2008-26777 ResoRESOLUTION NO. Zoos-26777
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) N0.12-
07/08, FOR PROFESSIONAL CONSULTING SERVICES TO PREPARE A
CONSOLIDATED PLAN FOR FEDERAL FUNDS FOR FISCAL YEARS 2008/9 -
2012/13; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED FIRM OF PMG ASSOCIATES, INC.,
AND SHOULD THE ADMINISTRATION NOT BE ABLE TO NEGOTIATE AN
AGREEMENT WITH THE TOP-RANKED FIRM, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED FIRM OF
COMMUNITY REDEVELOPMENT ASSOCIATES OF FLORIDA, INC.; FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT, UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS.
WHEREAS, on December 12, 2007, the Mayor and City Commission approved the
issuance for a Request for Proposals (RFP) for Professional Consulting Services to
prepare a Consolidated Plan for Federal Funds for Fiscal Years 2008/9 - 2012/13; and
WHEREAS, the current five-year Consolidated Plan is in effect until September 30,
2008; and
WHEREAS, in order to continue to receive federal funds, a new Plan must be
prepared and submitted to HUD by August 15, 2008; and
WHEREAS, the development of the Consolidated Plan will be a collaborative effort
by local institutions, community groups, neighborhood associations, citizens and
government officials; and
WHEREAS, RFP No. 12-07/08 was issued on January 9, 2008, with an opening
date of February 8, 2008; and
WHEREAS, BidNet issued bid notices to 74 prospective firms, RFP Depot issued
bid notices to 1335 prospective firms, and 101 prospective firms viewed the RFP
documents, which resulted in the receipt of the following two (2) proposals:
1. Community Redevelopment Associates of Florida, Inc. ("CRA of Florida");
2. PMG Associates, Inc.; and
WHEREAS, the City Manager via Letter to Commission (LTC) No. 045-2008,
appointed an Evaluation Committee (the "Committee") consisting of the following
individuals:
• Barry Michael Ragone, D.M.D - Chairperson, Loan Review Committee
(Chairperson);
• Michael Baum, Vice-Chairperson, Community Development Advisory Committee;
• Juan Rojas, HSBC Mortgage Corporation, Chairman, Homeless Committee;
• Judy Hoanshelt, Grants Manager, City of Miami Beach;
• Kevin Crowder, Economic Development Director, City of Miami Beach;
• Amy Atkins, Neighborhood Leadership Academy;
• Laura Veitia, Neighborhood Leadership Academy; and
WHEREAS, on February 21, 2008, the Committee convened to evaluate, score and
rank the proposals; and
WHEREAS, based on the scores and rankings, PMG Associates received number
one (1) rankings from three of the five participating Committee members; and
WHEREAS, a motion was made, seconded and approved by the Committee, to
authorize the Administration to negotiate an Agreement with the top-ranked firm of PMG
Associates, Inc.; and
WHEREAS, the City Manager has reviewed and concurs with the Committee's
recommendation as to the first ranked firm, but would also recommend that the Mayor and
City Commission authorize the City Administration to negotiate with the second ranked
firm, CRA of Florida, if negotiations with PMG Associates are unsuccessful.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager, pursuant to Request
for Proposals (RFP) No. 12-07/08, for Professional Consulting Services to Prepare a
Consolidated Plan for Federal Funds for Fiscal Years 2008/9 - 2012/13; authorize the
Administration to enter into negotiations with the top-ranked firm of PMG Associates, Inc.;
and should the Administration not be able to negotiate an Agreement with PMG
Associates, Inc., authorizing the Administration to negotiate with the second-ranked firm of
Community Redevelopment Associates of Florida, Inc.; further authorizing the Mayor and
City Clerk to execute an Agreement for Professional Consulting Services for a five (5) year
Consolidated Plan for Federal Funds, upon completion of successful negotiations.
PASSED and ADOPTED this 12th day of March , 2008.
AT EST:
MAYOR
Matti Herrera Bower
CITY CLERK
Robert Parcher
T:\AGENDA\2008\March 12\Consent\RFP-12-07-OS ConsolidatedPlan - RESOLUTION.doc
APPROVED AS TO
FORM & LANGUAGE
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission Accepting the City Manager's Recommendation, Pursuant to
Request for Proposals (RFP) No. 12-07/08, Authorizing the Administration to Enter into Negotiations with the Top-
Ranked Firm of PMG Associates, Inc.; Further Authorizing the Mayor and City Clerk to Execute an Agreement for
Professional Consulting Services for a Five (5) Year Consolidated Plan for Federal Funds.
Kev Intended Outcome Supported:
I Increase access to workforce or affordable housing. I
Supporting Data (Surveys, Environmental Scan, etc.):
75% of residents rank the quality of life within the City of Miami Beach favorably. In regards to
Construction/Development -Housing, 67% of respondents indicated that the City of Miami Beach should ensure the
rovision of housin for the elder) /seniors and to households with an annual income at or below $80,000.
Issue:
Shall the Cit Commission ado t the Resolution?
Item Summa /Recommendation:
The purpose of this Request for Proposals (RFP) is to select a qualified firm to prepare and submit a Consolidated
Plan to the U.S. Department of Housing and Urban Development (HUD). Since 1995, HUD has required that all
entitlement communities provide them with a Consolidated Plan (Plan), which is a document that meets the
submission requirements for the Community Development Block Grant (CDBG) Program and the Home Investment
Partnerships (HOME) Program.
The Consolidated Plan will serve three main functions:1) it will be a planning document on the local level; 2) an
application for federal funds; 3) and a strategy for administering and reporting on the two federal programs.
The Firm will be responsible for preparing the Plan and presenting the Plan to the City Commission in July 2008 to
receive City Commission approval prior to the August 16, 2008 deadline for submission to HUD.
RFP No. 12-07/08 was issued on January 9, 2008 with an opening date of February 8, 2008. APre-Proposal
Submission Meeting to provide information to firms submitting a proposal was held on January 18, 2008, which
resulted in the issuance of Addendum No. 1 on January 28, 2008.
BidNet issued bid notices to 74 prospective firms, RFP Depot issued bid notices to 1335 prospective firms, and 97
prospective firms viewed the RFP documents, which resulted in the receipt of the following two (2) proposals:
1. Community Redevelopment Associates of Florida, Inc. ("CRA of Florida")
2. PMG Associates, Inc.
The City Manager via Letter to Commission (LTC) No. 045-2008, appointed an Evaluation Committee (the
"Committee") that convened on February 21, 2008 to evaluate, score and rank the proposals.
Based on the scores and rankings of the Committee members, PMG Associates received a number one (1) ranking
from three (3) of the five (5) Committee members. Because of the close 3-2 vote, the relatively close scores, and
PMG Associates higher proposed cost/fee of $38,400 vs. $30,000 proposed cost/fee of CRA of Florida, the
Committee members were asked if they were comfortable with their rankings, and they all confirmed they were.
The Administration will negotiate with PMG Associates to reduce their proposed fee to the budgeted amount or lower.
Acce t the Cit Mana er's Recommendation and Authorize Ne otiations.
Adviso Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
F nds~ 1 $17,500 131.1931.000312 -CDBG Admin.
1 2 $17,500 151.5230.000312 -HOME Admin.
~" ~j I Total $35,000
Financial Impact Summary:
Cit Clerk's Office Le islative Trackin
John Quade
Sign-Offs:, n
Dep ment Director Assistant ity ana er City Manager
GL JQ HF JMG
T:WGENC~\2b08\March 12\Consent\RFP-12-07-OS Consolidated PI~iSJUMMARY.doc / ~
MIAMI BE~+,CH
V
AGENDA ITEM ~ ! ~ y
DATE ~~ 'D!J
m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, w~ww.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti H. Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: March 12, 2008
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, PURSUANT TO REQUEST FOR PROPOSALS (RFP) N0.12-
07/08, FOR PROFESSIONAL CONSULTING SERVICES TO PREPARE A
CONSOLIDATED PLAN FOR FEDERAL FUNDS FOR FISCAL YEARS 2008/9 -
2012/13; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP-RANKED FIRM OF PMG ASSOCIATES, INC. ,
AND SHOULD THE ADMINISTRTION NOT BE ABLE TO NEGOTIATE AN
AGREEMENT WITH THE TOP-RANKED FIRM, AUTHORIZING THE
ADMINISTRATION TO NEGOTIATE WITH THE SECOND-RANKED FIRM OF
COMMUNITY REDEVELOPMENT ASSOCIATES OF FLORIDA, INC.; FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT, UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$17,500 -131.1931.000312 -CDBG Admin.
17 500 - 151.5230.000312 -HOME Admin.
$35,000
ANALYSIS
On December 12, 2007, the Mayor and City Commission approved the issuance of a
Request for Proposals (RFP) for Professional Consulting Services to prepare a
Consolidated Plan for Federal Funds for Fiscal Years 2008/9 - 2012/13.
The purpose of this Request for Proposals (RFP) is to select a qualified firm to prepare and
submit a Consolidated Plan to the U.S. Department of Housing and Urban Development
(HUD). Since 1995, HUD has required that all entitlement communities provide them with a
Consolidated Plan (Plan), which is a document that meets the submission requirements for
the Community Development Block Grant (CDBG) Program and the Home Investment
Partnerships (HOME) Program. The statutes for the formula grant programs set forth three
basic goals against which the Plan and the jurisdiction's performance under the plan will be
evaluated by HUD.
Commission Memorandum - RFP-12-07/08 -Consolidated Plan
March 12, 2008
Page 2 of 6
Each jurisdiction's Plan must state how it will pursue these goals (decent housing, a suitable
living environment, and expanded economic opportunities) for all community development
programs and housing programs. The Plan offers local jurisdictions the opportunity to shape
the various housing and community development programs into effective, coordinated
neighborhood and community development strategies.
It also creates the opportunity for strategic planning and citizen participation to take place in
a comprehensive context, and to reduce duplication of effort at the local level.
The strategic planning component is the means to analyze the full local context of Miami
Beach and the linkages to the larger South Florida region. It builds on local assets and
coordinates a response to the needs of the community. It integrates economic, physical,
environmental, community, and human development in a comprehensive and coordinated
fashion so that families and communities can work together and thrive. A strategic plan also
sets forth program goals, specific objectives, annual goals, and benchmarks for measuring
progress. In this way, it helps the City of Miami Beach and its citizens to keep track of
results and learn what works.
The Consolidated Plan satisfies the submission requirements for both entitlement programs
received from HUD. The current five-year Consolidated Plan is in effect until September 30,
2008. In order to continue to receive federal funds, a new Plan must be prepared and
submitted to HUD by August 15, 2008.
SCOPE OF SERVICES
The Consolidated Plan will serve three main functions:1) it will be a planning document on
the local level; 2) an application for federal funds; 3) and a strategy for administering and
reporting on the two federal programs.
To meet the minimum HUD requirements, the selected Firm/Firms must complete and
submit the Consolidated Plan by completing these main components:
• An executive summary that includes a summary of the objectives and outcomes
identified in the Consolidated Plan and an evaluation of past performance.
• A description of the lead agency and a description of the process used to develop
the Plan. (Neighborhood Services Department/Housing and Community
Development Division);
A housing and homeless needs assessment. This assessment includes: the number
and types of families in need of housing assistance; the disproportionate needs of
minority groups, if applicable; the nature and extent of homelessness; the number of
persons requiring supportive housing; size and characteristics of population with
HIV/AIDS; and the estimate of housing units occupied with low and moderate income
families with lead-based paint hazards.
A housing market analysis which must contain: the supply, demand, cost and
condition of housing available; the housing stock available to persons with special
needs; a description of areas of minority and low-income concentrations; the number
and physical condition and rehabilitation needs of public housing units; and the
Housing Authority's strategy for improving management and operations of public
housing and for improving the living environment of families residing in public
housing.
Commission Memorandum - RFP-12-07/08 -Consolidated Plan
March 12, 2008
Page 3 of 6
A strategic plan which will include: general housing, homelessness and special
needs priorities and geographic investment among priority needs; the identification of
any obstacles to meeting underserved needs; a description of how funds made
available will be used to address priority needs; the proposed accomplishments over
a specified time period; a non-housing community development plan; a
neighborhood revitalization strategy, if applicable; the strategy to remove or
ameliorate barriers to affordable housing; actions to evaluate and reduce lead-based
paint hazards; an anti-poverty strategy; a description of the institutional structure; a
description of activities to enhance coordination between public and private housing
providers; and public housing resident initiatives.
A One-Year Action Plan which contains the description of federal and other
resources expected to be available; a description of leveraging of sources and how
match obligations will be met; a description of activities to be undertaken; a
description of the geographic distribution of investment; a description of planned
homeless and other special needs activities; a description of other actions proposed
to address obstacles to address underserved needs, foster and maintain affordable
housing, remove barriers to housing, evaluate and reduce the lead-based paint
hazards, reduce the number of families in poverty, develop the community's
institutional structure, enhance coordination between public and private housing
providers, social service agencies; foster public housing improvements and resident
initiatives; and program specific certifications.
The Firm will be required to review the City's existing Citizen Participation Plan and
coordinate the citizen participation and consultation process with appropriate assistance
from City staff. The Firm will coordinate and attend at least three (3) public hearings for
purposes of the Consolidated Plan and will draft appropriate responses to any citizen
comments received.
The Firm will coordinate with appropriate public and private agencies, with local and regional
institutions and other organizations (including businesses, developers, and community and
faith-based organizations that provide assisted housing, health services, social, fair housing
services, child service agencies). The Firm will utilize these consultations to determine
resources available to address social service needs, affordable housing needs, community
development needs, economic development opportunities, needs and housing needs of
persons that are homeless, chronically homeless, elderly, and persons with disabilities
(including persons with HIV/AIDS and their families). The Firm must also ensure that all
items listed in the HUD issued Local Consolidated Plan Review Checklist are satisfactorily
addressed.
The development of the Consolidated Plan will be a collaborative effort by local institutions,
community groups, neighborhood associations, citizens and government officials. The Firm
will be responsible for providing statistical and analytical information to assist in establishing
priorities and taking actions with Federal resources. A substantial citizen participation
element including public hearings will be included in the development of the Consolidated
Plan.
The Firm will be responsible for preparing the Plan and presenting the Plan to the City
Commission in July 2008 to receive City Commission approval prior to the August 15, 2008
deadline for submission to HUD.
Commission Memorandum -RFP-12-07/08 -Consolidated Plan
March 12, 2008
Page 4 of 6
RFP No. 12-07/08 was issued on January 9, 2008 with an opening date of February 8, 2008.
A Pre-Proposal Submission Meeting to provide information to firms submitting a proposal
was held on January 18, 2008, which resulted in the issuance of Addendum No. 1 on
January 28, 2008.
BidNet issued bid notices to 74 prospective firms, RFP Depot issued bid notices to 1335
prospective firms, and 101 prospective firms viewed the RFP documents, which resulted in
the receipt of the following two (2) proposals:
1. Community Redevelopment Associates of Florida, Inc. ("CRA of Florida")
2. PMG Associates, Inc.
The City Manager via Letter to Commission (LTC) No. 045-2008, appointed an Evaluation
Committee ("the Committee") consisting of the following individuals:
• Barry Michael Ragone, D.M.D - Chairperson, Loan Review Committee
(Chairperson)
• Michael Baum, Vice-Chairperson, Community Development Advisory Committee
• Juan Rojas, HSBC Mortgage Corporation, Chairman, Homeless Committee
• Judy Hoanshelt, Grants Manager, City of Miami Beach
• Kevin Crowder, Economic Development Director, City of Miami Beach
• Amy Atkins, Neighborhood Leadership Academy
• Laura Veitia, Neighborhood Leadership Academy
On February 21, 2008, the Committee convened to evaluate, score and rank the proposals.
The Committee unanimously agreed to the nomination of Barry Michael Ragone, D.M.D as
Chair of the Committee. Judy Hoanshelt was not in attendance, and Juan Rojas agreed to
recluse himself from evaluating the two (2) proposals, based on a perceived conflict of
interest. Mr. Rojas currently sits on a "board" with the Vice-President of CRA of Florida, and
also with a representative from Carras Community Investment; CRA of Florida's proposed
sub-consultant, who will be conducting the housing assessment and market analysis portion
of the proposed Consolidated Plan. The Committee members were also provided with
Performance Evaluation Surveys received from clients of the two (2) firms.
John Quade, Interim Housing and Community Development Director, addressed the
Committee and provided a brief background of the Consolidated Plan and the scope of
services that will be required from the successful firm.
The Evaluation Committee based its recommendation on the following factors:
1. Experience and Qualifications of the Firm (25 points)
2. Past Experience Preparing Consolidated Plans (25 points)
3. Proposed Fee Schedule (20 points)
4. Schedule and Methodology for Preparing
the Consolidated Plan (20 points)
5. Experience & Familiarity with HUD Regulations (10 points)
Commission Memorandum - RFP-12-07/08 -Consolidated Plan
March 12, 2008
Page 5 of 6
The final scoring is as follows:
Firm Barry
Ra one Michael
Baum Kevin
Crowder Amy
Atkins Laura
Veitia
PMG Associates 98 1 90 1 85 1 88 2 85 2
CRA of Florida 92 2 85 2 74 2 91 1 93 1
Based on the scores and rankings of the Committee members, PMG Associates received a
number one (1) ranking from three (3) of the five (5) Committee members. Because of the
close 3-2 vote, the relatively close scores, and PMG Associates higher proposed cost/fee of
$38,400 vs. $30,000 proposed cost/fee of CRA of Florida, deliberations were conducted,
and each Committee member explained their reasons for their selected top-ranked proposal.
At the conclusion of this process, each Committee member was asked for the record, if they
were comfortable with their rankings, and they all confirmed they were. Therefore, a motion
was made by Kevin Crowder and seconded by Bany Ragone, D.M.D to authorize the
Administration to negotiate an Agreement with the top-ranked firm of PMG Associates.
The Administration will negotiate with PMG Associates to reduce their proposed fee to the
budgeted amount or lower.
The City Manager concurs with the Committee's recommendation.
PMG Associates. Inc.
PMG Associates, Inc. and PLACE Planning submitted the proposal for preparation of a
Consolidated Plan for Federal Funds for the Fiscal Years 2008/9 - 2012/2013.
PMG Associates has provided market assessments, housing studies, economic
development studies and demographics for over 23 years to clients, both public and private
throughout the nation. Their clients have ranged in location from North Carolina and South
Carolina, to Colorado, Mississippi, and Florida. They have completed a Consolidated Plan
for Miami-Dade County, a Housing Demand Study for the Durham Housing Authority, in
Durham North Carolina and are completing a Housing Market Analysis for the Consolidated
Plan for Spartanburg County, South Carolina.
PLACE Planning is a planning firm who has completed affordable housing studies for Belle
Glade Florida and Adopt a Family Programs in West Palm Beach, Florida. PLACE has also
completed the Barriers to Affordable Housing for Spartanburg County, South Carolina.
Both firms have all the necessary analytical tools, such as desk top references to the most
current Claritas demographics and psychographics of the City's population. They use not
only 2000 census numbers but 2006/2007 demographic numbers from their in-house
national sources.
Commission Memorandum -RFP-12-07/08 -Consolidated Plan
March 12, 2008
Page 6 of 6
CONCLUSION
The Administration recommends that the Mayor and City Commission accept the
recommendation of the City Manager pursuant to Request for Proposals (RFP) No. 12-
07/08, for Professional Consulting Services to Prepare a Consolidated Plan for Federal
Funds for Fiscal Years 2008/9 - 2012/13; authorizing the Administration to enter into
negotiations with the top-ranked Firm of PMG Associates, Inc., and should negotiations
become unsuccessful with PMG Associates, Inc., authorizing the Administration to enter into
negotiations with the second-ranked Firm of Community Redevelopment Associates of
Florida, Inc.; further authorizing the Mayor and City Clerk to execute an Agreement for
Professional Consulting Services for a Five (5) Year Consolidated Plan for Federal Funds,
upon conclusion of successful negotiations by the Administration.
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