Attachment_E_-_Cost_Proposal_CDBG_Admin.doc

This is a Cost Proposal Format document for a Request for Proposals (RFP #RFP196545) issued by the City of Palo Alto's Planning & Development Services Department for Community Development Block Grant (CDBG) Administration Services in Santa Clara County, California. The solicitation seeks a qualified consultant to provide comprehensive professional services for administering the CDBG Program, with key deliverables 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 RFP 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 contract will cover fiscal years 2026-27 and 2027-28, encompassing two program years of administrative responsibilities.

The cost proposal format requires bidders to organize pricing by five task categories: Task 1 (Reporting), Task 2 (Environment Review Record), Task 3 (Monitoring), Task 4 (Financial), and Task 5 (Other Services), with each task broken down by labor categories, estimated hours, hourly rates, and extended rates, culminating in a not-to-exceed total per task and an overall not-to-exceed budget. Cost represents only 10 percent of the total evaluation scoring, with evaluation criteria 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 financial stability through audited financial statements, reviewed statements, a letter of good standing, or a current Dun & Bradstreet Business Information Report, and must carry comprehensive insurance including Workers' Compensation, General Liability (minimum $1,000,000 per occurrence), Automobile Liability, and Professional Liability with errors and omissions coverage, with all policies issued by AM Best's Key Rating A-:VII or higher and licensed in California. Progress payments will be based on project completion percentage, and selected contractors may be required to participate in oral interviews conducted by a selection committee.