CDBG-MIT) As Authorized by City of Pasadena, Texas

Agency: City of Pasadena
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Aug 13, 2020
Due Date: Aug 17, 2020
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bid# bid name release date due date
Administration/Planning Services for Community Development Block Grant – Mitigation (CDBG-MIT) As Authorized by City of Pasadena, Texas
08/02/2020 08/17/2020

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Request for Proposals No. 20-022
Administration/Planning Services for
Community Development Block Grant – Mitigation (CDBG-MIT)
As Authorized by City of Pasadena, Texas
August 2, 2020
August 2, 2020
August 9, 2020
August 13, 2020 at 3pm
August 17, 2020 by 3pm
To be Determined
To be Determined
To be Determined
RFP documents released
Legal Advertising for RFP
Last day for inquiries and clarifications
RFP Due Date
Notify short-listed firms
City Approval of selected firm
* This schedule is preliminary and may be modified at the discretion of the owner.
RFP NO. 20-022
The City of Pasadena, Texas invites you to submit a sealed proposal for:
Administration/Planning Services
Community Development Block Grant – Mitigation (CDBG-MIT)
as Authorized by the City of Pasadena, Texas
The City of Pasadena plans to apply for Community Development Block Grant - Mitigation (CDBG-MIT) funding
from the Texas General Land Office (GLO) and is soliciting proposals to provide administration and/or planning
services for CDBG-MIT contract(s), if awarded.
Sealed proposals will be received by the City of Pasadena, Texas on or before 3:00 p.m. on Monday, August
17, 2020 in the Office of the City Secretary, 1149 Ellsworth Drive, 2nd Floor; Pasadena, Texas 77506.
RFP documents may be obtained via the Internet by contacting or from the City of Pasadena
Purchasing Department web page at If you do not have Internet access, you may obtain
the documents by contacting the Public Works Department at 1149 Ellsworth Drive, 5th Floor, Pasadena, Texas,
77506, (713) 475-7835 or
Proposals may be either mailed or hand delivered to the City Secretary’s Office, 1149 Ellsworth Drive, 2nd Floor,
Pasadena, TX 77506. Any proposal received after the above stated time will be returned to the proposer
The City of Pasadena reserves the right to negotiate with any and all individuals or firms that submit
proposals and may award one or more contracts to one or more service provider(s).
This project will be federally funded by the U.S. Housing and Urban Development (HUD) Department through the
Texas General Land Office (GLO), and administered by the City of Pasadena. Applicable requirements include
but are not limited to compliance with the Davis-Bacon and Related Acts, Fair Labor Standards, Equal
Employment Opportunity, Affirmative Action, Section 3 of the HUD Act of 1968, and contracting with small,
minority, and disadvantage firms, as detailed in the project manual. The City of Pasadena is an Affirmative
Action/Equal Opportunity Employer.
Servicios de traducción están disponibles por peticion.
Published in the Houston Chronicle & on the City of Pasadena Website
Publish August 2, 2020 & August 9, 2020
RFP for Administration Professional Services
The City of Pasadena is seeking well-qualified administration/activity delivery service provider(s) to assist the City
of Pasadena in preparing application(s) for and in the overall administration or implementation of proposed
Community Development Block Grant Disaster Recovery-Mitigation (CDBG-MIT) Program project(s), if funded by
the Texas General Land Office (GLO). The following outlines the RFP:
1. Scope of Work
Administration Services
A sample detailed Scope of Services for CDBG administration services provided by the GLO is enclosed
in this packet. The administration service provider to be hired will provide application and contract-related
management services, including but not limited to the following areas:
Pre-Funding Services*
Provider will assist in developing project scope(s) and complete CDBG-MIT application(s). The provider
will work with the local government and Engineer, if applicable, to provide the concise information needed
for submission of one or more complete CDBG-MIT funding applications and related documents. The
required information shall be submitted in a format to be described by the GLO.
Post-Funding Services
Provider will administer and provide activity delivery of infrastructure, utilities, housing and eligible
projects approved for CDBG-MIT funding. The selected service provider must follow all requirements of
the HUD CDBG-MIT program as administered by the GLO.
General Administration Services
Administrative Duties
Construction Management
Acquisition Duties (as necessary)
Buyout Duties (as necessary)
Environmental Services
Please specify a complete list of actual tasks to be performed under each of these categories in your
response, including, if necessary, a brief description of each task.
*Pre-funding services are generally ineligible for CDBG-MIT reimbursement.
2. Statement of Qualifications
The City of Pasadena is seeking qualified professional administration service providers experienced in
grant application preparation, and administration/activity delivery. Please provide the following as it
relates to your qualifiations:
A brief history of the service provider, including general background, knowledge of and
experience working with relevant agencies and programs;
Related experience in applying for and managing federally-funded local projects, in particular
recent experience;
A description of work performance and experience with CDBG, CDBG Disaster Recovery, FEMA
Hazard Mitigation or similar projects including a list of at least three references from past local
government clients, with information describing the relevancy of the previous performance;
Describe which specific parts of the Scope of Work the service provider proposes to perform;
Describe the capacity to perform the chosen Scope of Work activities as well as resumes of all
employees who may be assigned to provide services if your firm is selected, identifying current
employees and proposed hires; and
A statement substantiating the resources of the service provider and the ability to carry out the
scope of work requested within the proposed timeline.
3. Proposed Cost of Services
Provide your cost proposal to accomplish the scope of work by activity or to complete a specific service
outlined above and for any additional services required using the Cost of Services page(s) included in
this packet: Required RFP Forms. The specific projects and grant amounts are yet to be determined;
therefore, vendors should propose pricing based on the potential funding amounts provided.
The local government will consider dividing total requirements, when economically feasible, into smaller
tasks or quantities to permit maximum participation by small and minority businesses, and women’s
business enterprises. As such, proposers may specify any maximum limit to the total dollar value of grant
funds they are able and willing to manage. Service providers may submit proposals for any or all activities.
Preference will be given to firm fixed pricing. The proposal must include all costs that are necessary to
successfully complete these activities. Note that the lowest/best bid will not be used as the sole basis for
entering into this contract; rather, award will be made to the service provider(s) providing the best value,
cost and other factors considered.
Profit (either % / actual cost) must be identified and negotiated as a separate element of the price of the
contract. To comply, the respondent must disclose and certify in its proposal the percentage of profit
being used. “Cost plus percentage of cost” type proposals are prohibited.
4. Evaluation Criteria - The proposal received will be evaluated and ranked according to the following criteria
and using the rating sheet enclosed:
Work Performance
Capacity to Perform
Proposed Cost
5. Submission Instructions
It is the responsibility of each Service Provider to examine the entire Request for Proposals package, seek
clarification in writing, and review their Statement of Qualifications/Proposal for accuracy before submitting.
It is the responsibility of each Service Provider before submitting Qualifications/Proposals, to:
1. Examine the Request for Proposals Documents thoroughly; and
2. Take into account federal, state, and local laws, regulations ordinances, and requirements that may
affect costs, progress, performance, furnishing of the Work, or award.
During the period between issuance of this RFP and the Statement of Qualifications/Proposals due date,
no oral interpretation of the RFP’s requirements will be provided to any prospective Service Provider.
Requests for interpretation (and other questions) must be made in writing by the questions deadline via
email to The deadline for submission of questions relating to this RFP is
August 13, 2020, no later than 3:00 PM CST.

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