Community Development Block Grant (CDBG) Admin Services

The City of Palo Alto's Planning & Development Services Department is seeking a qualified consultant to provide comprehensive professional services for administering the Community Development Block Grant (CDBG) Program in Santa Clara County, California. The procurement is a Request for Proposals (RFP #RFP196545) targeting firms with expertise in HUD program administration, 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. Proposers must demonstrate extensive experience in CDBG program management, 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%). The solicitation 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. Potential contractors will be structured under a Not-To-Exceed Budget Per Task arrangement, with progress payments based on project completion percentage, and may be required to participate in oral interviews conducted by a selection committee.

While no specific set-aside designations are mentioned, proposers must meet rigorous qualification standards, including providing financial documentation demonstrating stability through audited financial statements, reviewed statements, a letter of good standing, or a current Dun & Bradstreet Business Information Report. The contract will cover fiscal years 2026-27 and 2027-28, encompassing two program years of administrative responsibilities. Contractors 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. Though a specific contract value is not explicitly stated, the detailed cost proposal format suggests firms will provide task-based pricing with clear not-to-exceed totals. The City requires all insurance policies to be issued by companies with an AM Best's Key Rating of A-:VII or higher, licensed in California, with the City named as an additional insured on most policies. Cost will comprise only 10% of the total evaluation scoring, indicating a strong emphasis on qualitative factors and technical expertise.