CDBG-DR-Procurement-Example-Cost-Analysis.docx
DOCX document 41 KB Posted
- Solicitation number
- PD 25-26.051
- Issued by
- Escambia County, Florida
About this file
This is a cost analysis example document for Community Development Block Grant Disaster Recovery (CDBG-DR) professional services procurement, prepared by Clark County Washington and modified to illustrate typical staff review procedures for Escambia County, Florida's CDBG-DR Stormwater Consulting Services (HS005) contract. The RFP, released on February 25, 2026, seeks qualified consulting firms to provide comprehensive grant compliance and monitoring services for four federally-funded stormwater mitigation projects: Brickyard Road Stormwater, Monroe Avenue Stormwater Repair, Olive Road Stormwater Upgrade, and Oakfield Palafox Stormwater Improvements. A non-mandatory pre-solicitation meeting is scheduled for March 4, 2026, with a deadline for submitting questions on March 18, 2026, and proposals due electronically through the Escambia County procurement portal on March 27, 2026 at 10:00 a.m. The contract term extends through project closeout expected at the end of 2027 and requires delivery of CDBG-DR grant compliance and monitoring, HUD Section 3 compliance, Davis Bacon prevailing wage reporting, and a robust web-based grant management system serving as the system of record for all CDBG-DR data with integrated reporting capabilities interfacing with HUD's Disaster Recovery Grant Reporting (DRGR) system.
The pricing structure requires fully loaded hourly rates for three positions: Project Manager, two Analysts, and one CDBG-DR Subject Matter Expert, with all costs of doing business incorporated into submitted rates. The estimated contract value is approximately $24.8 million based on the gantee estimated cost analysis example, which reflects 300 days for the Project Manager at $648 daily rate, 360 days each for two Analysts at $480 daily rate, and 310 days for the CDBG-DR Subject Matter Expert at $560 daily rate, plus overhead calculated at 150 percent, other direct costs for transportation, per diem, and reproduction, with no subcontractor costs identified in the example. The analysis requires procurement personnel to conduct independent cost estimates and complete a detailed Cost Review Sheet comparing grantee estimates to vendor proposals before contract execution. Any firm previously awarded work on this project under Environmental, Owner's Representative, or Construction Engineering and Inspection (CEI) contracts is ineligible to submit proposals. Professional Errors and Omissions insurance coverage of at least $1,000,000 per wrongful act and $2,000,000 aggregate, plus General Liability coverage of $1,000,000 per occurrence and $2,000,000 annual aggregate, are required. The contract must comply with HUD Section 3 requirements and 2 CFR 300.323 cost and price analysis regulations, with evaluation weighted equally at 25 points each across Company Information and Experience, Staff Qualifications and Experience, Web-Based Grant Management System of Record, and Pricing criteria.
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Sample Document: COST ANALYSIS
Description: This document is provided for Community Development Block Grant Disaster Recovery (CDBG-DR) grantees looking for an example of a cost analysis for professional services.
Source of Document: This document was excerpted from a Clark County Washington Procurement Procedures for its CDBG program and modified to show typical staff review procedures. This document is not an official HUD document and has not been reviewed by HUD counsel. It is provided for informational purposes only.
How to use this document: Chapters 3 and 4 of the CDBG-DR Procurement Toolkit address Cost/Price Analysis. This analysis could be used for review of costs for RFP/RFQ proposals and small purchase procurements.
The grantee should complete the Grantee Estimated Cost Sheet following this introduction. The Grantee Estimated Cost Sheet is designed to be filled out by grantee prior to issuing the RFP/RFQ for professional services. The Cost Detail Worksheet is intended to be filled out by the firm responding to the RFP/RFQ and included in their response. The Grantee Estimated Cost Sheet is compared to the Cost Detail Sheet reviewing wages and total hours and level of effort for similar work. Grantee Staff reviews the staff estimates with those of the selected contractor for amount of time and the labor costs of the professional services firm to evaluate whether the costs are reasonable. This review is completed before the consultant signs a contract.
The regulations governing Cost/Price analysis are found in 2 CFR 300.323, as follows:
· § 200.323 Contract cost and price.
(a) The non-Federal entity must perform a cost or price analysis in connection with every procurement action in excess of the Simplified Acquisition Threshold including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, the non-Federal entity must make independent estimates before receiving bids or proposals.
(b) The non-Federal entity must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.
(c) Costs or prices based on estimated costs for contracts under the Federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the non-Federal entity under Subpart E—Cost Principles of this part. The non-Federal entity may reference its own cost principles that comply with the Federal cost principles.
(d) The cost plus a percentage of cost and percentage of construction cost methods of contracting must not be used.
For More Information This resource is part of the Community Development Block Grant Disaster Recovery (CDBG-DR) Toolkits. View all of the Disaster Recovery Toolkits here: https://www.hudexchange.info/programs/cdbg-dr/toolkits/.
Community Development Block Grant Disaster Recovery (CDBG-DR) Toolkits are designed to provide general guidance across all types of disasters (e.g. hurricanes, floods; tornadoes; earthquakes; etc.). CDBG-DR Toolkits are NOT disaster specific. CDBG-DR grant funding for a disaster or group of disasters is governed by CDBG requirements and any modifications contained in one or more Federal Register Notices (FRN) applicable to the disaster. Grantees subject to the Disaster Relief Appropriations Act of 2013 (Public Law 113-2) should review all footnotes for additional applicable citations and guidance. In addition to the FRN, Toolkit users should review applicable Federal cross-cutting requirements. The FRN, as well as cross-cutting requirements, are available on the Department’s website.
For additional information about disaster recovery programs, please see your HUD representative.
COST ANALYSIS FOR PROFESSIONAL SERVICES
For competitive bidding, the process is easy – detailed plans and specifications are provided to the marketplace of contractors who respond to the city with the cost for accomplishing that work. Conducting cost and price analysis for professional services is different. The industry standard within the engineering/architectural professions is to provide a detailed scope of work and a matrix that illustrates the cost of accomplishing that scope of work. Details would include:
· the professional classification of personnel working on the job,
· the hourly rate charged for each professional classification
· estimated number of hours worked by each professional classification, and
· the total estimated cost
The bottom line is that sufficient detail must be provided to allow for a reliable analysis be done to determine whether costs are reasonable.
As is the case with many CDBG regulations, the tools and methods for accomplishing the analysis are left to the grantee. One way of accomplishing this is completing the Grantee Estimated Cost Sheet following this introduction. The Grantee Estimated Cost Sheet is designed to be filled out by grantee prior to issuing the RFP/RFQ for professional services. The Cost Detail Worksheet is intended to be filled out by the firm responding to the RFP/RFQ and included in their response. The Grantee Estimated Cost Sheet is then compared to the Cost Detail Sheet reviewing wages and total hours and level of effort for similar work on the Cost Review Sheet. Grantee Staff reviews the staff estimates with those of the selected contractor for amount of time and the labor costs of the professional services firm to evaluate whether the costs are reasonable. This review is completed before a contract is signed by the Grantee.
Grantee Estimated Cost Sheet
| Project Name: CDBG-DR Stormwater Consulting Services HS005 |
| Due Date of RFP/RFQ |
Street Address: 221 Palafox Pl. Ste 320
City, State, Zip Pensacola, FL 32502 Total Price $24,826,929.60
A. Direct Labor Attach a copy of the scope of services identified in the RFP/RFP. Each task identified in the scope of services should be assigned an estimated amount of time for completion. The total amount of time identified on the scope of services should correspond to the estimate in this section.
| Job Title (eg. Architect, draftsman, etc) |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
| 1.Project Manager |
| 300 |
| $648 |
$194,400
| 2.Analyst x2 |
| 360x2 |
| $480x2 |
| $172,800x2 |
| 3.CDBG-DR Subject Matter Expert |
| 310 |
| $560 |
| $173,600 |
4.
5. Total Direct Labor
$713,600
| B. Overhead/Indirect Costs |
| Rate |
150% Base $713,600 Est. Cost $1,070,400
C. Other Direct Costs
| Transportation |
| Est. # of site visits |
| Rate |
| Est. Cost |
| 10 |
| $100 |
| $1000 |
| Per Diem |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
| 20 |
| $250 |
| $5000 |
| Reproduction |
| Est. No. of Pages |
| Page Rate |
| Est. Cost |
| 20 |
| $10 |
| $200 |
| Other (specify) |
| $ |
| 1. |
| $ |
| 2. |
| $ |
| 3. |
| $ |
| 4. |
| $ |
| 5. | Total Other Direct Costs |
| $ |
D. Subcontracts
| Type of Subconractor(s) |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
1.
2.
3. Total Subcontractor Costs
| Total Estimated Costs (Line A5+B+C5+D3) |
| $ |
| Profit |
| $ |
| TOTAL ESTIMATED PRICE |
| $ |
Cost Detail Sheet
| Name of Consultant |
| Date of Proposal |
| Street Address |
| Federal ID Number |
| City, State, Zip |
| Total Price |
A. Direct Labor (specify personnel by name) Attach a copy of the scope of services identified in the contract. Each task identified in the scope of services should be assigned an estimated amount of time for completion. The total amount of time identified on the scope of services should correspond to the estimate in this section.
| Personnel Name |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
1.
2.
3.
4.
5. Total Direct Labor
B. Overhead/Indirect Costs
| Rate |
| Base |
| Est. Cost |
C. Other Direct Costs
| Transportation |
| Est. # of site visits |
| Rate |
| Est. Cost |
| Per Diem |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
| Reproduction |
| Est. No. of Pages |
| Page Rate |
| Est. Cost |
| Other (specify) |
| $ |
| 1. |
| $ |
| 2. |
| $ |
| 3. |
| $ |
| 4. |
| $ |
| 5. | Total Other Direct Costs |
| $ |
D. Subcontracts
| Name of Subconractor(s) |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
1.
2.
3. Total Subcontractor Costs
| Total Estimated Costs (Line A5+B+C5+D3) |
| $ |
| Profit |
| $ |
| TOTAL PRICE |
| $ |
COST REVIEW
A. Direct Labor (specify personnel by name)
| Grantee |
| Vendor X |
| Personnel Name |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
| Proposal Cost |
1.
2.
3.
4.
5. Total Direct Labor
B. Overhead/Indirect Costs
| Rate |
| Base |
| Est. Cost |
C. Other Direct Costs
| Transportation |
| Est. # of site visits |
| Rate |
| Est. Cost |
| Per Diem |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
| Reproduction |
| Est. No. of Pages |
| Page Rate |
| Est. Cost |
| Other (specify) |
| $ |
| 1. |
| $ |
| 2. |
| $ |
| 3. |
| $ |
| 4. |
| $ |
| 5. | Total Other Direct Costs |
| $ |
D. Subcontracts
| Name of Subconractor(s) |
| Est. No. of Days |
| Daily Rate |
| Est. Cost |
1.
2.
3. Total Subcontractor Costs
| Total Estimated Costs (Line A5+B+C5+D3) |
| $ |
| Profit |
| $ |
| TOTAL PRICE |
| $ |
Is Proposal Cost in line with Estimated Cost ?
If not, is there a documented reason for higher costs ?
Reviewer
Date
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