Title
MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE TO AWARD RFQ #PL-25-01 “GRANT ADMINISTRATION FOR COMMUNITY REDEVELOPMENT PROJECTS” TO COMMUNITY REDEVELOPMENT ASSOCIATES OF FL. INC., AND TO DIRECT THE CITY MANAGER TO NEGOTIATE A CONTRACT FOR SERVICES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines a Request for Qualifications as “A written solicitation for competitive sealed offers with the title, date and hour of the public opening designated. A request for qualifications shall include, but is not limited to, general information, functional or general specifications, a statement of work, instructions for offer and evaluation criteria. All requests for proposals shall state the relative importance the evaluation criteria. The city may engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of offers, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $100,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states, "All sealed competitive solicitations as defined in §35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 15th, 2025, the City Commission authorized the advertisement of RFQ # PL-25-01 “Grant Administration for Community Redevelopment Projects” which was advertised on October 21st, 2025.
2. The purpose of this solicitation was to provide comprehensive administrative, technical, and compliance support services for the effective implementation and management of its housing and community development programs, in accordance with the terms, conditions, and specifications contained in this solicitation.
3. On November 18th, 2025, the City opened six (6) proposals, listed in the order of receipt:
|
Vendor Names |
|
East to West Development Corporation |
|
Community Redevelopment Associates of FL. Inc. |
|
iLab Startup Foundation |
|
Hillmann Development Advisors |
|
Housing Foundation of America, Inc. |
|
AG Urban LLC |
4. On April 6, 2026, the committee convened to evaluate proposals and select a vendor for the required services. The committee evaluated qualifications based on the weighted criteria below:
- Experience and Capabilities (32.5 points)
- Firm’s Understanding and Approach to the Work (35 points)
- Previous Experience & References (30 points)
- Veteran Owned Small Business Preference (2.5 points)
5. The evaluation committee ranked the vendors as shown below:
|
Rank |
Vendor |
|
1 |
Community Redevelopment Associates of FL. Inc. |
|
2 |
East to West Development Corporation |
|
3 |
AG Urban LLC |
|
4 |
Hillmann Development Advisors |
|
5 |
Housing Foundation of America, Inc. |
|
6 |
iLab Startup Foundation |
6. Based on the scoring results, the evaluation committee unanimously approved a motion to award RFQ #PL-25-01 “Grant Administration for Community Redevelopment Projects” to Community Redevelopment Associates of FL. Inc., and to direct the City Manager to negotiate a contract for services.
If a contract cannot be agreed upon, the City Manager shall then undertake negotiations with the next most qualified firm.
7. Request City Commission to approve the findings and recommendations of the evaluation committee and to award RFQ #PL-25-01 “Grant Administration for Community Redevelopment Projects” to Community Redevelopment Associates of FL. Inc., and to direct the City Manager to negotiate a contract for services.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: No cost to the City, funds paid to the awarded vendor will be provided through grant funding.
b) Amount budgeted for this item in Account No: Upon commission approval funds will be available in accounts for Professional Svc - CRA Admin:
121-554-0600-531501-0000-000-0000-02025
121-554-0600-531501-0000-000-0000-02026
120-554-0600-531501-0000-000-0000-02025
120-554-0600-531501-0000-000-0000-02026
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.