RFP#2526-009 Community Development Block Grant Administration

The City of Redondo Beach (“City”) is soliciting proposals from qualified companies to provide Community Development Block Grant (CDBG) administration services. The specific scope of work is detailed in Section 4 of this RFP.

The award resulting from this RFP will be a fixed 2-year contract with one (1) optional 1-year extension. The initial term is projected to begin September 2026.  There is no expressed or implied obligation for the City to reimburse responding organizations for any expenses incurred in preparing proposals in response to this request.

Background

The City has contracted with various consulting organizations to support the implementation of the City’s CDBG program, providing complete administration services.  These services include management of the CDBG program, including coordination of public service agency funding; oversight of Capital Improvement Projects utilizing CDBG funds; implementation of the Mobility Access/Emergency Repair (MA/ER) program, and full program administration. The current contract is nearing its termination, and the City is soliciting proposals for future services.

The City’s 2026-27 funding allocation from the U. S. Department of Housing and Urban Development (HUD) is $296,580.  The City Council recently approved the Fiscal Year (FY) 2026-27 Annual Action Plan (AAP) on May 12, 2026, which includes the following funding allocations:

The City seeks to contract with a consultant that can provide full-service administration support for the City’s CDBG program, serving as the main point of contact for all funding recipients.  Additionally, the consultant shall ensure successful and timely submission of reports, HUD-required documents, submission of drawdowns in the Integrated Disbursement and Information System (IDIS) program, and support for staff to ensure compliance with HUD regulations. 

Project Details

• Reference ID: RFP#2526-009
• Department: Purchasing
• Department Head: Robert Norman (Administrative Analyst)

Important Dates

• Questions Due: 2026-06-04T06:55:00.000Z
• Answers Posted By: 2026-06-09T06:55:00.000Z

Evaluation Criteria

• Important Instructions for Electronic Submittal —

  The City will receive proposals by 3:00 p.m., Friday, June 19, 2026. Proposals will not be publicly opened. Proposals shall be submitted electronically through the City’s procurement portal hosted by OpenGov on the City’s website at https://procurement.opengov.com\portal\redondo Proposals received after specified date and time will be considered late and will not be accepted. The City of Redondo Beach reserves the right to reject any and all proposals received and, to the extent permitted by law, to waive any irregularities, defects or informalities in any proposal received. 

• Scope of Work or Project Details —

  Selected contractor shall be responsible to administer the City of Redondo Beach’s CDBG grant program, subject to the following specifications:

   

  1. General Duties
  1. Manage all components of the City’s CDBG Program, including CDBG-CV funds, and carry out the scope of services in conjunction with the City's direction, input, and review.
  2. Conduct regular meetings, at least monthly, with City representatives to provide updates on the progress of the CDBG program.
  3. Ensure compliance with federal regulations and oversee all components of the City's CDBG program.
  4. Prepare and maintain an annual and quarterly CDBG task list to track the overall duties and progress of the program. 

   

  2. CDBG Administration
  1. Assist in the preparation of administrative reports, public notices, and presentation materials for CDBG public hearings, as requested.
  2. Prepare environmental reviews and supporting documents for upcoming CDBG projects.
  3. Prepare and submit all required reports to HUD in a timely manner, including but not limited to the Consolidated Annual Performance and Evaluation Report (CAPER), the Annual Action Plan, and the Cash on Hand Report.
  4. Manage and monitor CDBG public service agencies, including fair housing services, for federal compliance.
  5. Update and maintain the City’s CDBG and CDBG-CV program data in IDIS.
  6. Assist with setting up activities and preparing drawdowns in the Integrated Disbursement and Information System (IDIS), as needed.
  7. Assist and coordinate IDIS activities with the City’s Financial Services team to ensure timely reimbursement to the City and to help reconcile records between the City’s accounting system and IDIS.
  8. Complete regular updates to IDIS with all relevant data, including year-end information.
  9. Review expense reports to ensure compliance with CDBG reimbursement eligibility guidelines.
  10. Document and track itemized expenses for each IDIS drawdown and corresponding activities.

   

  3. Mobility Access/Emergency Repair (MA/ER) Program
  1. Maintain a list of eligible applicants for the MA/ER program.
  2. Act as the main correspondent for MA/ER applicants and clients.
  3. Review applications and determine eligibility for interested residents.
  4. Prepare work write ups and cost estimates for each project.
  5. Monitor project contractors to ensure compliance with program requirements.
  6. Maintain client files with all federally required documentation.

   

  4. Public Service Agency Funding Program
  1. Provide oversight and ensure federal compliance for subrecipients of the City of Redondo Beach’s CDBG funds.
  2. Assist the city in preparing and evaluating Request for Proposals (RFPs) for the annual funding cycle period, including the preparation of applications and evaluation forms for public service agencies.
  3. Solicit and evaluate applications received from interested public service agencies.
  4. Provide recommendations to the city regarding funding allocations for each fiscal year.
  5. Conduct annual monitoring of subrecipients, ensuring successful submittal and completion of all HUD mandated monitoring standards.

   

  5. Capital Improvement Projects 
  1. Determine CDBG eligibility of potential capital improvement projects.
  2. Prepare CDBG bid package and construction contract documents, including, but not limited to, Labor Standards Compliance, in accordance with the Davis Bacon Act and related laws.
  3. Perform on-site monitoring to ensure compliance with federal Labor Standards and other CDBG requirements.

Submission Requirements

• Confirmation (required) —

  I acknowledge and affirm that I have read the RFP and the uploaded proposal complies with the conditions, requirements and scope of work described in the RFP.

• Proposal Documents (required) —

  Please upload your COMPLETE proposal here.

• Proposal (without Cost Proposal) (required) —

  Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Bid Bond (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of XXXXXof the total bid price, payable toCity of Redondo Beach, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

  Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanFriday, June 19, 2026 addressed to:

  City of Redondo Beach
  Robert Norman
  Financial Services Department
  Redondo Beach,CA90277

  Please have the Bidder Name, Contract Title ("RFP#2526-009 Community Development Block Grant Administration"), and Contract Number ("RFP#2526-009") listed clearly on the outside of the envelope.

• Contract Execution, Payment Bond, Performance Bond, and Certificate(s) of Insurance (required) —

  The contract shall be executed by the successful bidder and shall be returned, together with the Payment Bond, Performance Bond and Certificate(s) of Insurance to City of Redondo Beach so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

• Bid Bond (required) —

  Will this solicitation require a bid bond?

• Electronic Pricing Table (required) —

  Would you like to have bidders respond to an electronic pricing table through OpenGov?

  Some examples of of when to say "yes":

  1. This is a quote for goods or commodities
  2. This is a public works bid, with a pricing table that can be uploaded into OpenGov from an excel spreadsheet
  3. Seeking services for hourly rate schedules
• Separate Fee Proposal Upload (required) —

  If you are NOT using the Electronic Pricing Table option, will you want your bidder to separate a Price Proposal from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?