CAPER, Five-Year Consolidated Plan & Related Documents

Agency: City of Lancaster
State: California
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Apr 5, 2019
Due Date: May 30, 2019
Solicitation No: RFP 712-19
Bid Source: Please Login to View Page
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RFP 712-19 CAPER, Five-Year Consolidated Plan & Related Documents

Lisa Anderson

661-723-6158

5/30/2019

4:00 p.m.

Attachment Preview

Request for Proposal (RFP) No. 712-19
TO PROVIDE PROFESSIONAL SERVICES FOR THE
DEVELOPMENT OF THE 2020-2025 CONSOLIDATED
PLAN, FY 2020-2021 ANNUAL ACTION PLAN,
CONSOLIDATED ANNUAL PERFORMANCE AND
EVALUATION REPORT (CAPER), UPDATE OF THE
CITIZEN PARTICIPATION PLAN AND ASSESSMENT OF
FAIR HOUSING
City of Lancaster
Housing & Neighborhood Revitalization Dept.
44933 Fern Avenue
Lancaster, CA 93534
April 03, 2019
City of Lancaster
HNR Department
Request for Proposal
Five-Year Consolidated Plan &
Related Documents
RFP No.: 712-19
Page 2 of 43
I. INTRODUCTION
A. Purpose
The City of Lancaster Housing and Neighborhood Revitalization Department, hereafter referred
to as the “City”, is seeking proposals from interested and qualified individuals, organizations or
firms, hereinafter referred to as “Consultant,” with expertise and understanding of the U.S.
Department of Housing and Urban Development’s (HUD) formula block grant programs and
reporting to provide consultant services. This proposal will highlight the consultant’s capability to
develop these grant reports: 2020 - 2025 Consolidated Plan, FY 2020-2021 Annual Action Plan,
Consolidated Annual Performance and Evaluation Report (CAPER, Five-Year Consolidated
Plan & related documents), update of the Citizen Participation Plan and Assessment of Fair
Housing for the City of Lancaster, as an Entitlement Jurisdiction. The Consolidated Plan will be for
the period July 1, 2020 through June 30, 2025. The award will be determined by the quality of
the proposals received.
The Consolidated Plan is designed to help local jurisdictions assess: fair and affordable housing,
community development needs, and underlying market conditions to make data-driven, place-
based investment decisions. The consolidated planning process serves as the framework for a
community-wide dialogue to identify housing and community development priorities that align
and focus funding from the Community Planning and Development (CPD) formula block grant
programs: Community Development Block Grant (CDBG) and HOME Investment Partnerships
(HOME) Programs.
B. RFP Contact
All correspondence, (excluding Proposals – see below) may be submitted to the person
identified below as the “RFP Contact”:
RFP Contact:
Lisa Anderson, Projects Coordinator
City of Lancaster
Housing & Neighborhood Revitalization Department
44933 Fern Avenue
Lancaster, CA 93534
Phone: (661) 723-6158
Email: landerson@cityoflancasterca.org
The above e-mail address may only be used to submit questions. No hard copy Proposals will
be accepted. Proposals will not be accepted by email or facsimile.
C. Contract Term
Services to be provided under this Request for Proposals (RFP) are outlined under Section V,
SCOPE OF WORK. The Contract period will be for a maximum on 1 year.
D. Location of Services
The work is to be performed, completed and managed within the City of Lancaster. The
Consultant must include all transportation, lodging, and per diem costs sufficient to pay its
personnel and travel to the aforementioned location.
City of Lancaster
HNR Department
Request for Proposal
Five-Year Consolidated Plan &
Related Documents
RFP No.: 712-19
Page 3 of 43
E. Assistance to Consultants with a Disability
Consultants with a disability may request accommodation regarding the means of
communicating this RFP or participating in the procurement process. For more information,
contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.
II. PROPOSAL TIMELINE
Release of RFP
Deadline for Submission of Questions
Deadline for Proposals
Proposal Interview
Date for Tentative Contract Award
April 3, 2019
April 17, 2019 on or before 4:00 PM (PST)
May 30, 2019 by 4:00 PM (PST)
June 6 – 14, 2019
July 1, 2019
Proposal Interview:
A mandatory Proposal Interview may be held for the top three candidates.
Attendance at the interview is mandatory. No Proposal will be awarded from any Consultant who
fails to attend the Proposal interview.
Questions regarding the contents of this RFP must be submitted in writing on or before the Deadline
for Submission of Questions and directed to the RFP Contact.
III. DEFINITIONS
Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined
below:
Analysis of Impediments to Fair Housing Choice (AI): A report required by HUD which investigates
and assesses the current state of fair housing issues throughout the City of Lancaster and includes
the steps that will be performed by the City of Lancaster to meet the purposes of the Fair Housing Act
of 1968.
Annual Action Plan: The Consolidated Plan is carried out through Annual Action Plans which provide
a concise summary of the actions, activities and specific federal and non-federal resources that will
be used each year to address the priority needs and specific goals identified in the City of Lancaster’s
Consolidated Plan. This document is required by HUD and serves as City of Lancaster’s application
for federal funding.
CDBG: Community Development Block Grant, a formula grant from the Federal Department of HUD.
Also see below under, U.S. Department of Housing and Urban Development (HUD) Community
Development Block Grant (CDBG).
Citizen Participation Plan: A document required by HUD that describes the City of Lancaster’s
processes for soliciting input and consultation from local citizens and stakeholders in regard to
entitlement grant funding and priorities; also an element of the Consolidated Plan.
Consolidated Annual Performance and Evaluation Report (CAPER): This document reports on the
progress made in carrying out the Consolidated Plan goals and objectives.
Consolidated Plan: The document that is submitted to HUD which serves as the planning document
of the jurisdiction and an application for CDBG and HOME funding. The document is developed in
City of Lancaster
HNR Department
Request for Proposal
Five-Year Consolidated Plan &
Related Documents
RFP No.: 712-19
Page 4 of 43
accordance with 24 CFR Part 91 and sets forth the priorities and strategies of the programs for a
five-year period. The Consolidated Plan is carried out through Annual Action Plans, which provide a
concise summary of the actions, activities and the specific federal and non-federal resources that
will be used each year to address the priority needs and specific goals identified by the Consolidated
Plan.
Contract: The contract (or agreement) between the City of Lancaster and the Consultant resulting
from the award issued pursuant to this RFP to the successful Consultant.
Consultant: Any individual, company, firm, corporation, partnership or other organization to whom a
contract award is made by the City of Lancaster.
Housing & Neighborhood Revitalization Department (HNRD) The City of Lancaster Housing &
Neighborhood Revitalization Department is a department of the City of Lancaster that administers a
wide range of programs. Many of these programs are funded through the Federal Department of
Housing and Urban Development (HUD).
HOME: HOME Investment Partnerships (HOME) Program funds, a formula grant from the Federal
Department of HUD.
Proposal: An offer to provide specific goods or services at specified prices and/or other conditions
specified in the RFP.
Request for Proposal (RFP): The request for an offer from Consultants interested in providing the
identified services sought to be procured by the City of Lancaster. The RFP specifies the evaluation
factors to be used and contains or incorporates by reference contractual terms and conditions
applicable to the procurement.
Services: The requested professional services described in this RFP.
Subcontractor/Subconsultant: An individual, company, firm, corporation, partnership or other
organization, not in the employment of or owned by Consultant who is performing services on behalf
of Consultant under the Contract or under a separate contract with or on behalf of Consultant.
Solicitation: Any document used to obtain proposals for the purpose of entering into a contract.
U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant
(CDBG). CDBG supports local government and community based organizations through capital-
improvement projects, public services, housing, and economic development.
Vendor – Winning Consultant: During the RFP process, the vendor community is notified of a RFP.
When a business or individual submits a proposal, it is then considered a consultant. When a
consultant is selected for award, the terminology most often used is winning consultant.
City of Lancaster
HNR Department
Request for Proposal
Five-Year Consolidated Plan &
Related Documents
RFP No.: 712-19
Page 5 of 43
IV. PROPOSAL CONDITIONS
A. Authorized Signatures
All proposals must be signed by an individual authorized to bind the Consultant to the provisions
of the RFP.
B. Term of Offer
Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months
after the Proposal submission.
C. Required Review
Consultants should carefully review this RFP for defects and questionable or objectionable
material. Comments from Consultants concerning defects and objectionable material in this RFP
must be made in writing and received by the RFP Contact prior to the deadline for submission
of questions identified in Section II. PROPOSAL TIMELINE or at least ten (10) calendar days
before the Deadline for Proposals (whichever occurs last). This will allow issuance of any
necessary amendments or addendums to the RFP. It will also help prevent the opening of a
defective RFP and exposure of Proposals upon which an award could not be made. Protests
based on any omission or error, or on the content of this RFP, may be disallowed if not submitted
in writing to the attention of the RFP Contact prior to the deadline for submission of questions
identified in Section II. PROPOSAL TIMELINE, or at least ten
(10) calendar days before the Deadline for Proposals (whichever occurs last).
D. Incurred Costs
The City of Lancaster is not obligated to pay any costs incurred by Consultant in the preparation of
a Proposal in response to this RFP. Consultants agree that all costs incurred in developing a
Proposal are the Consultant’s responsibility.
E. Amendments/Addendums to RFP
The City of Lancaster reserves the right to issue amendments or addendums to this RFP if it
considers that changes are necessary or additional information is needed.
Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior
to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline
for Proposals.
F. Best Value Evaluation
As established in this RFP, the City of Lancaster realizes that criteria other than price are
important and will award contract(s) based on the Proposal that best meets the needs of the
City of Lancaster.
G. Right of Rejection
Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal
laws, codes, and regulations. The City of Lancaster may reject as non-responsive any Proposal
that does not comply with all of the material and substantial terms, conditions, and performance
requirements of the RFP. Further, the City of Lancaster may reject a Proposal from any entity
that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or
management with any other entity submitting a Proposal in response to this RFP.
A Consultant may not qualify the Proposal nor restrict the rights of the City of Lancaster. If

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