Item 12 American Rescue Plan Act (ARPA) Funding Consulting Services Selection Process Ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: September 21, 2021
Item #: /2.
Reviewed By:
Contact.Name: Rebecca Roberts, Department Director: Rebecca Robe
Finance Director .,
Contact Number: City Manager: Robeharg, /-
. Subject:ARPA Funding Consulting Services Selection Process ;
Background Summary:
The City of Ocoee will receive$24,172,699 in the form of a federal grant through the American Rescue Plan
Act(ARPA). Funding will be received in two equal tranches of$12,086,350. The first tranche is expected by
September 30,2021 with the second tranche is anticipated by summer 2022.
Federal grants inherently require an extensive amount of compliance monitoring and reporting, and are subject
to more stringent audit procedures. In addition,procurements involving federal funds are subject to complex
federal procurement rules. Should the City fail to comply with any of the requirements set forth in the
American Rescue Plan Act of 2021 (PUB. L.No. 117-2, SS9901) any particular use of the funds could be
denied by the granting authority and the City could have to repay those funds.
Recognizing the unique and complex requirements of ARPA, staff, in consultation with the City Manager,
believes it is in the best interest of the City to contract with a consultant uniquely qualified to assist the City in
meeting these requirements.
Due to time constraints, in lieu of issuing a solicitation which may take up to 90 days to issue, evaluate, and
award a contract, Staff recommends the use of the previously bid State of Florida DMS Contract,which
includes hourly rates.
Per the instructions of the State's contract, the City must send requests to at least(8) of the firms listed on the
contract and subsequently choose on firm to negotiate with. Staff anticipates using this chosen firm for
administering both phase 1 and phase 2.
The Scope of Services involves two phases:
Phase 1 includes understanding/planning for the initiation of funds, sufficiency review of the project list,
developing a roadmap and comprehensive program, and preparing recommendations and an implementation
strategy to present to the City Commission.
Respondents will submit a cost estimate and timeframe for this phase.
Phase 2 includes staff assistance in implementation,procurement, administration, and Federal reporting
requirements for the comprehensive program.
The cost and timeframe for this phase will be negotiated during Phase 1, once the consultant has gained an
understanding of the nature of the work and effort necessary.
Issue:
Should the Commission approve the process for procuring expert consulting service to assist the City in
managing,monitor, and reporting on the use of ARPA funds.
Recommendations:
Staff recommends Commission approve the process for procuring expert consulting service to assist the City in
managing,monitor, and reporting on the use of ARPA funds and:
A. Authorize Staff to piggyback the State of Florida Contract#80101500-20-1 to select a consultant for
Comprehensive Grants Management related to ARPA funding.
B. Authorize the City Manager to approve a Contract and any subsequent change orders, and the Mayor
and City Clerk to execute a Contract to Piggyback the State of Florida Contract#80101500-20-1 for
Grants Management Consulting Services related to the ARPA Grant Funding up to the estimated Project
Budget of$500,000.
Attachments:
None.
Financial Impact:
Funding will come from the ARPA Grant as an administrative cost.
Type of Item: (please mark with an x)
❑ Public Hearing For Clerk's Dept Use:
❑ Ordinance First Reading 0 " Consent Agenda
❑ Ordinance Second Reading D. Public Hearing
❑ Resolution % Regular Agenda
►� Commission Approval
❑ Discussion& Direction
❑ Original Document/Contract Attached for Execution by City Clerk
❑ Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept. ( �..0
Reviewed by
2