LSBGHORZ
                            

AGENDA MEMORANDUM

 

 

Meeting Date:           July 13, 2009

 

From:                          Mike Thornton, Purchasing Manager             

 

Subject:                      Resolution authorizing execution of an agreement with Fred Fox Enterprises Inc. for Grant Administrator Services

 

 

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of an agreement with Fred Fox Enterprises Inc. for Grant Administrator Services for a total of $35,000.00.

 

Analysis:

The purpose of the solicitation is to establish a Grant Administrator Services agreement with a qualified firm to provide the City with Community Development Block Grant (CDBG) administration services in relation to the Florida Small Cities CDBG program for neighborhood revitalization.

  

On May 18, 2009, the Purchasing Division issued Request for Proposals (RFP) number 90302 inviting interested and qualified firms to submit technical and price proposals for consideration and evaluation by the City.  On June 9, 2009, the City received proposals from four grant administration firms.  An evaluation committee consisting of five participants evaluated the proposals. 

 

Competing firms submitted technical proposals addressing their Company and Staff Qualifications, Approach, References and Price for providing services required by the RFP. 

 

The results of the evaluations are outlined in the ranking list included below.

 

This solicitation was conducted in compliance with Florida Statute 287 which contains procedural requirements to be followed when soliciting, evaluating and selecting contractors to perform services through Requests for Proposals. 

 

The solicitation included established evaluation criterion elements based on the scope of work, with their relative importance emphasized by maximum obtainable point values were:

·         Experience of Staff administering CDBG programs - up to 20 points

·         Experience of Firm’s Management Group administering CDBG programs - up to 20 points

·         Proposed Approach to administration of the CDBG programs- up to 20 points

·         Number of Client References provided from other CDBG communities - up to 20 points

·         Quality of the Response from Client References - up to 15 points

·         Fee - up to 5 points. 

In the tradition of fundamental source selection principles which stress the need to adhere strictly to the evaluation criteria set forth in the RFP and following the evaluation and scoring methodology in the source selection/technical evaluation plan, the proposals were evaluated by the committee in a fair, uniform, and objective manner solely in accordance with the evaluation criteria.

Evaluation Scoring & Ranking

 

         Evaluator No.

 

        Evaluator No.

 

 

Total

Final

Rank

                  

1

2

3

4

5

1

2

3

4

5

     Respondents                                        

Point Scores

 

Ranking

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Corinthian Mgt., Inc.  (Sanford)

37 

24

24

31

 

32

4

4

4

4

 

4

20

 

4

Fred Fox Enterprises, Inc. (St. Augustine)

100

100

100

95

 

 

 

100

1

1

1

1

 

 

 

1

5

 

 

 

1

Guardian Comm. Resource Mgt.  (Groveland)

100

94

94

91

 

 

99

1

2

2

2

 

 

2

9

 

 

2

Roumelis Planning & Dev. Services (Tallahassee)

94

93

93

73

 

 

 

84

3

3

3

3

 

 

 

3

15

 

 

 

3

 

 

 

 

 

 

 

 

 

 

 

 

 

Table 1

 

For each firm evaluated, raw point scores assigned by each member were totaled and converted to a ranking.  The rankings for each firm were totaled and then converted to an overall ordinal score. Using this method has proven to minimize the effects of large variances in any one evaluators’ scoring.  An example can be noted in TABLE 1 above in regard to the scores assigned to the highest ranked firm. 

 

Fred Fox Enterprises Inc., not only obtained the highest technical rating, but also provided the most favorable price.  

 

Options:

1.  Execute an Agreement with Fred Fox Enterprises Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact:

The Grant Administration Services is 100% reimbursable under the CDBG grant.  No matching funds are required from the City.


 

 

Submission Date and Time:    __________________________

 

Department:  Community Development___

Prepared by: Terry Pollard__________                     

Attachments: Yes ___X___   No   ______

Advertised:    Yes________________                     

Dates:             May 17, 2009_ _______                                

Attorney Review :       Yes___  No __X___

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. _JB_____________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. 554-5540-554-3410______

 

Project No.   MTCDBG_____________

 

WF No.          N/A_________________

 

Budget           $60,000.00_____________

 

Available       $60,000.00_____________

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH FRED FOX ENTERPRISES, INC. TO PROVIDE CDBG GRANT ADMINISTRAION SERVICES PURSUANT TO INVITATION TO BID 90302; AND PROVIDING AN EFFECTIVE DATE.

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with FRED FOX ENTERPRISES, INC. whose address is P.O. Box 1047, ST. AUGUSTINE, FLORIDA 32085 for CDBG GRANT ADMINISTRATION SERVICES as identified by INVITATION TO BID 90302. 

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __13th_____ day of _July___ 2009.

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

__________________________

City Clerk