Meeting Type: BCC Regular Meeting
Meeting Date: 11/6/2025
Item Status: New
From: Tara Hazelbaker, Finance Director; Brian Underwood, Grants Director; Wanda Gautney, Purchasing Director
Submitted by: Katrina Taylor, Grants Administrator
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ITEM TITLE
Title
*Contract with MB3 Inc. d/b/a Civix for General Grant Administration and Implementation Professional Services for CDBG-DR Subaward for Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Award the Contract to MB3 Inc. d/b/a Civix in the amount of $2,427,488.00 for the Implementation Phase of the General Grant and Management, Project Management, and Capacity Building for the Community Development Block Grant - Disaster Recovery (CDBG-DR) Subaward and authorize the Chairman to execute the Contract contingent upon County Attorney approval. (The contract is effective on the date of full execution.)
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BACKGROUND INFORMATION
Background: The Commission, during its July 1, 2025, regular meeting, authorized staff to advertise the Request for Proposals (RFP) for the Implementation Phase of the General Grant and Management, Project Management, and Capacity Building for the Community Development Block Grant - Disaster Recovery (CDBG-DR) Subaward. The RFPs were received in the Purchasing Office on August 13, 2025, at 2:00 P.M. Seven (7) firms submitted a proposal. After review by Brian Underwood, Wanda Gautney, Jeanette Brown, Katrina Taylor, Shelby Middleton, and Jarrod Cunningham, four (4) firms were selected to give virtual presentations to the committee on September 17, 2025. The firms were evaluated on the criteria listed in the RFP. The evaluation committee consisted of Tara Hazelbaker, Brian Underwood, Wanda Gautney, Jeanette Brown, Katrina Taylor, Shelby Middleton, and Jarrod Cunningham. On October 8, 2025, two (2) firms were invited to conduct in-person presentations, where the committee reviewed their qualifications and prices. In consideration of their proposal, interviews, and provision of additional operational details, the evaluation committee concluded that MB3 Inc., doing business as Civix, had the most advantageous proposal for the County regarding the expected provision of professional services for the disaster recovery implementation phase.
On July 1, 2025, the Baldwin County Commission approved Amendment No. 2 to Subrecipient Agreement Number DR-21-001 with the State of Alabama, represented by the Alabama Department of Economic and Community Affairs (ADECA). Amendment No. 2 established updated implementation budget allocations of $100,000 for Administration, $19,169,010 for Housing Recovery Activities, and $24,092,676 for Non-Housing Recovery Activities. It also extended the period of performance through October 31, 2028, providing sufficient time to execute recovery efforts. The CDBG-DR grant funds will cover the contract cost for the General Grant and Management, Project Management, and Capacity Building for the Implementation Phase.
Previous Commission action/date:
September 16, 2025 - Approved the submittal of the CDBG-DR County Priority Infrastructure Program (CPIP) Activity Profile Form for the County Road 65 Extension Project from County Road 28 to County Road 32, by staff to the ADECA CDBG-DR grant portal; and authorized the Chairman to sign any documents related to this Activity Profile Form.
August 19, 2025 - Approved the formal administrative closeout of the CDBG-DR Planning Phase; and approved the Budget Director to remove the remaining available balance of $332,989.24 from the CDBG-DR Planning Phase ledger. These funds were not reimbursed and are not eligible for retention or reallocation.
July 1, 2025 - Approved Amendment No. 2 to Subrecipient Agreement Number DR-21-001 between the BCC and the State of Alabama, ADECA, addressing recovery from Hurricanes Sally and Zeta, including unmet housing, infrastructure, economic development, mitigation, and other eligible unmet needs, as described in the BCC’s approved LRP. Amendment No. 2 to Baldwin County’s CDBG-DR Subrecipient Agreement with ADECA establishes the implementation budget allocations of $100,000.00 for Administration, $19,169,010.00 for Housing Recovery Activities, and $24,092,676.00 for Non-Housing Recovery Activities. The amendment also extends the period of performance through October 31, 2028.
May 6, 2025 - Approved the Third Amendment to Contract for Professional Services with MB3 Inc. d/b/a Civix for the Planning Phase of the General Grant and Management, Project Management, and Capacity Building for the CDBG-DR Subaward.
The following clauses were added to Section 6.5 of the agreement and included in Attachment A:
a) Title VI, Civil Rights Act of 1964
b) Section 109, Housing & Community Development Act of 1974
c) Section 504 Rehabilitation Act of 1973
d) Age Discrimination Act of 1975
e) Equal Employment Opportunity
f) Section 3 Compliance
g) Section 3 Plan
h) Section 402 of the Vietnam Veterans Act
i) Alabama Beason-Hammon Act
j) Conflict of Interest
k) Audits, Records keeping and retention
The term and cost of the contract remain unaffected by this Amendment.
February 18, 2025 - Approved the Second Amendment to the Contract for Professional Services with MB3 Inc. d/b/a Civix in the amount of $50,000.00 for the Planning Phase of the General Grant and Management, Project Management, and Capacity Building for the CDBG-DR Subaward.
November 5, 2024 - Approved the First Amendment to the Contract for Professional Services with MB3 Inc. d/b/a Civix in the amount of $211,345.00 for the Planning Phase of the General Grant and Management, Project Management, and Capacity Building for the CDBG-DR Subaward.
September 17, 2024 - Approved Amendment No. 1 to Subrecipient Agreement Number DR-21-001 between the Baldwin County Commission and ADECA addressing recovery from Hurricanes Sally and Zeta, including unmet housing, infrastructure, economic development, mitigation, and other eligible unmet needs, as described in the BCC’s approved LRP.
September 3, 2024 - Adopted Resolution #2024-155, approving the Baldwin County LRP for DR-4563 and DR-4573.
August 20, 2024 - Adopted Resolution #2024-150, approving the BCC CDBG-DR Language Access Plan for Limited English Proficiency Persons.
August 6, 2024 - The BCC conducted a Public Hearing regarding the adoption of the CDBG-DR CPP. Following the Public Hearing, the BCC adopted Resolution #2024-147 approving the CDBG-DR CPP.
March 5, 2024 - Awarded the Contract to MB3 Inc. d/b/a Civix in the amount of $370,081.00 for the Planning Phase of the General Grant and Management, Project Management, and Capacity Building for the CDBG-DR Subaward and authorize the Chairman to execute the Contract.
December 19, 2023 - Accepted the CDBG-DR sub-award from ADECA in the amount of $1,000,000 for the development of a LRP to identify local unmet needs resulting from Hurricanes Sally and Zeta in 2020 through outreach and coordination with impacted stakeholders; and approved the Subrecipient Agreement No. DR-21-001, with ADECA; and authorized the Chairman to execute the agreement and any related documents.
November 7, 2023 - Approved the RFP for General Grant Coordination and Management, Project Management, and Capacity Building for the CDBG-DR Subaward and authorized the Purchasing Director to advertise the RFP; and authorized the Chairman/Purchasing Division Commissioner for the BCC to approve any necessary addendums or clarifications if required after the RFP is advertised.
November 16, 2022 - Authorized staff to proceed with preparing a RFP document for the development of the CDBG-DR LRP for Baldwin County.
October 4, 2022 - Approved and authorized the Chairman to execute a letter to ADECA providing comments in response to the CDBG-DR Draft Action Plan.
FINANCIAL IMPACT
Total cost of recommendation: $2,427,488 in CDBG-DR funds
Budget line item(s) to be used: 28270020.51990 - Professional Services
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents? Yes
Reviewed/approved by: Pending legal review by County Attorney (KDT)
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 11/06/2025
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letters to Vendors
Additional instructions/notes: Admin - Upload Agreement to Contracts and copy internal parties via email.
cc: Roger Rendleman, Tara Hazelbaker, Beth Hodges, Wanda Gautney, Jeanette Brown, Christie Bezoari, Brian Underwood, Katrina Taylor, Shelby Middleton