Title
Fiscal Monitoring Services - RFP-CED25-FMS - Request to Award Contract (Ordinance S-52791) - Citywide
Description
Request to authorize the City Manager, or his designee, to contract with Vander Weele Group, LLC for fiscal monitoring services for the Community and Economic Development Department (CEDD). Expenditure is not to exceed $200,000 over the life of the contract. Further request authorization for the City Controller to disburse all funds related to this item. Funds are available from Workforce Investment and Opportunity Act (WIOA) funds.
Report
Summary
The City manages several programs to provide essential services to residents. The Consultant will complete the fiscal monitoring for CEDD programs, including but not limited to WIOA funded programs. To maintain compliance with federal and state grant regulations, CEDD is required to perform fiscal monitoring of its providers and contractors. The Consultant will conduct fiscal monitoring for these regulated programs and deliver written reports of the results. The fiscal monitoring process will:
- Determine whether the contractors possess the proper policies, procedures, and practices to meet the fiscal requirements of their contracts with the City.
- Confirm compliance with federal, state, and local requirements.
- Ensure the integrity, accuracy and completeness of the financial data presented to the City.
Procurement Information
The Fiscal Monitoring Services Request for Proposals (RFP-CED25-FMS) was issued on December 11, 2025, and conducted in accordance with Administrative Regulation 3.10. Five proposals were received, four of which were responsive to the RFP’s requirements. An evaluation panel scored the responsive proposals based on the following criteria:
- Primary Consultant’s Qualifications and Experience (0-300 points).
- Proposer’s Qualifications and Experience (0-275 points).
- Approach to Scope of Work (0-225 points).
- Fees (0-200 points).
Staff recommends the proposal offered by Vander Weele Group, LLC as the highest-scoring, responsive, and responsible proposal.
Contract Term
The term of the contract will begin on or about July 1, 2026, and end June 30, 2028, with three one-year options to extend. Each extension option may be exercised by the City Manager, or his designee.
Financial Impact
The aggregate contract value will not exceed $200,000. Funds are available in the WIOA federal grant operating budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Ginger Spencer and the Community and Economic Development Department.