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Agreement with MDG Associates, Inc. <br />August 19, 2025 <br />Page 2 <br />5 <br />2 <br />7 <br />3 <br />In order to meet regulatory requirements for administering the federal programs, the <br />City needs to ensure that qualified program administrators with the skills and knowledge <br />in the field of comprehensive financial, grant monitoring, administrative, and technical <br />support services are available to ensure prompt and competent services to the public. <br />The purpose of grant monitoring is to ensure that the City’s CDBG, HOME, and ESG <br />funds are only being used for authorized and eligible purposes, in compliance with <br />federal statutes, regulations, and the terms and conditions of the sub-awards. The <br />purpose of financial and technical support services is to ensure compliance with the <br />Uniform Administrative Requirements, cost principles, and audit requirements for <br />federal awards at 2 CFR 200 and various other grant-specific services. The purpose of <br />administrative services is to administer one or more of these federal grant programs, in <br />order to ensure the City does not fall out of compliance and eligibility for the renewal of <br />program funding. As an entitlement jurisdiction, these specialized services are critical <br />for the City’s compliance. <br />Request for Proposals <br />On May 7, 2025, staff issued Request for Proposals (RFP # 25-076A) seeking <br />proposals from qualified consultants to provide on-call comprehensive financial, <br />administrative, and technical support services for federally funded programs (Exhibit 1). <br />Specifically, the selected consultant will assist City Staff in providing comprehensive <br />financial, grant monitoring, administrative, and technical support services for the CDBG, <br />HOME, and ESG Programs as needed. The technical assistance and administrative <br />services will be on-call for any forms of assistance or service related to these grant <br />programs. <br />The RFP was posted on the City’s online bid management and publication system <br />(PlanetBids) and a Notice Inviting Bids was sent to 250 prospective bidders. Through <br />the PlanetBids online portal, vendors may register to receive notifications on all current <br />and future City projects, as well as download contract documents, receive project <br />updates, and submit bids electronically. All prospective bidders in Santa Ana were <br />notified about the RFP but staff are not aware of any local firms with expertise and <br />experience in this scope of work. Responses to the RFP were accepted from May 7, <br />2025 to May 29, 2025. <br />The City received four (4) proposals prior to the RFP deadline. No firms from Santa <br />Ana submitted a proposal. A Proposal Review Committee consisting of three subject <br />matter experts from the Community Development Agency reviewed and ranked each <br />proposal based on the following criteria as stated in the RFP: Background, <br />Qualifications & Experience (25 points), Key Personnel / Proposed Staffing (25 points), <br />Technical Approach / Methodology (25 points), Cost Proposal (20 points), and <br />Organization/Completeness of Response (5 points). Below are the average scores for <br />the proposals: