Attachment_E_-_Cost_Proposal_CDBG_Admin.doc

This document is a cost proposal template attachment from the City of Palo Alto's Planning & Development Services Department for the Community Development Block Grant (CDBG) Program administration services procurement. The RFP solicitation (RFP #RFP196545) was released on January 13, 2026, with proposal questions due by January 26, 2026, at 3:00 p.m., and final proposals due on February 18, 2026, at 3:00 p.m. The consultant will provide comprehensive professional services for administering the CDBG Program in Santa Clara County, California, including preparation of Annual Action Plans, Consolidated Annual Performance and Evaluation Reports (CAPER), Environmental Review Records (ERR), subrecipient monitoring, labor compliance oversight, and financial administration. The contract covers fiscal years 2026-27 and 2027-28, encompassing two program years of administrative responsibilities. Potential contractors may be required to participate in oral interviews conducted by a selection committee, and the City will structure contracts under a Not-To-Exceed Budget Per Task arrangement with progress payments based on project completion percentage.

The cost proposal format requests task-based pricing across five primary task categories: Reporting, Environment Review Record, Monitoring, Financial, and Other Services, with each task requiring labor category breakdowns, estimated hours, hourly rates, and extended rates with not-to-exceed totals. Cost represents only 10 percent of the total evaluation score, with the remaining 90 percent weighted across proposal quality (15%), proposed solution (15%), experience (25%), financial condition (5%), timely performance (5%), prior government performance (15%), service continuity (5%), and compliance (5%). Proposers must demonstrate extensive experience in HUD CDBG program management and provide financial documentation including audited financial statements, reviewed statements, a letter of good standing, or a current Dun & Bradstreet Business Information Report. Contractors must carry comprehensive insurance coverage including Workers' Compensation, General Liability with a minimum of $1,000,000 per occurrence, Automobile Liability, and Professional Liability with errors and omissions coverage; all policies must be issued by companies with an AM Best's Key Rating of A-:VII or higher and licensed in California, with the City named as an additional insured.