Agenda Package - 12-13-11 Adj. Meeting

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010 MEMORANDUM TO: John Crumpton, County Manager FROM: Karen Kennedy, Community Development Manager SUBJ: Award of Consultant Grant Application Services for FY 2011 Scattered Site Project DATE: December 2, 2011 The Scattered Site Housing program administered by the Community Investment and Assistance division of the Department of Commerce program is available to counties on a three -year cycle. Lee County is eligible for a 2011 Scattered Site Housing Community Development Block Grant (CDBG) funding allocation of $400,000. As part of this year's process, the funding agency changed the procedures for grant preparation and administrative services for the 2011 Scattered Site Housing Program. Consultant services must be procured separately for grant preparation and project administration services. Therefore, Requests for Proposals for grant application preparation services were mailed to seven firms on October 17, 2011 and an advertisement placed in the Sanford Herald on October 18, 2011. Proposals were due on November 2, 2011, and two were received. Firms submitting proposals were Hobbs, Upchurch & Associates, PA (HUA) from Southern Pines, NC and The Wooten Company (TWC), from Raleigh, NC. Both firms are qualified to handle the project, each with their own unique strengths and weaknesses. With the request for proposal process, the staff has the ability to select the best firm for the job taking into consideration all factors, but keeping in mind the firm's qualifications, reputation and expertise are crucial to the selection and a decision does not have to be based solely on fees. The criteria for award and evaluation was based on a point system for the following factors: technical approach, project schedule, management and staffing, prior related experience with CDBG projects and funding agency relationships, experience with Lee County programs, and fee proposal. Fees for grant application and planning services are.defined by the funding agency (Community Investment and Assistance -CI) with a maximum allowed of 57,000 as an eligible expenditure from grant funds. The $7,000 is broken down as $3,500 for grant preparation and $3,500 for planning/administrative services related to funding condition release items necessary to meet compliance requirements for federal and state CDBG projects. The Wooten Company successfully administered Lee County's 2005 and 2008 SSH CDBG projects. In addition, The Wooten Company administered Lee County's 2009 Single Family Rehabilitation Program and numerous Urgent Repair projects for both the City and the County, all funded by the NC Housing Finance Agency. The continuity the Wooten Company could provide Lee County with the rehabilitation projects currently in place and their familiarity with Lee County is a benefit. Therefore, Community Development Staff recommends award of the grant application preparation services to The Wooten Company of Raleigh, NC. A contract will be provided to Lee County staff for review and signatures following award by the Lee County Commissioners at the December 13, 2011 meeting.