CONTRACT TO PREPAR A FIVE YEAR CONSOLIDATED PLAN AND ANNUAL ACTION PLANCONTRACT
THIS CONTRACT, entered into this 4th day of February, 2016, by and
between the CITY OF CLEARWATER, a Florida municipal corporation,
hereinafter referred to as "City ", P.O. Box 4748, Clearwater, Florida 33758 and
Wade Trim, Inc., a Florida corporation, hereinafter referred to as `Wade Trim';
8010 Woodland Center Boulevard, Tampa, FL 33614.
WHEREAS, the City is entering into this Agreement in accordance with
RFP #08 -16 to hire an independent contractor for the purpose of preparing the
City's Five -Year Consolidated Plan and Annual Action Plan with specific
components, as outlined in the Scope of Services, for submittal to the U.S.
Department of Housing and Urban Development, hereinafter referred to as
"HUD" through its IDIS software system. In entering this Agreement, the City also
reserves the right to engage Wade Trim for additional technical support services
under terms to be negotiated on a project/task basis at or near the conclusion of
this Agreement;
and
WHEREAS, Wade Trim agrees to consult, research, facilitate, analyze,
develop, prepare, produce and electronically submit, through HUD's IDIS system,
the City's Five- Year Consolidated Plan and Annual Action Plan in a format
acceptable and approved by HUD;
NOW THEREFORE, in consideration of the promises stated herein, the
City and Wade Trim mutually agree as follows:
1. SCOPE OF PROJECT.
Wade Trim agrees to provide Professional and Technical services under
the terms and conditions set forth in Request for Proposal (RFP) No. 08 -16,
Request for Professional Services in the Preparation of the City's Five- Year
Consolidated Plan and Annual Action Plan, and Wade Trim's response dated
January 15, 2016, and described in attached Exhibit A — Scope of Work.
2. TIME OF PERFORMANCE.
The initial Contract Term shall commence on February 4, 2016 and end
on February 3, 2017. This agreement is entered into on a one -time basis and is
not subject to renewal.
3. COMPENSATION.
The City will pay Wade Trim a sum of $26,950 for tasks A and B as
described in attached Exhibit B — Fee Schedule, inclusive of all reasonable and
necessary direct expenses, if applicable. Fees to be negotiated on a project/task
basis for task C using hourly rate schedule in Exhibit B. The total not to exceed
amount for all tasks is $50,000. The City may, from time to time, require
changes in the scope of the project of Wade Trim to be performed hereunder.
Such changes, including any increase or decrease in the amount of Wade Trim's
compensation, and changes in the terms of this Contract which are mutually
agreed upon by and between the City and Wade Trim shall be effective when
incorporated in a written amendment to this Contract.
4. METHOD OF PAYMENT
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Wade Trim's invoices shall be submitted to the City for approval for
payment on a Net 30 basis. The City agrees to pay after approval under the
terms of the Florida Prompt Payment Act F.S. 218.70.
The City's performance and obligation to pay under this Contract is
contingent upon an annual appropriation of the City's budget.
5. NOTICES AND CHANGES OF ADDRESS.
Any notice required or permitted to be given by the provisions of this
Contract shall be conclusively deemed to have been received by a party hereto
on the date it is hand delivered to such party at the address indicated below (or
at such other address as such party shall specify to the other party in writing), or
if sent by registered or certified mail (postage prepaid) on the fifth (5th) business
day after the day on which such notice is mailed and properly addressed.
Wade Trim
Brad Cornelius
Name
Vice President
Title
8010 Woodland Center Bivd.Ste.1200
Tampa, Florida 33614
813- 882 -4373
Telephone #
813- 888 -7215
Facsimile #
Page 3 of 5
City of Clearwater
Geraldine Campos Lopez
Name
Director, ED and Housing
Title
P.O. Box 4748
Clearwater, Florida 33758
727 -562 -4023
Telephone #
727 - 562 -4037
Facsimile #
6. TERMINATION OF CONTRACT.
Termination by the City is pursuant to RFP No. #08 -16 Terms and
Conditions. The City reserves the right to terminate this Agreement in part or in
whole upon thirty (30) calendar days' written notice.
7. INDEMNIFICATION AND INSURANCE.
Wade Trim agrees to comply with all terms, provisions, and requirements
contained in RFP No.08 -16, Request for Professional Services in the Preparation
of the City's Five -Year Consolidated Plan and Annual Action Plan, made a part
hereof as if said document were fully set forth at length herein.
8. PROPRIETARY MATERIALS.
Upon termination of this Contract, Wade Trim shall transfer, assign and
make available to the City or its representatives, all property and materials in
Wade Trim's possession belonging to or paid for by the City.
9. INTERESTS OF PARTIES.
Wade Trim covenants that its officers, employees and shareholders have
no interest and shall not acquire any interest, direct or indirect, which would
conflict in any manner or degree with the performance and/or provision of
services required under the terms and conditions of this Contract.
10. CONFORMANCE WITH LAWS.
Wade Trim agrees to comply with all applicable federal, state and local
laws during the life of this Contract.
11. ATTORNEY FEES.
In the event that either party seeks to enforce this Contract through
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attorneys at law, then the parties agree that each party shall bear its own
attorney fees and costs.
12. GOVERNING LAW AND VENUE.
The laws of the State of Florida shall govern this Contract, and any action
brought by either party shall lie in Pinellas County, Florida.
IN WITNESS WHEREOF, the parties hereto have executed this Contract
as of the date set forth above.
Appyved as tooform:
(:�;LL. )q(-e/-14 -U
Laara Mahony
Assistant City Attorney
Attest:
CITY OF CLEARWATER, FLORIDA
JAILLPLud2)441441A-E7Z
William B. Horne II
City Manager
By:
Attest:
k -A AI2Lu:,
Rosemarie Call
City Clerk
Wade Trim, Inc.
By:
Print Name: Brad Cornelius
Title: Vice President
Page 5 of 5
EXHIBIT A
SCOPE OF WORK
CITY OF CLEARWATER
Five -Year Consolidated Plan &
2016/2017 Annual Action Plan
Prepared for:
City of Clearwater
Economic Development and Housing Department
112 S. Osceola Avenue
Clearwater, Florida 33756
Prepared by:
Wade Trim
8010 Woodland Center Boulevard
Suite 1200
Tampa, FL 33614
February 4, 2016
Scope of Work
The scope of work for this project is described in the following
sections respective to the following tasks:
Task A — Five -Year Consolidated Plan
Task B — FY 2016/2017 Action Plan
Task C — Technical Assistance
Tasks A and B — Five -Year Consolidated Plan & FY 2016/2017 Action Plan
1. Project Coordination /Consultation
Wade Trim will coordinate the project and related tasks with City staff as
outlined below. Wade Trim will:
• Meet with staff to discuss expectations, priorities, CDBG and HOME
grant administration history, available resources, strategies, and
timetables.
• Establish a schedule to use as a baseline to complete the Five -Year
Consolidated Plan, Annual Action Plan, and Citizen Participation Plan.
The schedule will include meetings, hearings, milestones, approval
processes, and other critical benchmarks, as appropriate.
• Obtain information from the City of Clearwater that is immediately
available to catapult the process, such as the existing Citizen
Participation Plan, Five -Year Consolidated Plan, previous Annual
Action Plans, public input received to date, and any other relevant
information that will assist in understanding the historical context and
priorities of the City of Clearwater.
• Receive input from City of Clearwater staff to identify key
stakeholders, such as local governmental agencies, social service
agencies, public housing authorities, non - profit organizations,
community -based organizations and other groups for citizen
participation and consultation.
• Consult on necessary advertisements for public hearings and public
comment.
• Conduct regular progress meetings by phone with City staff during the
development of the plans. These progress meetings will provide an
opportunity to discuss options with City staff as necessary and to
develop priorities for incorporation into the plans.
• Hold two (2) conference calls with City of Clearwater staff — one on
the Draft documents and one on the Final documents — to discuss any
necessary revisions prior to or resulting from the 30 -day comment
period and City Council adoption. These meetings will be conducted
by phone.
2. Citizen Participation Plan
The Consolidated Plan process will follow the current adopted City of
Clearwater Citizen Participation Plan.
With City staff assistance, Wade Trim will conduct three (3) community
meetings to get critical input on the community's needs and priorities for
housing and community development assistance. Discussion at these
meetings will revolve around identifying community needs and fair housing
issues, setting priorities, and educating the public about the City's CDBG
program.
Of the three (3) community meetings, Wade Trim will hold two evening
meetings in Neighborhood Revitalization Strategy Areas, to which the general
public will be invited. Wade Trim will hold one daytime meeting with service
providers to consult partner non - profits and sub - recipients of CDBG funds.
Wade Trim will attend all three of the community meetings held.
Along with attendance at these meetings, Wade Trim will provide the
following services:
• Review the City's existing Citizen Participation Plan to become
familiar with the public process and meeting locations used to solicit
input on housing and community development priorities. Wade Trim
will provide recommendations, if any, for revisions to the Citizen
Participation Plan and consult on necessary steps to amend the
Citizen Participation Plan in accordance with 24 CFR 570.486(a)(6).
• Prepare the necessary timelines and milestones for carrying out the
Citizen Participation Plan.
• Conduct outreach to solicit input from stakeholders and residents,
including a link on the City's website for a web -based community
survey specific to this project. This survey will also be made available
as paper hard - copies at each of the three community meetings and at
relevant public facilities.
• Coordinate with City staff to ensure compliance with publishing and
advertising requirements to allow citizen input once a draft of the
Consolidated Plan, Annual Action, and Citizen Participation Plan is
prepared.
• Attend and facilitate up to three (3) community meetings (as described
above) pursuant to Federal requirements.
3. Development of the Consolidated Plan & Annual Action Plan
The specified process for development of the Consolidated Plan and Annual
Action Plan components is outlined as follows. Wade Trim will:
• Develop a draft Consolidated Plan that includes five -year funding
goals, priorities and strategies, along with proposed accomplishments
and performance measurements. The plan will follow the HUD
checklist, narrative requirements, and HUD guidance, taking into
consideration improved ways to present and display information using
eCon Planning Suite, as well as addressing Federal requirements.
The required sections of the Plan are as follows:
o Executive Summary — Provide an overview of the priorities and
strategies identified in the Consolidated Plan.
o The Process — Describe the citizen participation process used
to solicit from persons affected by municipal decisions relative
to community development projects being financed with
Federal funding.
o Needs Assessment — Perform a Housing, Homeless, Non -
Homeless Special Needs, and Non - Housing Community
Development Needs Assessment to address homeless
populations, low- and moderate - income households, and
needs of elders, senior housing, and special needs
populations. This includes responding to the HUD requirement
that grantees address how they will end homelessness.
o Market Analysis — Facilitate a Housing Market Analysis to
determine housing supply and demand, vacancy rate,
availability of affordable and public housing units, necessity of
affordable housing preservation, barriers to affordable
housing, lead -based paint hazards, and supply of housing for
low- income beneficiaries. In addition to being a required
section of the Consolidated Plan, the Market Analysis will also
be provided in a standalone format that can be utilized by the
City as a resource /reference. The standalone Market Analysis
will address only the Market Analysis subsections required for
submittal in IDIS Online. Additional topics may be added to
the Market Analysis at the City's request as an Additional
Service.
o Strategic Plan — Develop a Strategic Plan to outline priorities,
allocation methodology, target markets, beneficiaries, and
challenges to creating affordable options and a plan to
address special needs populations. This task will also address
how the grantee plans to advance homeownership
opportunities to minority groups as part of revised regulations
to bridge the gap and lessen existing disparities. As part of the
Strategic Plan, Wade Trim will also document the City's
mechanisms to ensure compliance of its sub - recipients and
beneficiaries of program funds.
o Annual Action Plan — Prepare an Annual Action Plan to outline
resources that will be allotted to plan programs, identify
projected outcomes and performance measures to be
achieved over the 2016/2017 program year, define goals to be
achieved through CDBG and HOME Program, and map a
process that develops the means to the end. A clear
connection will be made between the Action Plan and
Strategic Plan.
o Appendix — The Appendix of the report will contain relevant
maps, signed SF 424 and Certifications, community survey
results, community meeting summaries, City Council agendas
and actions, additional public comments, and the Citizen
Participation Plan.
In addition, Wade Trim will complete the following:
• Prepare information on the low- and moderate - income areas for
consideration as program target areas, including strategies for the
City's three Neighborhood Revitalization Areas (North Greenwood,
Lake Bellevue, and East Gateway District).
• Consult on the process for selection of Action Plan projects through
the public application process to be conducted by City staff.
• Assist the City staff in the preparation of a Budget and Allocation Plan
that will itemize anticipated funding over the next five years as well as
uses of the funding and formula methodology to serve as the basis for
the development of an allocation plan for all activities.
• Provide certifications to ensure compliance with all other cross - cutting
Federal requirements.
• For the duration of Wade Trim's contract, Wade Trim will coordinate
with the City of Clearwater staff to respond to all inquiries from HUD
regarding the approved Consolidated Plan and Annual Action Plan.
4. Final Work Products and Deliverables
Following the Citizen Participation Plan and public outreach process, and the
development of the Consolidated Plan and Annual Action Plan sections,
Wade Trim will prepare Plan materials as follows:
• Provide a Draft Citizen Participation Plan, Draft Five -Year
Consolidated Plan, and Draft FY2016- 17 Action Plan to City staff for
review. Wade Trim will provide electronic copies (Microsoft Word and
Adobe PDF formats) of these drafts no later than 10 business days
prior to distribution for public comment, so City staff will have
adequate time to review and Wade Trim will have adequate time to
make revisions.
• Make one set of revisions or corrections to the draft documents in
response to community input, City staff comments, and /or City
Council direction prior to the 30 -Day Public Comment Period.
• Make one set of revisions or corrections to the final documents in
response to community input, City staff comments, and /or City
Council direction subsequent to the 30 -Day Public Comment Period.
• Wade Trim will ensure all required information is entered into IDIS
Online for draft and final review by City staff prior to August 1, 2015.
• Wade Trim will provide the Five -Year Consolidated Plan and Annual
Action Plan in final form (IDIS Online system) to City staff for review
and submission to HUD, including any supporting maps, tables,
charts, or graphics consistent with IDIS requirements. City staff will be
responsible for authorizing the electronic submittal of the plans
through IDIS Online prior to August 15, 2015 (submittal deadline).
• Once the plans are approved by HUD, Wade Trim will provide one
unbound and reproducible master hard copy of each document,
including maps and graphics in a reproducible format; an electronic
copy of the final document in Microsoft Word and Adobe PDF formats
(on a CD); and the digital version as submitted to HUD in the IDIS
Online system.
Task C — Technical Assistance
Wade Trim is available for on -going as- needed Technical Assistance requested
by the City. This section of the Scope of Work may be requested at any time
during the contract term and will be negotiated on a project/task basis. Possible
tasks may include, but are not limited to, program compliance and
implementation, project management, policy review and updates, audit and
monitoring assistance, reporting, and completion of additional HUD required
plans and reports.
The primary point of contact at Wade Trim will be Amanda Warner, AICP, with
additional assistance provided by Jason Smith, AICP. The classifications for the
key personnel on the Wade Trim team are listed below.
Amanda Warner, AICP
Jason Smith, AICP
Brad Cornelius, AICP
Professional Planner 1
Professional Planner I
Professional Planner III
Exhibit B — Fee Schedule contains the hourly rate schedule corresponding to
Task C.
Additional Services
Any additional services completed at the request of City of Clearwater that are
not described in the City's Request for Proposals (RFP # 08 -16) or this Wade
Trim Scope of Work must be negotiated at the time of the request. Any additional
services requested by the City of Clearwater will be assessed on a time -and-
materials basis consistent with the rate schedule under Exhibit B: Fee
Schedule.
Additional Meetings
Attendance and /or facilitation of advisory committee, City Council, or additional
community meetings beyond those described in the Scope of Work will be
assessed on a fee -per- meeting basis of $425 per meeting (per attendee).
City Responsibilities
The City will be responsible for the following items during the project:
• Providing a primary point of contact within the City for all project - related
matters.
• Permitting "as- needed" consultant contact with key City staff during the
project.
• Providing copies or links to previously adopted plans, reports, studies, or
other resources related to the City's CDBG program upon request.
• Providing any GIS layers that may be useful for completion of the project.
• Providing a listing of relevant stakeholders to Wade Trim for use during
the process.
• Preparing all public meeting /hearing advertisements or notices, in
addition to placement and payment of such advertisements or notices.
• Meeting logistics (e.g. reservation of meeting rooms, coordination with
building custodians, refreshments for attendees, etc.)
• Advertising a minimum of two meetings during the planning process as
public hearings, pursuant to Federal requirements.
• Placing items on appropriate City agendas, etc.
Project Schedule
It is anticipated that this project will take no longer than one (1) year to complete,
with Tasks A and B to be completed by August 15, 2016 and Task C to be
completed by February 3, 2017. A detailed schedule of project milestones will be
developed by Wade Trim and approved by City staff no later than February 10,
2016.
END OF SCOPE OF WORK
EXHIBIT B
FEE SCHEDULE
Fee Schedule
Task A — Five -Year Consolidated Plan
Task B — FY 2016/2017 Action Plan
Task C — Technical Assistance
ATTACHMENT
$ 22,850
$ 4,100
TOTAL $ 26,950
Wade Trim Billing Rate Schedule for Municipal Services
Effective January 2016
END OF FEE SCHEDULE
Fee for Technical
Assistance to be
negotiated on a
project / task basis
using the attached
hourly rate schedule
Wade Trim Billing Rate Schedule
Municipal Services
With Equipment Included in Labor Rates
Effective January 2016
2016 Rate
Classification Per
Code Hour
236 Professional Engineer III $170.00
235 Professional Engineer II $135.00
234 Professional Engineer I $115.00
233 Engineer III $135.00
232 Engineer II $105.00
231 Engineer I $85.00
246 Professional Planner III $150.00
245 Professional Planner II $120.00
244 Professional Planner I $105.00
243 Planner III $110.00
242 Planner II $75.00
241 Planner I $70.00
256 Prof. Landscape Architect III $150.00
255 Prof. Landscape Architect II $115.00
254 Prof. Landscape Architect I $100.00
253 Landscape Architect III $95.00
252 Landscape Architect II $75.00
251 Landscape Architect I $60.00
266 Professional Scientist III $140.00
265 Professional Scientist II $100.00
264 Professional Scientist I $85.00
263 Scientist III $110.00
262 Scientist II $75.00
261 Scientist I $60.00
286 Professional Surveyor III $135.00
285 Professional Surveyor II $110.00
284 Professional Surveyor I $100.00
283 Surveyor III $90.00
282 Surveyor II $80.00
281 Surveyor I $65.00
786 Survey Technician VI $110.00
785 Survey Technician V $100.00
784 Survey Technician IV $90.00
783 Survey Technician III $75.00
782 Survey Technician II $65.00
781 Survey Technician I $50.00
716 Construction Technician VI $130.00
715 Construction Technician V $110.00
714 Construction Technician IV $100.00
713 Construction Technician III $90.00
712 Construction Technician II $80.00
711 Construction Technician I $70.00
726 CADD Technician VI $115.00
725 CADD Technician V $105.00
724 CADD Technician IV $100.00
723 CADD Technician III $85.00
722 CADD Technician II $75.00
721 CADD Technician I $50.00
Wade Trim Billing Rate Schedule
Municipal Services
With Equipment Included in Labor Rates
Effective January 2016
736 Engineering Specialist II $150.00
735 Engineering Specialist I $145.00
734 Engineering Technician IV $115.00
733 Engineering Technician III $105.00
732 Engineering Technician II $80.00
731 Engineering Technician I $55.00
746 Building Project Manager $120.00
745 Building Official $105.00
744 PA 54 Inspector III $110.00
743 PA 54 Inspector 11 $95.00
742 PA 54 Inspector I $85.00
741 Code Enforcement Officer $65.00
756 Project Specialist III /Manager $170.00
755 Project Specialist II $135.00
754 Project Specialist I $100.00
753 Project Aide III $115.00
752 Project Aide II $90.00
751 Project Aide I $65.00
203 Senior Principal $215.00
202 Principal $200.00
201 Senior Professional $195.00
444 Electrical Superintendent $180.00
443 Electrical Foreman $130.00
442 Journeyman Electrician $115.00
441 Apprentice Electrician $110.00
Outside expenses and subconsultants at cost times 1.15.
Special billing rates will apply in matters requiring expert witnesses or other
consulting as it relates to legal matters.
Reviewed and Revised Annually
RFP #08 -16
REQUEST FOR PROFESSIONAL SERVICES IN THE PREPARATION
OF THE CITY'S FIVE YEAR CONSOLIDATED PLAN AND ANNUAL
ACTION PLAN
INTRODUCTION
The City of Clearwater, Florida is an entitlement community with a population of over
110,000 with approximately $725,000 in Community Development Block Grant (CDGB)
funds and $275,000 in Home Investment Partnership Grant (HOME) funds from the US
Department of Housing and Urban Development (HUD).The City of Clearwater is
requesting proposals from qualified firms (Consultant) to develop the city's Five Year
Consolidated Plan and Annual Action Plan (Plans) due to HUD in August 2016. In
addition, if needed, the Consultant may be asked to provide technical assistance to
complete a variety of policy and procedures related to implementing the Plans.
The Consolidated Plan combines the planning and application requirements of certain
Federal statutes and includes a Needs Assessment and Market Analysis outlining levels
of relative need in the areas of affordable housing, homelessness, special needs, and
community development. The consultant will be expected to gather information through
a variety of methods, including consultation with local agencies, public outreach, a
review of demographic and economic data sets, and a housing market analysis. The
needs assessment portion forms the basis of the Strategic Plan that will detail how the
city will prioritize needs. The consultant will develop the Plans and work with city staff to
submit the Plans to HUD.
SCOPE OF SERVICES
The Scope of Services to be performed by the consultant will be divided into three main
tasks: A) Development of the City of Clearwater's 2016 -2021 Five Year Consolidated
Plan; B) Development of the City of Clearwater's FY 16 -17 Action Plan; and 3)
Assistance with policies and procedures related to the implementation of the Plans.
1
The City of Clearwater's Five Year Consolidated Plan and Annual Action Plan will follow
regulations set forth by 24 CFR Part 91 and be in accordance with instructions, notices,
and guidelines prescribed by HUD, including tables and narratives. The consultant will
prepare a timeline for project milestones described below including submittal to HUD in
August of 2016. Draft plans should be completed by the end of May 2016 to meet city
approval deadlines including City Council approval in July 2016.
A. Five Year Consolidated Plan
The consultant will collaborate with the city's Economic Development and Housing
Department in the identification, development, scheduling, and implementation of
activities designed to complete a HUD - acceptable Five Year Consolidated Plan and
Annual Action Plan. Scope of work to be performed by the consultant is as follows:
1. Following the specific requirements in 24 CFR Part 91, develop a Five -Year
Consolidated Plan through the specified process:
a. Determining Needs: Needs Assessment and Market Analysis
b. Setting Priorities: Determining grantees' priority needs
c. Determining Resources: Anticipated Resources and Institutional Delivery
Structure
d. Setting Goals: Specific, Measurable, Action - Oriented, Realistic, and Time -
Bound
2. Prepare Citizen Participation Plan
a. Conduct outreach to stakeholders and residents for the development of
the Consolidated Plan through meaningful involvement of citizens,
community -based organizations, businesses, elected officials, housing
and service providers in the planning process and regular consultation
with city staff.
b. Prepare a community survey
c. With staff assistance, conduct up to 3 community meetings to gain input.
Consultant will prepare agendas, presentations, maps and any other
handouts or presentation materials for these meetings.
3. Develop strategies for the North Greenwood Neighborhood Revitalization Area,
Lake Bellevue Neighborhood Revitalization Area, and the East Gateway District
Neighborhood Revitalization Area.
4. Develop the draft document through research of relevant data collection and
submit final approved document through the use of the IDIS Consolidated Plan
Template, including but not limited to the following sections as described in A
Desk Guide for Using IDIS to Prepare the Consolidated Plan, Annual Action
Plan, and CAPER /PER, October 2014 (https: / /www.hudexchange.info /resources/
documents /eCon - Planning- Suite - Desk - Guide- IDISConplan- Action - Plan - Caper-
Per.pdf):
a. Executive Summary
b. The Process
i. Identification of Lead and Responsible Agencies
2
ii. Consultation
iii. Citizen Participation Plan
c. Needs Assessment
i. Housing Needs Assessment
ii. Disproportionately Greater Need
iii. Public Housing
iv. Homeless Needs Assessment
v. Non - Homeless Special Needs Assessment
vi. Non - Housing Community Development Needs
Market Analysis
i. General Characteristics of the Housing Market
ii. Lead -based Paint Hazards
iii. Public and Assisted Housing
iv. Assisted Housing
v. Facilities, Housing, and Services for Homeless Persons
vi. Special Need Facilities and Services
vii. Barriers to Affordable Housing
viii. Needs and Market Analysis Discussion
Strategic Plan
i. Overview
ii. Geographic Priorities
iii. Priority Needs
iv. Influence of Market Conditions
v. Anticipated Resources
vi. Institutional Delivery Structure
vii. Goals
viii. Public Housing
ix. Barriers to Affordable Housing
Homeless Strategy
xi. Lead -based Paint Hazards
xii. Anti - Poverty Strategy
xiii. Monitoring
Consultant will prepare any GIS maps needed for the key data elements such as
income, housing, etc.
d.
e.
x.
B. FY 2016 -17 Action Plan
Develop the FY 16 -17 Action Plan, based upon the Five -Year Consolidated Plan
described above, in accordance with 24 CFR 91.220 that include maps and tables. The
First -Year Action Plan will include the following components:
1. Annual Goals and Objectives
2. Projects
3. Geographic Distribution
4. Affordable Housing
5. Public Housing
3
6. Homeless and Other Special Needs Activities
7. Barriers to Affordable Housing
8. Other Actions
9. Program Specific Requirements
Final Work Products for Tasks A and B above will be one (1) unbound and reproducible
master hard copy of each document, including maps and graphics in a reproducible
format; an electronic copy in Microsoft Word format (on a CD), a PDF of final document,
and the digital version to be submitted to HUD. All deliverables become property of the
City of Clearwater.
The Consultant will be responsible for preparing in final form and submitting
electronically to HUD all forms and tables in the eCon Planning Suite after city review
and authorization. The Consultant will be responsible for making any revisions required
by HUD. The Consultant will assist staff with responding to HUD questions or issues
throughout the HUD approval process.
C. Technical Assistance
The Economic Development and Housing Department may need technical assistance in
completing its policies and procedures related to the implementation of the new Five
Year Consolidated Plan and Annual Action Plan. This section of the scope of work will
be requested after the plans have been completed and will be negotiated on a
project/task basis.
PROPOSAL REQUIREMENTS
Please provide a letter of interest signed by the person authorized to enter into a
contract. In proposal response, please include professional qualifications, examples of
previous experience on this type of work, approach to scope of work with estimated
timeframes for each task and subtask, resumes of key personnel assigned to the work
and each of their roles. As part of your fee proposal, please include a lump sump per
task/subtask and costs for additional meetings, if needed. For the technical assistance
portion, please include general hourly rates for completion of policies and procedures.
Proposals are due on Friday, January 15th no later than 4pm at the City of Clearwater's
Economic Development and Housing Department, 112 S. Osceola Ave., Clearwater, FL
33756. For questions, please contact Geri Campos Lopez, Director, Economic
Development and Housing Department, at geraldine .lopez @myclearwater.com or (727)
562 -4023.
4
EVALUATION CRITERIA
Professional qualifications 25 points
Previous experience with HUD Plans /Reports 20 points
Approach to Scope of Work 25 points
Key Personnel 10 points
Schedule /Ability to meet deadlines 10 points
Fee Schedule per task 10 points
SCHEDULE
Release RFP #08 -16 December 28, 2015
Proposals Due by 4pm January 15, 2016
Evaluation Week of January 19th
Selection January 22nd
Contract Negotiation Week of January 25th
Start work February 1, 2016
STANDARD TERMS AND CONDITIONS
Please see Attachment A for the City of Clearwater's Standard Terms and Conditions
5