CITY OF PASADENA

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM

PROGRAM YEAR 2017-2018 REQUEST FOR PROPOSAL (RFP)

NON-PUBLIC SERVICES

CITY OF PASADENA HOUSING AND CAREERS SERVICES DEPARTMENT

OFFICE LOCATION: RENAISSANCE PLAZA, 649 N. FAIR OAKS AVENUE, SUITE 202

PASADENA, CA 91103

TABLE OF CONTENTS

INTRODUCTION…………………………………………………………….…………….……1

Background

Funding Available

ELIGIBILITY REQUREMENTS………………………………………………………….……2

Project Eligibility

Non-Public Service Eligible

Ineligible Activities

EVALUATION CRITERIA & SELECTION PROCESS……………………….………….…5

Mandatory RFP Workshops

CDBG RFP Submittals

Application Process

Evaluation Criteria

GENERAL PROVISIONS AND CONDITIONS……………………………………….……11

CONTRACT TERMS & REQUIREMENTS………………………...………………………13

DEFINITIONS…………………………………………………………………………….……15

REFERENCES…..……………………………………………………………………….……18

Attachments

RFP Application..............…………..………………….………………………Attachment A

CDBG Benefit Service Area Map...………………….………………………Attachment B

HUD 2016 IncomeLimits.............………………....….………………………Attachment C

Priority Survey Results…..…………………………….………………………Attachment D

Collaborate Pasadena………………………………….………………………Attachment E

Construction Matrix Process Roles & Responsibilities..........................Attachment F

Appendices

Authorizing Resolution……………………………….………………….…….…Appendix A

Non-Collusion Affidavit..…………………………………………………………Appendix B

Living Wage Compliance Certification……..……………………………….…Appendix C

Assurance Conditions……............................………….………………………Appendix D

Vendor List AA-1………….........……...………………….………………………Appendix E

Modified Total Indirect Cost Worksheet…...………….………………………Appendix F

Funding History Sheet……………..…………………….…………….…………Appendix G

2

Funding Available

The City of Pasadena invites proposals from qualified entities to apply for Non-

Public Service reimbursable funding under this Request for Proposal (RFP). The

City of Pasadena received $1.7 million in annual CDBG entitlement funds for

program year (PY) 2017. The amount of CDBG non-public service funds available

through this RFP is estimated to be $250,000.

For PY 2017 (July 1, 2017 – June 30, 2018), proposals that are deemed eligible will

ranked through the RFP application process. Applicants must successfully

complete and submit their RFP in order to be considered for PY2017 CDBG

funding. Applicants that do not successfully submit a completed proposal will not

be eligible to participate in the RFP evaluation process.

Through this RFP, the City will award CDBG funds for Non-Public Service projects,

for one (1) program year. The minimum award amount will be $50,000 with a

$100,000 maximum. Organizations are strongly discouraged from applying for

funds unless they are ready to implement the activity proposed for funding.

II. ELIGIBILITY REQUIREMENTS

Businesses, public/private non-profit organizations, public agencies, and City

departments that service LMI Pasadena residents are eligible to apply. Non-profit

organizations must be incorporated in the State of California. Faith-based

organizations are allowed to compete for CDBG funds on the same basis as other

non-profits; however funds cannot be used to support worship, religious instruction

or proselytization. Faith-based organizations that participate in the CDBG

program shall not discriminate against a program beneficiary on the basis of

religion or religious belief.

A proposal will be deemed eligible if each federal requirement is address and the

submittal packet is complete in accordance to the requirements listed in this RFP.

Each proposed CDBG project must:

(a) Demonstrates compliance with one (1) of the National Objectives; and,

(b) Targets one (1) of the goals listed in the City of Pasadena 5-Year

Consolidation Plan 2015-20193; and,

(c) Be located, primarily conducted in, and serving residents located in the City

of Pasadena; and,

3 City of Pasadena 5-Year Consolidated Plan 2015-2019

3

(d) Be an eligible activity consistent with the provisions of CFR Title 24 Part

5704.

Project Eligibility

Agencies shall consider the following with regard to their proposed CDBG project:

1) Assistance with CDBG funds is limited to City of Pasadena organizations

and/or businesses located in the City of Pasadena.

2) No allocation of CDBG funds will be made to projects of less than $50,000.

3) Project sites must be located in the City of Pasadena.

4) Facility improvements for areas not utilized by clients served are not

allowable and should not be included in the description of project activities

to be conducted, unless related to ADA improvements.

5) Applicants will be required to confirm project site control, either through

ownership or a minimum 3-year signed lease, at the time of RFP submittal.

6) Applicants will be required to confirm with the City on whether City

permits are required for the proposed scope of work to be completed with

CDBG funds.

7) Davis-Bacon and Related Acts requirements shall apply to projects where

construction labor costs exceed $2,000. Applicable prevailing wage rates

and fringe benefits must be taken into consideration in the determination of

the total project cost budget.

8) The proposed scope of work must be completed within 12 months of the

start of PY2017 (July 1, 2017). An additional year may be approved on a

case-by-case basis.

9) Proposed projects must go through an environmental review which may

include environmental assessments, accessibility surveys, inspections

reports, historic resources surveys and/or hazardous material surveys on

proposed project sites (facilities/structures/housing units) prior to awarding

a construction contract.

10) All construction projects will require the services of a Labor Compliance

Administrator (LCA). Associated costs must be taken into consideration in

the determination of the total project budget. A wavier request may be

submitted for approval with the RFP proposal, along with proof of agency

staff having experience administering Federal Labor Standard Provisions of

29 CFR Part 55. Refer to LCA CDBG Policy and Procedures.

11) Unexpended funds are subject to reprogramming (allocated to other uses)

by the City Council.

12) Agencies that plan to use CDBG funds to cover indirect costs are limited to

10% of the modified total direct cost calculation (Appendix J) or an

approved negotiated rate from its cognizant agency.

4 CFR 24 Part 570 - Eligible Activities

5 CFR 29 Part 5 - Federal Labor Standard Provisions

4

13) 5% retention must be held for all construction contracts until a labor file

review has been conducted and approved by the Labor Compliance Officer

(LCO).

14) All non-personnel and construction costs must be procured according to

federal regulations prior to purchase.

15) Any service contracts existing prior to CDBG award are ineligible for

reimbursement.

16) Section 3 requirements apply to all awards that exceed $99,000.

Non-Public Service Eligible Activities

The following eligible activities are examples under their specific categories of

emphasis6:

A. Public Facilities/Infrastructure

Improvements to Public Facilities (i.e. community centers, child care

centers, health facilities, convalescent homes, recreation facilities)

- ADA Improvements

- Building Rehabilitation

- Energy Efficiency Upgrades (i.e. energy audits for solar panel

installation, weatherization, insulation, low-flow fixtures)

B. Housing Programs

Single Residential Rehabilitation

Multi-Unit Residential Rehabilitation (limited to the exterior and ADA

interior)

Direct Homeownership Assistance

C. Economic Development Programs

Micro-Enterprise Assistance (i.e. façade improvements, technical

assistance)

Publically or Privately Owned Commercial/Industrial Building

Rehabilitation

Direct Financial Assistance to For-Profits

Ineligible Activities

Building(s) for the General Conduct of Government (unless to remove

architectural barriers)

General Government Expenses

Political Activities

Furnishings & Personal Property

Equipment

6 This list does not include all possible non-public service activities, but is to be used as examples for reference.

5

Income Payments (direct cash payments, )

New Housing Construction (except by CBDO’s)

Operating and Maintenance Expenses

Religious Activities

Repairs

III. EVALUATION CRITERIA & SELECTION PROCESS

Mandatory RFP Workshops

All CDBG applicants are required to attend ONE (1) session of the mandatory RFP

Workshops listed below, regardless of current or past CDBG funding. All attendees

must sign-in and provide the proposed project name and agency affiliation as it will

appear on the RFP. Confirmation of mandatory attendance will be based on the

sign-in sheets. Organizations are strongly encouraged to have the proposal

preparer attend the workshop. Workshops will start promptly at the times listed.

Failure of an applicant/agency to attend a RFP Workshop will result in a

disqualification of the proposal. Applicants may attend either of the following

workshops:

LOCATION DATE & TIME

City of Pasadena

Housing and Career Services Department

649 N. Fair Oaks Ave. 2nd FL (Community Room

#203)

Tuesday November 8, 2016

at 2:00 p.m.

City of Pasadena

Housing and Career Services Department

649 N. Fair Oaks Ave. 2nd FL (Community Room

#203)

Thursday November 10, 2016

At 10:00 a.m.

Technical assistance questions should be directed to the Housing and Careers

Services Department at (626) 744-8321. The last day to receive technical assistance

is January 5, 2017.

CDBG RFP Submittals

A complete RFP submittal must include the following:

One (1) complete original hardcopy of the proposal

Three (3) electronic copies stored on 3 separate compact discs or flash drives

6

As an option (not required of any applicant), your agency’s RFP submittal may also

include:

No more than two (2) 8.5” X 11” pages of exhibits (single-sided) that support

the application materials. These may be charts, pictures, conceptual designs

within the two-page limit (black & white). They should be captioned and

referenced in the RFP or narrative, as appropriate.

NOTE: faxed, e-mailed or late RFP submittals will not be accepted.

In order to expedite the RFP process:

1. Do not use binders, folders or similar products to submit the RPF and

supporting documentation.

2. Do not 3-hole punch any RFP supporting documentation.

3. Do not staple any RFP sections and/or supporting documentation.

4. Use paper clips and/or binder clips to separate RFP material/documents from

one another.

5. As needed, use a rubber band or such to keep all materials together and place

the RFP Submittal Checklist on top, prior to enclosing into an envelope.

6. Use strictly 8.5” X 11” paper and print using the portrait orientation setting,

single-sided.

7. Please clearly name all of the electronic files which are saved on a compact

disc (CD) or flash drive.

Place the complete RFP submittal package in one envelope and address it to:

City of Pasadena

Housing and Career Services Department

ATTN: Randy Mabson, Program Coordinator

649 N. Fair Oaks Ave. Suite 202

Pasadena, CA 91103

The RFP submittal packet may be hand-delivered or sent via US mail, taking the

deadline listed below into account. Department office hours are as follows: Monday

& Tuesday 8:00 a.m. - 1:00 p.m., Wednesday – Thursday 12:00 p.m. – 5:00 p.m.,

Friday – Sunday Closed.

The RFP submittal packet must be received by the Housing and Careers Services

Department on or before 5:00 p.m., January 12, 2017. Late submittals will not be

considered.

Please note that any premature commitment or expenditure of funds for proposed

activities is prohibited. No project expenses will be eligible for CDBG

reimbursement if they have been incurred or commissioned prior to environmental

7

review and/or clearance. Project expenses will also not be eligible for CDBG

reimbursement if they have been incurred or commissioned prior to project start

date identified in the executed 43rd Program Year CDBG Agreement with the City

of Pasadena.

Application Process

Prior to evaluation all proposals will be reviewed for completeness and eligibility.

Please note that there will be no opportunity to submit missing documentation.

Incomplete proposals will be disqualified. Agencies will have an opportunity to

appeal disqualified proposals. All proposals that are deemed eligible will then be

evaluated by a team of City staff, which will be scored based on the evaluation

criteria detailed in this document. The Northwest Commission7 will also conduct an

evaluation of the eligible proposals and score them accordingly. City staff will then

present final recommendations to City Council for approval.

The Northwest Commission is the City’s advisory board for non-public service

activities. The Commission has the authority to make formal recommendations to

the City Council regarding program selection.

Each proposer will receive an e-mail notification of their proposal rating. Proposers

may submit a one (1) page written request, to the Housing and Career Services

Department, appealing their proposal rating. Appeal must be sent within five (5)

business days of the proposal rating notification letter. Appeals may be made to the

scoring of the agency’s proposal based on documentation originally provided in the

submitted proposal. No new information may be provided with the appeal.

A mandatory CDBG capacity review will be held in April 2017 for all agencies

recommended for funding. The 2017 Annual Action Plan will be submitted to the

Pasadena City Council at its public hearing to be held in May 2017.

Evaluation Criteria

1. PROJECT DESCRIPTION & ACTIVITY SCOPE (25 Points)

Relationship to Consolidated Plan (max 15 points)

(a) Explain why this project is needed. Describe the proposed project to be

carried out with the requested funds. Identify one performance

indicator for the project (i.e. housing units, businesses, jobs, people

7 See Citizen Participation Plan in the City of Pasadena 5-Year 2015-2019 Consolidation Plan for information on the

establishment of advisory board to assist in allocating and monitoring CDBG funding.

8

assisted or facilities), and how many accomplishments will be made.

Describe what and how the project will benefit low and moderate

income persons.

(b) Identify the objectives of the proposed activity. Describe how the

proposed activity will meet one (1) of the priority needs listed in the

City of Pasadena 2015-2019 Five-Year Consolidated Plan.

Activity/Timeliness (max 10 points)

(c) Provide a clear description of the scope of activity. Detail the specific

tasks8 to be accomplished in achieving the defined objective(s).

(d) Provide a detailed implementation schedule of the scope of activity

from beginning to end, on a calendar quarter basis. Schedule should

be reasonable and achievable within 12 months.

2. SERVICE BENEFIT (20 Points)

(a) Identify the target group that will primarily benefit from the project.

Describe how clients will access services resulting from the project

completion. Identify project location’s physical proximity to public

transportation.

(b) Provide the address(s) and census tract(s) of each project location and

its relation to providing services for this project. In addition, identify

the census tract(s) of the service area the project will serve.

(c) Identify the exact percentage (%) of low/moderate income persons that

will be served from the proposed project.

(d) Identify the national objective to be used for the proposed project:

Low/Moderate Clients (LMC) Presumed Groups

Low/Moderate Clients (LMC) Exclusive

Low/Moderate Clients (LMC)

Low/Moderate Area (LMA)9

Low/Moderate Housing (LMH)

Low/Moderate Jobs (LMJ)

8 Refer to Construction Matrix of Roles & Phases (Attachment F)

9 Refer to CDBG Benefit Area (Attachment B) for a map of the LMA areas of the City of Pasadena.

9

3. OUTCOME (10 Points)

(a) Provide a clear description of each outcome to be achieved that

coincides with the scope of the proposed activity. Support each

outcome with qualitative and quantitative measurement methods.

(b) Describe how the proposed project will achieve one of the CDBG

outcomes (Availability/Accessibility, Affordability, or Sustainability).

Clearly demonstrate how the completed project will benefit the

primary target group for the next 3 years after termination of the

CDBG agreement with the City.

4. ADMINSTRATIVE CAPACITY (25 Points)

(a) Summarize the organization’s background and staff experience with

the proposed or similar federally-funded project, specifically project

and financial management of previously CDBG-funded projects.

(b) Identify all services, covered by CDBG, which will be contracted out for

the purposes of completing the proposed project. All construction

projects require a Labor Compliance Administrator (LCA)10 to ensure

compliance with Federal Labor Standard Provisions of 29 CFR Part 5.

(c) Provide documentation of the design plans for the proposed project,

and proof of plan check approval, as part of Supporting Documentation

requirements.

Provide documentation on whether the agency has sufficient funds to

sustain the program for a minimum of three months until

reimbursement of expenditures is received. Include in the Supporting

Documentation requirements the agency’s most recent reserve

statement, which may include a bank and/or credit statement.

5. BUDGET AND COST NARRATIVE (20 Points)

(a) Provide a detailed project budget identifying total activity cost for the

use of proposed funding and all other leverage funds. Identify what

cost will be covered by CDBG and what will be covered by any leverage

funds.

10

Refer to LCA CDBG Policy & Procedures

10

(b) Provide commitment, award or pledge letter(s) for all leverage funding

for the proposed project.

(c) Provide a budget cost narrative with a detailed explanation of each

CDBG line item in the project budget. Include a job description for

each personnel position as it pertains to the proposed project.

6. BONUS: Priority Project11 (5 Points)

A project priority survey was administered to identify the needs of the

community. As a result, the top 5 highest rated project activities for each

activity type were identified. Proposed projects that properly meet one of the

priorities will receive 5 bonus points. The priority list can be found in

Attachment D.

7. BONUS: Collaborate Pasadena12 (5 Points)

Identify and describe how the proposed project will work towards one of the

Working Group Strategies and Indicators listed in the Collaborate Pasadena

Work Plan: 2014-15, which can be found in Attachment E.

8. PENALTY: Complete a Funding History sheet listing the project name and

program year for any and all CDBG funds the agency has received within the

last five (5) years. The City will also take into account any monitoring

reports from previously CDBG-funded projects that the proposer’s agency

received from the City in the last 5 years. If the agency has not received

CDBG funds in the previous five (5) years please indicate. Any agency that

has received CDBG funds in the last three (3) consecutive program years or

has unresolved monitoring findings will receive -5 points.

9. REQUIRED SUPPORTING DOCUMENTATION (0 Points)

There are no points awarded for this section, however, proposal may be

deemed ineligible if any of these items are missing:

- State Certificate of Good Standing & Listings 9not older than one year)

(not older than one year)

- W-9 forms

- Authorizing Resolution (Appendix A)

- Audited Financial Statement (Most Recent Year)

- Non-Collusion Affidavit (Appendix C)

11

CDBG Activity Descriptions 12

Collaborate Pasadena Year 2 Work Plan: 2014-15

11

- Resumes of Project Manager and/or Labor Compliance Administrator

- Living Wage Compliance Certification (Appendix D)

- Assurances and Conditions (Appendix E)

- Vendor Questionnaire (Appendix F)

- Vendor List AA-1 (Appendix G)

- Funding History Sheet (Appendix I)

- Commitment Letters for Leverage Funds (if applicable)

- Modified Total Direct Cost Calculation Example

- (Appendix J)

- Agency Statement of Cash/Credit Reserves

- Proof of Site Control (Required for all construction projects)

- Project Designs and City Plan Check Approval

- System of Award Management (SAM) Clearance (identifying agency

DUNS #)

IV. GENERAL PROVISIONS AND CONDITIONS

A. Pre-Contractual Expenses

Pre-contractual expenses are defined as any expense incurred by the proposer

in: (1) preparing its proposal in response to this RFP; (2) submitting that

proposal to the City; (3) negotiating with the City any matter related to this

RFP, including a possible contract; or (4) engaging in any other activity prior

to the effective award date, if any, of a contract resulting from this RFP. The

City shall not, under any circumstances, be liable for any pre-contractual

expenses incurred by the proposer(s), and proposer(s) shall not include any

such expense as part of their proposals.

B. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to

award a contract. The City expressly reserves the right to postpone proposal

opening for its own convenience, to accept or reject any or all proposals

received in response to this RFP, to negotiate with more than one proposer

concurrently, or to cancel all or any part of this RFP.

C. Authorizing Resolution

If the proposer is a non-profit organization or a corporation, formal proof of

the authority of the officer signing the proposal to bind the corporation must

be submitted with said proposal.

D. Withdrawal of Proposal

Any proposer may withdraw its proposal by written request at any time

following the submission deadline.

12

E. Documents to be Construed Together

The RFP, the proposal, the Non-Collusion Affidavit, and all documents

referred to in the complete specifications and the Contract to be entered into

between the proposer and the City, and all modifications of said documents,

shall be construed together as one document.

F. Errors and Omissions

Proposer shall not be allowed to take advantage of any errors in or omissions

in the RFP. Full instructions will be given if such error or omission is

discovered and timely called to the attention of the City.

G. Joint Offers

Where two (2) or more agencies desire to submit a single proposal in response

to this RFP, they should do so on a prime-subcontractor basis rather than as

a joint venture or informal team. The City intends to contract with a single

agency and not multiple agencies doing business as a joint venture.

H. Vendor Assistance Procurement Prohibition

HUD regulations prohibit contractors involved in developing and drafting

specifications, required statements of work, invitations to bid, or request for

proposals from competing for such procurements. As such, contractors

assisting RFP applicants in the development of the project descriptions/scope

of work described in the PY2017 CDBG RFP will be prohibited from

submitting a bid to complete project activities should the project be approved

for FY2017 CDBG funding.

I. Reservations

The City reserves the right to reject any and all proposers and any item(s)

therein, and to waive any non-conformity of proposals with the RFP, whether

of a technical or substantive nature, as the interest of the City may require.

J. Request for Proposal (RFP) is not Contractual

Nothing contained in the RFP shall create any contractual relationship

between the proposer and the City. The City accepts no financial

responsibility for costs incurred by any proposer regarding this RFP.

K. Firm Commitment of Availability of Service

Once a proposal is opened, a proposer is expected to maintain an availability

of service as set forth in its proposal.

L. Standard Terms and Conditions

Prior to the award of any work hereunder, City and proposer shall enter into

a written Sub-Recipient Agreement or Memorandum of Understanding.

13

M. System of Award Management (SAM) Clearance

SAM checks are required to ensure that sub-recipients and contractors are

not suspended or debarred from working on federally funded projects.

Clearance printouts may be obtained at www.sam.gov under search records

using an agency’s Data Universal Numbering System (DUNS) number. If

your agency does not have a DUNS number, one may be requested at

https://fedgov.dnb.com/webform.

N. Instructions and Questions

Do not contact any other City employee or official regarding this RFP.

Questions regarding the RFP should be directed only to the person(s)

designated below:

Randy Mabson, CDBG Program Coordinator

City of Pasadena, Housing and Career Services Department

(626) 744-8321

rmabson@cityofpasadena.net

V. CONTRACT TERMS & REQUIREMENTS

Sub-Recipient Agreement

If your proposal is selected and awarded funding, your organization will be

required to enter into a sub-recipient agreement with the City of Pasadena,

outlining the terms and conditions of the funding. The sub-recipient

agreement is a legally binding contract and failure to adhere to its terms and

conditions can result in termination and required repayment of the funding

award. The following is a list of a few important requirements of the

contract:

1. Operating agencies that make improvements to “homeless facilities” or

“youth centers” must maintain the following information for federal

reporting and monitoring purposes; the name, address, race, ethnicity,

and female head of household status for all clients.

2. Operating agencies shall maintain income documentation to insure that

at least 51% of the program beneficiaries are of low- and moderate-

income.

3. Operating agencies must maintain payroll, time and attendance records

signed by the employee and approving supervisor regarding all personnel

costs. Time distribution records will also be kept by program and shall

account for actual worked hours on a daily basis.

14

4. All non-personnel costs (goods and services) to be reimbursed by CDBG

funds are subject to the procurement requirements of 2 CFR Part 200

Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards. Costs that do not adhere to the

General Procurement Standards will be disallowed.

Methods of Procurement Supporting Documentation

Requirements

MICRO-PURCHASE ($0 - $3,000)

This method allows agencies to make purchases

of $3,000 or less per purchase, without having to

solicit bids or quotes from the supplier. Instead,

the agency may shop for the commodity that

meets its needs, by comparing the specifications

and pricing for the same or similar commodity

through suppliers’ catalogs, websites, store price

tags, or purchase orders/invoices for the same or

similar recently purchased commodity.

- Agency must document at least two

(2) sources; and

- Select the lowest price

Small Informal Process ($3,000 - $150,000)

This is relatively simple and informal

procurement method for securing services,

supplies, or equipment that does not cost more

than $150,000. Price or rate quotations must be

obtained from an adequate number or qualified

sources.

- Agency must document at least

three (3) sources; and

- Must select the lowest responsive

and responsible bidder

Sealed Bids (Formal)

The sealed bid method is the required

method for procuring Construction, and

Architectural & Engineering (A/E). The

following conditions should be present:

- A complete, adequate, and realistic

specification or purchase description is

available;

- Two or more responsible bidders are

willing and able to compete effectively

for the business; and

- The procurement lends itself to a firm

fixed price contract and the selection

of the successful bidder can be made

principally on the basis pf price.

- The invitation for bids will be

publically advertised and bids must

be solicited from an adequate

number of known suppliers,

providing them sufficient response

time prior to the date set for

opening the bids;

- The invitation for bids, which will

include any specifications and

pertinent attachments, must define

the items or services in order for

the bidder to properly respond;

- All bids will be publically opened at

the time and place prescribed in

the invitations for bids;

- A firm fixed price contract award

will be made in writing to the

lowest responsive and responsible

bidder.

15

5. Retention of records including financial, supporting documents, statistical

data, and all other records pertaining to the use of funds provided under

the sub-recipient agreement must be maintained for a period of five (5)

years.

6. The City will conduct periodic program monitoring reviews which will

focus on the extent to which the planned project has been implemented in

accordance with federal regulations.

VI. DEFINITIONS

Client Eligibility

CDBG funds are to be directed towards persons who are considered low to

moderate-income according to income limits and household size as published

annually by the U.S. Department of Housing & Urban Development (HUD)13.

To ensure client eligibility, documentation must be collected and maintained.

CDBG Outcomes

The CDBG Program must achieve one (1) of the following project outcomes:

Availability/Accessibility applies to activities that make services,

infrastructure, public services, public facilities, housing, or shelter

available or accessible to LMI people, including persons with

disabilities. In this category, accessibility does not refer to only

physical barriers, but also to making the basics of daily living

available and accessible to LMI people where they live.

Affordability applies to activities that provide affordability in a

variety of ways to LMI people. It can include the creation or

maintenance of affordable housing, basic infrastructure hook-ups,

or services such as transportation or day care. Affordability is an

appropriate objective whenever an activity is lowering the cost,

improving the quality, or increasing the affordability of a product or

service to benefit a low-income household.

Sustainability applies to activities that are aimed at improving

communities or neighborhoods, helping to make them livable or

viable by providing benefit to persons of LMI or by removing or

eliminating slums or blighted areas, through multiple activities or

services that sustain communities or neighborhoods.

Environmental Review

13

Please refer to Attachment C for current income limits published by HUD.

16

The purpose of the environmental review process is to analyze the effect a

proposed project will have on the people and the natural environment within

a designated project area and the effect the material and social environment

may have on a project. Construction contracts cannot be awarded on any

project until an environmental review has been completed. Reviews are

usually conducted by the City.

Indirect Costs

Costs that are incurred for a common or joint purpose benefiting more than

one cost objective and not readily assignable to the cost objectives specifically

benefitted, without effort disproportionate to the results achieved.

Labor Compliance

Prevailing wage requirements of the Davis-Bacon and Related Acts and the

Federal Labor Standards Provisions (29 CFR Part 5) apply to all construction

activities and demolition on conjunction with construction comprising $2,000

or more in cost. These prevailing wage requirements also apply to contracts

for the rehabilitation of residential property when the contract contains eight

(8) or more housing units at the site of construction.

Five percent (5%) of the total construction contract award will be retained by

the sub-recipient to allow for the availability of funds to remedy all

outstanding monetary liability that can result from the violation of this

contract, the David-Bacon and Related Acts, and Federal Labor Standards

Provisions.

Low/Moderate Area Benefit (LMA)

The area benefit category is the most commonly used national objective for

activities that benefit a residential neighborhood. An area benefit activity is

one that benefits all residents in a particular area (by census tract), where at

least 51% of the residents are LMI persons.

Low/Moderate Clientele

Activities in this category provide benefits to a specific group of persons

rather than everyone in an area. In contrast to the area benefit category, it is

not the LMI concentration of the service area of the activity that determines

whether the activity will qualify or not, but rather the actual number of LMI

persons that benefit from the activity.

o Low/Moderate Clientele (LMC)

Under this category, 51% of the beneficiaries of an activity have to be

LMI persons.

17

o Low/Moderate Clientele (LMC) Exclusive

Under this category, 100% of the beneficiaries of an activity have to

LMI persons.

o Low/Moderate Clientele (LMC) Presumed Group

Under this category, 100% of the beneficiaries of an activity have to

LMI persons from a presumed group (see Presumed Group).

Low/Moderate Housing (LMH)

Activities under this category provide or improve permanent residential

structures that will be 100% occupied by low/mod income household.

Low/Moderate Job Creation or Retention (LMJ)

Activities under this category create or retain permanent jobs, at least 51% of

which will be made available to or held by low/mod income persons.

Micro-Enterprise

A business with five (5) employees or less, including the owner(s).

New Service

When an agency requests the use of CDBG funds to start a new program it

has never implemented previously.

Performance Indicator

A performance indicator is how a CDBG funded program shows it

accomplishments, which depends on the type of project activity. CDBG

project have five (5) different indicators to select from: 1) People Assisted; 2)

Businesses; 3) Facilities; 4) Housing Units; and 5) Jobs Created/Retained.

Each activity produces are certain amount of accomplishments under the

designated performance indicator.

Presumed Groups

Benefit a clientele who are generally presumed to be principally low and

moderate-income persons. Presumed benefit clients are abused children,

battered spouses, elderly persons (age 62 years or older), adults meeting the

census Bureau’s Current Population Reports definition of “severely disabled”,

homeless persons, illiterate adults, persons living with AIDS, and migrant

farm workers.

Procurement

When CDBG funds are used to purchase services, supplies, materials, or

equipment federal procurement rule apply. Procurement requirements

18

assure that all purchases are handled fairly and in a manner that encourages

full and open competition.

Professional Services

When a sub-recipient elects to hire a contractor, administer a program, or

provides services, those vendors considered to be professional services, and

must be procured for when using CDBG funds to pay for that service. In

addition, a vendor/service contract must be executed prior to any work

provided.

Quantitative Measures

This type of measurement relies primarily on numbers as the main unit of

analysis.

Qualitative Measures

This type of measurement primarily relies on words as its unit of analysis

and its means of understanding.

Reimbursable Contract

All CDBG agreements are reimbursable contracts. Agencies must provide

supporting documentation of costs incurred, and payment of those costs when

submitting reimbursement claims to the City of Pasadena. Costs that have

not been paid will not be eligible for reimbursement.

Site Control Evidence

In order to perform construction activities the proposer must provide

evidence of site control. This can be provided in the form of a mortgage or

property deed that shows ownership of the site or a lease agreement with a

term of 5 years or more.

Unit of Service

The amount/type of service received which demonstrate a client benefit in

order to be counted towards accomplishment goals.

VII. REFERENCES

1. City of Pasadena 5 Year (2015-2019) Consolidated Plan

http://ww5.cityofpasadena.net/housing/wp-

content/uploads/sites/3/2015/03/DRAFT-Five-Year-2015-2019-Con-Plan-

2015-16-Action-Plan.pdf

19

2. CFR 24 Part 570 – Eligible Activities

http://www.ecfr.gov/cgi-bin/text-

idx?SID=548feb81aa7a570a10249f5dd3b4f99d&node=sp24.3.570.c&rgn=d

iv6

3. CDBG Activity Descriptions

http://www.hud.gov/offices/cpd/systems/idis/cdbg/CDBG%20EntitlementsA

pp_8-18-11.pdf

4. Pasadena Collaborate Work Plan

http://www.cityofpasadena.net/WorkArea/DownloadAsset.aspx?id=644247

3753

ATTACHMENT A

CITY OF PASADENAREQUEST FOR PROPOSALS

COMMUNITY DEVELOPMENT BLOCK GRANT (PY2017-18 NON-PUBLIC SERVICE)

APPLICATION

REMINDERS:

ALL INFORMATION REQUESTED MUST BE ACCURATE AND COMPLETE. FAILURE TO INCLUDE ANY OFTHE REQUESTED INFORMATION MAY RESULT IN THE REJECTION OF YOUR PROPOSAL.

ALL RESPONSES TO THE QUESTIONS SHOULD BE:

COMPLETED IN THE SPACE PROVIDED. ALTERING THE DOCUMENT WILL RESULT IN THEREJECTION OF YOUR PROPOSAL.

USE THE RFP EVALUATION CRITERIA TO COMPLETE THE PROPOSAL APPLICATION, WHICH CAN BEDOWNLOADED FROM THE INTERNET AT http://ww5.cityofpasadena.net/housing/cdbg/rfps/

CLEAR AND CONCISE

INCLUSIVE OF THE REQUIRED ATTACHMENTS

ALL PROPOSALS MUST INCLUDE A ONE PAGE TRANSMITTAL LETTER. THIS LETTER SHOULD BE WRITTENON AGENCY LETTERHEAD AND INCLUDE THE FOLLOWING:

A BRIEF SUMMARY OF YOUR PROPOSED PROJECT FUNDING AMOUNT REQUESTED NAME, ADDRESS AND PHONE NUMBER OF THE AUTHORIZED AGENCY CONTACT PERSON(S)

GENERAL INFORMATION (0 POINTS)COVER SHEET

AMOUNT OF YOUR FUNDING REQUEST: $______________

PROJECT TITLE: _________________________________________________________________

LEGAL NAME OF THE PROPOSER: __________________________________________________

ADDRESS OF THE PROPOSERCITY, STATE, ZIP CODE: __________________________________________________________

EXECUTIVE DIRECTOR: ______________________________

TELEPHONE NUMBER: ______________________________

NANME & TITLE OF PRIMARY CONTACT: ____________________________________________

TELEPHONE NUMBER: ______________________________

E-MAIL: __________________________________________

THE ABOVE NAMED PROPOSER HEREBY SUBMITS A PROPOSAL TO RECEIVE FUNDING FROM THE CITY OFPASADENA CDBG (NON-PUBLIC SERVICES) PROGRAMS PURSUANT TO THE REQUEST FOR PROPOSAL. THEPROPOSER WARRANTS THAT ALL OF THE INFORMATION IN THE PROPOSAL PACKAGE IS TRUE AND CORRECT. THEPROPOSER FURTHER AGREES TO ABIDE BY ALL CONDITIONS AND REQUIREMENTS IN THE REQUEST FOR PROPOSAL.THE PROPOSER ALSO UNDERSTANDS THAT THIS PROPOSAL IS THE PROPOSER’S ENTIRE PROPOSAL AND CANNOTBE AMENDED AFTER SUBMISSION, EXCEPT AS PROVIDED FOR IN THE RFP.

AUTHORIZED SIGNATURE:

_____________________________________________________________________

TITLE OF AUTHORIZED SIGNATORY:

__________________________________________________

TYPE NAME OF AUTHORIZED SIGNATORY:

__________________________________________________

OFFICE USE ONLY:DATE RECEIVED: _______________________ BY: ___________________

GENERAL INFORMATION (0 POINTS)(a) Provide your agency’s mission statement and a brief executive summary.

PROJECT DESCRIPTION & ACTIVITY SCOPE (25 POINTS)

(a) Explain why this project is needed. Describe the proposed project to be carried out with the requested funds. Identify one performance indicator for the project (i.e.

housing units, businesses, jobs, people assisted or facilities). Describe what and

how the project will benefit low and moderate income persons. (10 pts)

(b) Identify the objectives of the proposed activity. Describe how the proposed projectwill meet one (1) of the priority needs listed in the City of Pasadena 2015-2019 Five-

Year Consolidated Plan. (5 pts)

PROJECT DESCRIPTION & ACTIVITY SCOPE (25 POINTS)

(c) Provide a clear description of the scope of activity. Detail the specific tasks to be

accomplished in achieving the defined objective(s). (5 pts)

(d) Provide a detailed implementation schedule of the scope of activity from beginning to

end, on a calendar quarter basis. Shedule should be reasonable and achievable within 12 months. (5 pts)

SERVICE BENEFIT (20 POINTS)

(a) Identify the target group that will primarily benefit from the project. Describe how

clients will access services as a result of project completion. Identify facility proximity to public transportation. (5 pts)

(b) Provide the adress(s) of each facility location and its realtion to providing services for this project. Identify the service area of the facility by census tract(s). (5pts)

(c) Identify the percentage (%) of low/moderate income persons tha will be served from the proposed project. (5pts)

SERVICE BENEFIT (20 POINTS)

(c) Identify the national objective to be used for the proposed project. (5 pts)

OUTCOME (10 POINTS)

(a) Provide a clear description of each outcome to be achieved that coincides with the

scope of the proposed activity. Support each outcome with qualitative and

quantitative measurement methods. (5 pts)

(b) Describe how the proposed project will achieve one of the CDBG outcomes

(Availability/Accessibility, Affordability, or Sustainability). In addition, clearly demonstrate how the agency will benefit the target group for atleast 3 years after the completion of the project. (5 pts)

ADMINISTRATIVE CAPACITY (25 POINTS)

(a) Summarize the agency's background and staff experience with the proposed orsimilar federally-funded project. (5 pts)

(b) Identify all professional and/or construction services, covered by CDBG, that the agency will contract out for the proposed project. Construction projects require adherance to Federal Labor Standard Provisions to ensure labor compliance. (10 pts)

ADMINISTRATIVE CAPACITY (25 POINTS)

(c) Describe the design details for the proposed project.

Describe your agency’s ability to financially sustain the proposed project for a

minimum of three (3) months until reimbursement of expenditures are received. (10 pts)

COST BUDGET AND NARRATIVE (20 POINTS)(a) Provide a project budget identifying use of proposed funding and all other leveraged

funds for the total activity cost (use whole numbers only, no signs or commas). (5 pts)

Proposed Project Budget

PROJECT COST PROPOSEDCDBG FUNDS

LEVERAGESOURCE #1

LEVERAGESOURCE #2

LEVERAGESOURCE #3 TOTAL

PERSONNEL COSTSSALARIES/WAGESPERSONNEL BENEFITS & TAXESNON-PERSONNEL COSTSINSURANCE & BONDINGSUPPLIES & MATERIALSPRINTING & REPRODUCTIONADVERTISING & POSTAGETELEPHONEUTILITIESSPACE LEASEPROFESSIONAL SERVICESMILEAGE & TRAVELOTHER:CAPITAL OUTLAYS/CONSTRUCTIONCONSTRCUTIONARCHITECTURAL/DESIGNPERMIT FEESREHABILITATION

TOTAL

(b) Identify any leveraged sources that will be utilized for the proposed project. Includeofficial commitment letter for each source in the Required Supporting Documentationsection. (10 pts)

Leverage Source #1Name: _______________________________________ Amount: ____________________

Leverage Source #2Name: _______________________________________Amount: ____________________

Leverage Source #3Name: _______________________________________Amount: ____________________

COST BUDGET AND NARRATIVE (20 POINTS)(c) Provide a budget cost narrative with a detailed explanation for each CDBG line item in

the proposed project budget. Include a job description for each personnel position as it pertains to the proposed project. (5 pts)

BONUS: Collaborate Pasadena Work Plan (5 POINTS)(a) Identify and describe how the proposed project will work towards one of the Working

Group Strategies and Indicators listed in the Collaborate Pasadena Work Plan.

REQUIRED SUPPORTING DOCUMENTATION (0 POINTS)

Checklist

State Certificate of Good Standing & Listings (not older than 1 year)

Authorizing Resolution (Appendix A)

Audited Financial Statement (Most Recent Year)

Agency W- 9 Form

Non-Collusion Affidavit (Appendix B)

Resumes of Project Manger and/or Labor Compliance Administrator (LCA)

Living Wage Compliance Certification (Appendix C)

Assurances and Conditions (Appendix D)

Vendor List AA-1 (Appendix E)

Modifed Total Direct Cost Calculation, if applicable (Appendix F)

Funding History Sheet (Appendix G)

Commitment Letters for Leverage Funds (if applicable)

Agency Statement of Cash/Credit Reserves

Proof of Site Control (Required for all construction projects)

Project Designs and City Plan Check Approval

System of Award Management (SAM) Clearance

W WASHI N G TON BLVD LADERA ST

E FOOTHILLBLVD

EATO

N DR

N OAK

AVE

N MICH

IGAN A

VE

E DELMAR BLVD

S HOL

LISTO

NAV

E

SANPASQUALSTS EL

MOLIN

OAV

ES FAIR

OAKS

AVE

S LOS

ROBLE

S AVE

N LOS

ROBLE

S AVE

FOREST AVEPROSPECT BLVD

W CALIFORNIA BLVD

S LAK

E AVE

N LAK

E AVE

N HILL

AVE

S HILL

AVE

N ALTA

DENA

DR

S SUNNYSLOPEAVE

MORNINGSIDE ST

SIERR

AMAD

REV IL

LAAV

EE SIERRA MADRE BLVD

E WASHINGTON BLVD

E ORANGE GROVE BLVD

E COLORADO BLVDW COLORADO BLVD

E CORSON STN C

HESTE

RAV

E

MAR V

ISTA

AVE

N MICH

IGAN AVE

N WILS

ON AVE

N FAIR

OAKS

AVE

BELL ST

S WILS

ON AVE

%&g(

AíH

%&g(

CensusTract

4636.02

CensusTract

4636.01

CensusTract

4623.02

CensusTract

4623.01

CensusTract

4622.02

CensusTract

4622.01

CensusTract

4620.02

CensusTract4620.01

CensusTract

4619.02

CensusTract

4619.01

CensusTract

4615.02 CensusTract

4615.01

CensusTract 4609

CensusTract4624

CensusTract4621

CensusTract4616

CensusTract 4629

CensusTract4627

CensusTract4632Census

Tract4635

CensusTract 4614

BlockGroup 1

BlockGroup 2

BlockGroup 3

BlockGroup 2

BlockGroup 3

BlockGroup 3

BlockGroup 2

BlockGroup 3

Legend2010 Census Tract Eligible Tract/Block Group

Created By: Pasadena GIS - DoITDate: April 2015

Source: US Census 2010, City of PasadenaCoordinate System:

State Plane California Zone V, FIPS 405 (Feet)Datum: NAD 1983The maps and associated data are provided without warranty of any kind.

Any resale of this information is prohibited. Copyright 2015, City of Pasadena.

CDBG Benefit Service AreaEligible Tracts/Block Groups ¯

0 0.5 10.25Miles

Department of HousingCity of Pasadena

ATTACHMENT C

FY 2016 Income Limits Summary

FY 2016 Income Limit

Area

Median

Income FY 2016 Income Limit Category

Persons in Family

1 2 3 4 5 6 7 8

Los Angeles County $62,400

Very Low (50%) Income Limits ($) 30,400 34,750 39,100 43,400 46,900 50,350 53,850 57,300

Extremely Low (30%) Income

Limits ($)* 18,250 20,850 23,450 26,050 28,450 32,580 36,730 40,890

Low (80%) Income Limits ($) 48,650 55,600 62,550 69,450 75,050 80,600 86,150 91,700

* The FY 2016 Consolidated Appropriations Act changed the definition of extremely low-income to be the greater of 30/50ths (60 percent)of the Section 8 very low-income limit or the poverty guideline as established by the Department of Health and Human Services (HHS), provided that this amount is not greater than the Section 8 50% very low-income limit. Consequently, the extremely low (30%) income limits may equal the very low (50%) income limits.

Project ActivityProject ActivityProject ActivityProject ActivityRating Rating Rating Rating

AverageAverageAverageAverage

Crime Awareness/Prevention Services 3.25

Mental Health Services 3.23

Youth Services 3.19

Transportation Services 3.19

Health Services 3.11

Project ActivityProject ActivityProject ActivityProject ActivityRating Rating Rating Rating

AverageAverageAverageAverage

Slum/Blighted Neighborhood Cleanup 3.32

Permanent Housing for Homeless 3.06

Energy Efficiency Improvements 2.89

Increase Affordable Rental Housing 2.82

Housing Accessibility (ADA) Improvements 2.59

Project ActivityProject ActivityProject ActivityProject ActivityRating Rating Rating Rating

AverageAverageAverageAverage

Water/Sewer Improvements 3.37

Street Improvements 3.27

Sidewalk Improvements 3.26

Tree Planting 3.02

Flood Drainage Improvements 2.95

Project ActivityProject ActivityProject ActivityProject ActivityRating Rating Rating Rating

AverageAverageAverageAverage

Micro-Enterprise Assistance 2.69

Store Front Improvements 2.64

Technical Assistance 2.53

Commercial/Industrial Improvements 2.52

Publicly or Privately Owned Commercial/Industrial

Rehabilitation2.47

Project ActivityProject ActivityProject ActivityProject ActivityRating Rating Rating Rating

AverageAverageAverageAverage

Educational Facilities 3.26

Mental Health Care Facilities 3.15

Parks & Recreational Facilities 3.10

Libraries 3.07

Youth Centers 3.05

The following are the top 5 priorities for each project category that will receive scoring

preference as part of the evaluation process for the PY16-17 Public Service, Non-

Public Service, and City Set-Aside request for proposal (RFP) process.

Public ServicePublic ServicePublic ServicePublic Service

Public Facility ImprovementsPublic Facility ImprovementsPublic Facility ImprovementsPublic Facility Improvements

Economic DevelopmentEconomic DevelopmentEconomic DevelopmentEconomic Development

Infrastructure ImprovementsInfrastructure ImprovementsInfrastructure ImprovementsInfrastructure Improvements

HousingHousingHousingHousing

COMMUNITY PRIORITY SURVEY RESULTSCOMMUNITY PRIORITY SURVEY RESULTSCOMMUNITY PRIORITY SURVEY RESULTSCOMMUNITY PRIORITY SURVEY RESULTS

Attachment D

AT

TA

CH

ME

NT

E -

CO

LLA

BO

RA

TE

PA

SA

DE

NA

CONSTRUCTION MATRIX OF ROLES & RESPONSIBILITIES

ROLE PROJECT

DEVELOPMENT BID

PREPERATION PROPOSAL

BID EVALUATION

CONTRACT AWARD

PRE-CONSTRUCTION

MEETING CONSTRUCTION

POST CONSTRUCTION

CDBG Program Coordinator (City)

Step 2:

Develop Exhibit A & BCHECKLIST

Activity Scope

Labor Requirements

ImplementationSchedule

Notice Requirements and Penalties & Sanctions

Authorize Purchase & Install (if applicable)

Environmental Review

MonitorImplementation Schedule

May Conduct Employee Field Interviews

May Check PostingCompliance

Financial Analyst Approve Budget Process FundingRequests

Process FundingRequests

Process FundingRequests

Process FundingRequests

Process FundingRequests

Process FundingRequests

Release FinalRetention

CDBG Labor Compliance Officer (City LCO)

Step 2:

Review Bid Doc’s CHECKLIST:

LaborRequirements

ComplianceDocuments

Contract Clauses

Wage Decision

Step 1:

Attend Pre-BidWalk

Present LaborRequirements

Present MANDATORY Section 3 Requirements (if applicable)

Assist LCA Evaluate Bidders’ Section 3 Responsiveness

Check Contractor & Sub’s Eligibility, License Status and Worker’s Compensation Insurance Coverage

Start LSE File for

Prime and each Sub-

contractor

Assist LCA with Pre-Con

Summarize Labor & Section 3 Requirements

Review weekly CPR’s

May Conduct Employee Field Interviews

May Check PostingCompliance

May ReconcileEmployee Field Interviews with CPR’s

Ensure Resolutionof all labor issues in a timely manner

Local Contracting Agency (LCA)

Step 1:

Work with Program Coordinator to develop Exhibit A & B

Provide Implementation Schedule

Step 1:

Develop BidDocument Plans, Scope of Work & Specifications Step 3:

Issue Invitation toBid (15 Day min. to bid close)

Issue Bid Doc’s toProspective Bidders

Conduct Pre-BidWalk

Provide Notice of Change or Addendums to Prospective Bidders

Respond toRequests for Information (RFIs)

Step 1:

Open Bids

Evaluate Bids/Proposals

Submit EvaluationResults to City for Approval

Step 1:

Provide Contractorwith Notice of Contract Award (schedule Pre-Construction meeting within 10 days of notice)

ExecuteCONTRACTOR AGREEMENT:

Prevailing WageReq.

HUD-4010

Wage Decision

Step 1:

Submit Notice of Award to City

Conduct Pre-Construction Meeting Step 2:

Issue Notice toProceed (once Sub-contractor has submitted Compliance Doc’s to City)

Review weekly CPR’s

Conduct EmployeeField Interviews

Check PostingCompliance

Reconcile EmployeeField Interviews with CPR’s

Identify & Resolveall labor issues in a timely manner

Consultant or Assisting Agency

AS ASSIGNED BY LCA AS ASSIGEND BY

LCA AS ASSIGNED BY

LCA AS ASSIGNED BY

LCA AS ASSIGNED BY

LCA AS ASSIGNED BY LCA AS ASSIGNED BY LCA AS ASSIGNED BY LCA

Prime Contractor

Not mandatory toattend Pre-Bid Walk

Evaluate Scope of Work

Seek clarificationthru RFI

Submit Line Item Bid

Submit List of Subs

Submit Compliance Doc’s

Meet Bonding andInsurance Requirements

Not Mandatory to attend Pre-Construction (with company payroll staff)

All Sub-Contractors & Lower-Tier Contractors

Mandatory to attendPre-Construction (with company payroll staff)

Submit Compliance Doc’s

Worker Respond to FieldInterviews

APPENDIX: A

AUTHORIZING RESOLUTION FROM BOARD OF DIRECTORS Name of Proposer: ________________________________________________________ Address: ________________________________________________________ Telephone: ___________________________

Be it resolved that the Board of Directors of __________________________________ resolved

at its meeting of ______________________________________ to authorize (Date)

_____________________________________, ______________________________ to submit (Name) (Title)

an application to the City of Pasadena for funding in the name of the organization. The amount

requested is $ _________________.

This Board authorizes __________________________________ as Executive Director (Name)

to execute any documents necessary for subject funding. If funded, the proceeds of the

funding will be utilized to:

I hereby certify that the foregoing resolution was approved by our Board.

_____________________________________________ _________________________ President of Board (Signature) (Date) _____________________________________________ Agency/Organization

APPENDIX: B

NON-COLLUSION DECLARATION

The undersigned declares:

I am ________________________________________________________________________________________,

_____________________________________________________________________________________________

(Insert "Sole Owner", "Partner", "President, "Secretary", or other proper title)

of___________________________________________________________________________________________

(Insert name of bidder)

The party making the forgoing bid/proposal submitted herewith to the City of Pasadena declares:

That all statements of fact in such bid/proposal are true;

That such bid/proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation;

That such bid/proposal is genuine and not collusive or sham;

That said bidder has not, directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interest of the City of Pasadena, or of any other bidder or anyone else interested in the proposed contract; and further

That prior to the public opening and reading of bids/proposals, said bidder:

a. Did not directly or indirectly, induce or solicit anyone else to submit a false or sham bid/proposal;

b. Did not directly or indirectly, collude, conspire, connive or agree with anyone else that said bidderor anyone else would submit a false or sham bid/proposal, or that anyone should refrain frombidding or withdraw his or her bid/proposal;

c. Did not, in any manner, directly or indirectly, sought by agreement, communication, or conferencewith anyone to raise or fix the bid/proposal price of said bidder or of anyone else, or to raise or fixany overhead, profit, or cost element of the bid/proposal price, or of that of anyone else;

d. Did not, directly or indirectly, submit his or her bid/proposal price or any breakdown thereof, or thecontents thereof, or divulge information or data relative thereto, to any corporation, partnership,company, association, organization, bid depository, or to any member or agent, or to any individualor group of individuals thereof to effectuate a collusive or sham bid, except the City of Pasadena,and has not paid, and will not pay, any person or entity for such purpose or to any person orpersons who have a partnership or other financial interest with said bidder in his or her business.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I certify under penalty of perjury of the laws of the State of California that the above information is correct.

By: ______________________________________ Title: ________________________________

Date: ____________________________________

APPENDIX: CLiving Wage Compliance Certification

This contract is subject to the City of Pasadena’s Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The Ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000:

Pay no less than ten dollars and seventy-five cents ($10.75) per hour plus medical benefits of no less than one dollar and eighty-five cents ($1.85 per hour, or twelve dollars and sixty cents ($12.60) per hour without medical benefits to all employees who spend any of their time providing labor or delivering services to the City of Pasadena. Additionally, in January 2014 and each January thereafter the Living Wage rate shall be adjusted by the change in the Consumer Price Index, for the Los Angeles-Riverside-Orange County area, for the most recently available 12 month period. Accordingly, current City contractors will be required to adjust wage rates no later than July 1st, to remain in compliance.

Notify employees who spend any of their time providing labor or delivering services to the City of Pasadena who make less than twelve dollars ($12) per hour of their possible right to the federal Earned Income Tax Credit (EITC) under § 32 of the Internal Revenue Code of 1954, 26 U.S.C. § 32, and making available to such employees forms required to secure advance EITC payments.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

I, ___________________________________________________________________________ (Name, Title) (Signature)

do hereby certify and declare under penalty of perjury that if awarded the contract for which this bid/proposal is made _____________________________________ will comply with the

(Name of Company)

requirements of the Pasadena Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11 and the rules and regulations promulgated thereunder. I understand that failure to comply with the provisions of the Pasadena Living Wage Ordinance may result in termination of the contract as well as other penalties as stated in Pasadena Municipal Code Chapter 4.11.

On August 4, 2008, the Pasadena City Council amended the Living Wage Ordinance such that the provisions of the Living Wage Ordinance may be waived in a bona fide collective bargaining agreement, but only if the waiver is explicitly set forth in clear and unambiguous terms. If this provision applies, you must provide a copy of the collective bargaining agreement to the City.

Please return this form with your bid/proposal. Questions concerning the Living Wage Ordinance should be directed to the Department of Finance – Purchasing Division 626.744.6755.

APPENDIX: D

ASSURANCES AND CONDITIONS TO THE PROPOSAL

The authorized person(s) for each proposer organization must read the Assurances and Conditions outlined below and complete the signature block included below. Completion of the signature block acknowledges the proposer's understanding of and agreement with the following provisions. All federal regulations pertaining to U.S. Department of Housing and Urban Development (HUD) requirements include but are not limited to the following provisions:

1. Equal Opportunity in Contracting Ordinance: In submitting a proposal to perform work,provide services, or to supply goods, material, or equipment, under contract to the City ofPasadena, the proposer must comply with the requirement of the Pasadena EqualOpportunity in Contracting Ordinance, Chapter 4.09 of the Pasadena Municipal Code, andwith all state and federal equal employment laws.

2. Section 3 Compliance: Section 3 is a provision of the Housing and Urban DevelopmentAct of 1968 which requires that programs of direct financial assistance administered bythe U. S. Department of Housing and Urban Development (HUD) provide, to the extentpossible, opportunities for contracting with local businesses and the hiring and training oflow-income residents in connection with projects in their neighborhoods. This documentis provided for information purposes only. A separate form will be completed bysuccessful bidders at the time of contract.

3. Accurate Information: The proposal must set forth full, accurate, and completeinformation as required by the RFP. No changes or additions are allowed after theproposal deadline.

4. Davis-Bacon: Renovation or rehabilitation undertaken under this Request for Proposal(RFP) may be subject to the requirements of the Federal Labor Standard as listed in theDavis-Bacon Act and related Acts. These requirements are imposed upon the City by theU. S. Department of Housing and Urban Development.

Authorized Signature: ________________________________ Date: ___________________

Typed Name of Authorized Signatory:

Typed Title of Authorized Signatory:

APPENDIX E

Purchasing & Payables Division P.O. Box 7115

Pasadena, CA 91109

(626) 744-6755

(626) 744-6757 Fax

Internet: www.cityofpasadena.net

Vendor List Questionnaire (Form AA-1) Affidavit of Equal Opportunity Employment & Non-Segregation

In order to be placed on the City’s vendor list and be eligible to receive City business, you must

provide the following information except where indicated as “optional.” By submitting this form you

are declaring under penalty of perjury under the laws of the State of California and the laws of the

United States that the information is true and correct. Furthermore, you are certifying that your firm

will adhere to equal opportunity employment practices to assure that applicants and employees are not

discriminated against because of their race, religion, color, national origin, ancestry, disability, sex or

age. And your firm does not and will not maintain or provide for its employees any segregated

facilities at any of its establishments, and that it does not and will not permit its employees to perform

their services at any location, under its control, where segregated facilities are maintained.

Name of Company ______________________ Business Telephone _____________________

Address _______________________________ Fax Number ___________________________

City _____________________________ State _________ Zip ______________________

Contact Person _________________________ E-mail Address _________________________ (optional)

Tax ID Number (Social Security Number) _________________________

DUNS Number (all federal grant applicants are required to submit a DUNS number)_______________________

Remit Address (if different) ______________________________________________________

Please state clearly and concisely the type(s) of goods and services your company provides:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

The following section is OPTIONAL and is for statistical reporting purposes only. Ownership (please

check all that apply):

African-American ____ Asian ____ Armenian ____ Hispanic ____ Native American ____

Disabled ____ Female ____

Position Annual Salary Fringe Benefits

Total

Personnel

Costs CDBG %

CDBG

Amount

Housing Coordinator 40,000.00 8,000.00 48,000.00 0.50 24,000.00

Handyworker I 25,000.00 5,000.00 30,000.00 1.00 30,000.00

Handyworker II 25,000.00 5,000.00 30,000.00 0.80 24,000.00

Total Direct Personnel Costs 78,000.00

Travel 1,000.00

Program Supplies 2,000.00

Program Materials 8,000.00

Consultants/Contractors (List up to first $25K of each contract )

Contract A 25,000.00

Contract B 15,000.00

Other Direct Services 1,000.00

Lead-Based Testing 1,000.00

Total Direct Non-Personnel Costs 53,000.00

Total Modified Direct Costs 131,000.00

Estimated 10% Indirect Costs $13,100.00

Definition of Equipment

Definition of Capital Expenditures

Equipment means tangible personal property (including information technology systems) having a useful life of

more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level

established by the non-Federal entity for financial statement purposes, or $5,000.

Capital expenditures means expenditures to acquire capital assets or expenditures to make additions,

improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to

capital assets that materially increase their value or useful life.

Calculation of 10% Indirect Costs Based on Modified Total Direct Costs (MTDC)

Direct Non-Personnel Costs

Direct Personnel Costs

MTDC includes all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel,

and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the

period of performance of the subawards and subcontracts under the award). MTDC excludes equipment,

capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships,

participant support costs and the portion of each subaward and subcontract in excess of $25,000.

Example of Budget Estimate

Appendix F

Appendix G

Applicant Organization’s Funding History

This form is to be included in all proposals submitted.

Instructions: Please use the form below to report the CDBG funding history of your organization. Please detail your organizations funding history as thoroughly as possible. It is required that the applicant agency report for no less than the last 5 year period. Please use N/A if there is no information available. Please use additional sheets if necessary.

Year(s) Funds Awarded

Total Amount Awarded

Amount for Administrative

Costs

Amount for Program Costs

Funding Source (CDBG, ESG)

Program Name