12 - CARES Act Coronavirus Relief Fund AdministrationItem No. 12
TO: Mayor & City Council
Grayson Path, City Manager
FROM: Gene Anderson, Finance Director
SUBJECT: REQUEST FOR PROPOSALS TO ADMINISTER THE CITY OF PARIS'
CORONAVIRUS RELIEF FUND
DATE: August 10, 2020
BACKGROUND: In response to the Coronavirus pandemic, the United States Congress approved
the Coronavirus Aid, Relief, and Economic Security (CARES) Act to help governments,
businesses and individuals who are responding to the CoVid-19 pandemic. As part of the CARES
Act, channeled through the State of Texas via the Texas Department of Emergency Management
(TDEM), the City of Paris has been allocated a maximum of $1,393,150 to reimburse the City for
Covid-19 related expenditures made between March 1, 2020 and December 30, 2020. Resolution
2020-023 was approved by the City Council on Monday, June 8, 2020. The City has agreed to
comply with the terms and conditions required by the TDEM in order to access these funds. As
part of the Terms and Conditions, the City must fulfill basic federal funding requirements such as
record keeping, grant assurances, reporting compliance, etc., and therefore, as allowed under
Section 2.2 of the Terms and Conditions, is seeking the assistance of a third -party administrator to
oversee these aspects and further advise the City towards compliance with the terms and conditions
of this program.
STATUS OF ISSUE: The City advertised twice in the Paris News that it would receive requests
for proposals from qualified firms. All information was placed on the City website with a highly
visible link to the data. Additionally, an electronic copy of the newspaper notice was sent to five
firms on the TxCDBG 2020 Pre -Qualified Administrative Services list.
Two proposals were received and opened August 6, 2020 (BDO and Resource Management &
Consulting Company). A review committee evaluated the proposals.
BUDGET: All eligible Covid19 related expenses will be reimbursed by CARES Act funding up
to $1,393,150 including the administrative services provided by one of these firms.
OPTIONS:
1. Reject all proposals, advise staff as to next steps.
2. Accept BDO's Proposal.
3. Accept Resource Management and Consulting Company's Proposal.
RECOMMENDATION:
Option 3, Accept Resource Management and Consulting Company's Proposal.
The staff recommends that the proposal from Resource Management & Consulting Company be
accepted and the City Manager be authorized to enter into a professional services contract with
this firm on behalf of the City. The fee schedule proposed by BDO would exceed the 5% cap for
administrative services established by the CARES Act while the fee proposed by Resource
Management & Consulting would be well within that cap.