CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: January 14, 2009
SUBJECT/TITLE: Approval of Contract for Mothers In Crisis in Response to CDBG Public Facilities for Special Needs Populations RFP, FY 2009
TARGET ISSUE: Public Facilities
STATEMENT OF ISSUE
At its June 25, 2008 meeting, the City Commissioners approved the Department of Housing and Urban Development (HUD) Annual Action Plan, which outlined the uses of the City’s 2009 HOME, State Housing Initiatives Program (SHIP) and Community Development Block Grant (CDBG) funds. One of the approved activities was to issue a Request for Proposal for the Rehabilitation, Development or New Construction of Public Facilities (“RFP”) to serve citizens with special needs (RFP is attached as Attachment 1.)
On October 9, 2008, a staff review committee met and discussed each proposal and each scoring element to ensure that each proposal was scored consistently. The attached Scoring and Ranking Summary (Attachment 2) shows how each proposal was scored and ranked. The RFP process and ranking of the proposals was presented to the Community Improvement Advisory Council (“CIAC”) on October 15, 2008. The committee approved the process and the resultant ranking.
Mothers In Crisis was ranked fifth out of the eight proposals, but there was not sufficient funds to fully fund their project. The RFP reserved the right for the City to partially fund. On October 17, 2008, Mothers In Crisis was notified of their ranking and given until November 14, 2008 to provide evidence of alternative funding sources necessary to complete the project as originally proposed.
On November 14, 2008, appropriate documentation was submitted showing that the general contractor, Genesis Engineering and Constructors Corp., had reduced their contract price and will also finance the gap ($27,936.80) between the cost of construction ($78,905.00) and the CDBG grant funds ($50,968.20).City policy requires that contracts in excess of $50,000 be brought to the Commission for review and action
.RECOMMENDED ACTION
Approve Option 1: Authorize the City Manager to execute a contract in the amount of $50,968.20 in CDBG grant funds for the project described in the proposal from Mothers In Crisis.
FISCAL IMPACT
No additional impact because $200,000 was approved for this activity as part of the 2008-2009 Annual Action Plan. The Office of Budget and Policy has reviewed and concurs with this agenda item.
Thomas H. Lewis, Director, Economic & Community Development
Anita Favors Thompson, City Manager
For information, please contact: Joyce Martinez, Housing Division, 891-6526
HISTORY/FACTS & ISSUES
RFP
The RFP was issued on August 12, 2008 with a deadline of 5:00 PM, September 25, 2008. Eight proposals were timely received; no late submissions.
A 5-member staff review committee was formed to score and rank the submissions. Each proposal was scored independently by each committee member. On October 9, 2008, the committee met and discussed each proposal and each scoring element to ensure that each proposal was scored consistently. The attached Scoring and Ranking Summary (Attachment 2) shows how each proposal was scored and ranked. The second page of the spreadsheet lists the deficiencies of each proposal.
As required by the bylaws of the Community Improvement Advisory Council (“CIAC”), a meeting was noticed and then held on October 15, 2008. The committee approved the process and the resultant ranking.
Mothers In Crisis
Mothers In Crisis (“MIC”) is a non-profit, community based organization that has been providing prevention, intervention and support services to at-risk families for approximately 17 years. MIC has expanded its programming over the years to include early intervention services for children exposed to substance abuse, parent education, drug and violence prevention for children, teen abstinence programs, jail outreach program for women, information and referral services, a clothes closet and a food pantry.
MIC has been funded through the Community Human Services Partnership (“CHSP”) for the past 12 years and has demonstrated effective and measurable use of its funding and the capacity to expand its services.
Mothers In Crisis was ranked fifth out of the eight proposals, but there was not sufficient funds to fully fund their project. The RFP reserved the right for the City to partially fund. On October 17, 2008, Mothers In Crisis was notified of their ranking and given until November 14, 2008 to provide evidence of alternative funding sources necessary to complete the project as originally proposed.
On November 14, 2008, appropriate documentation was submitted showing that the general contractor, Genesis Engineering and Constructors Corp. had reduced their contract price and will also finance the gap ($27,936.80) between the cost of construction ($78,905.00) and the CDBG grant funds ($50,968.20).Their proposal will add three multipurpose rooms, a small computer room and two bathrooms to the existing facility at 1500 Lake Avenue. The proposal and alternate financing plans are attached as Attachment 3.
City policy requires that contracts in excess of $50,000 be brought to the Commission for review and action.
Charitable Contributions
Not applicable, as MIC is a non-profit organization receiving CDBG funding.
OPTIONS
Option 1: Authorize the City Manager to execute a contract in the amount of $50,968.20 in CDBG grant funds for the project described in the proposal from Mothers In Crisis.