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TOWN OF SMITHFIELD REQUEST FOR PROPOSALS FOR GRANT ADMINISTRATION SERVICES
08/15/2018

TOWN OF SMITHFIELD
REQUEST FOR PROPOSALS FOR
GRANT ADMINISTRATION SERVICES

 

The Town of Smithfield is preparing a North Carolina CDBG Neighborhood Revitalization Grant application that will be submitted to the North Carolina Department of Commerce. The amount of the grant can be up to $750,000. Approved projects must be completed within 36 months of the grant award. The project will include housing, and may include demolition and clearance, and infrastructure related activities.  The purpose of this solicitation is enter into a professional service contract to provide project administration that will be paid with CDBG funds. The execution of the contract is contingent upon successful award of the grant project.

Scope of Services:

Project activities will include housing rehabilitation. Additional project activities may include demolition and clearance, and infrastructure related activities. 

Grant administration services shall include, but are not limited to, standard tasks necessary for the implementation of project activities and project conformance with the following CDBG compliance areas: 

 

1. Environmental Review Compliance and Release of Funds and other Funding Conditions; 
2. Citizen Participation Compliance; 
3. Fair Housing Compliance; 
4. Equal Employment and Procurement Compliance; 
5. Section 3 Compliance; 
6. Section 504 Compliance; 
7. Completion of Language Access Plan; 
8. Completion of Anti-Displacement and Relocation Assistance Plan; 
9. Complaints and Grievance Procedures for Compliance Plans; 
10. Labor Standards Compliance; 
11. Completion of all required reports and documentation; 
12. Assistance with Financial Reimbursements Forms; and 
13. Setting up and managing official records;

 

The services will not include the disbursement or account of funds distributed by the Town’s financial officer, legal advice, fiscal audits, or assistance with activities not related to the CDBG project.

Proposal Submission:

Submissions provided to the Town shall include at a minimum:

 

  1. Individual or Firm Information: the consultant or firm’s legal name, address, email, and telephone number, the principal(s) of the firm and their experience and qualifications;

  2. CDBG Grant Administration Experience: description of specialized experience and technical competence of the staff to be assigned to the project with respect to CDBG grant administration and project activities, description of staffs’ prior experience, including any similar projects (in particular those funded by CDBG), location, total construction cost, and name of local official knowledgeable regarding the staff’s performance. Include at least three references;

  3. Consultant / Firm Capability: description of firm’s current work activities, capability of carrying out all aspects of CDBG related activities, and firm’s anticipated availability during the term of the project;

  4. Cost of Services: Indicate a fee for service as a lump sum or not-to-exceed and explanation of the basis for the fee;

  5. Documentation of compliance with state and federal debarment/ eligibility requirements;

  6. Documentation of Section 3 Business status.

Proposal Evaluation Criteria:

Proposals for grant administrative services will be evaluated by the Town Manager and at least one Town Council member. Proposals will be considered on an equal competitive basis. The following criteria will be used in the evaluation process: 

 

  1. General Qualifications, Competence and Reputation of Firm
    or Individual Consultant................................................................................. 20     points
  2. Prior CDBG Grant Experience of Firm 
    or Individual Consultant.................................................................................. 20     points
  3. Qualifications of Actively Involved Staff
    (assigned staff members of Firm or Consultant)................................... 25     points
  4. Ability to Address Local Needs.................................................................... 10     points
  5. Availability ........................................................................................................... 10     points
  6. Cost…………………………………………………………….................................………. 5      points
  7. Qualifications as a Section 3 Business........................................................ 5      points

Upon completion of the review, the Town Manager will make a recommendation to the Town Council for approval.

The above information should be submitted no later than 5:00 p.m., August 27, 2018 to Michael Scott, Town Manager, 350 East Market Street, Smithfield, NC  27577, or delivered to same at 350 East Market Street, Smithfield, NC  27577. For more information, contact Michael Scott, Town Manager, at (919) 934-2116. The Town of Smithfield is an equal opportunity employer and encourages proposals from minority- and women-owned firms. The Town invites the submission of proposals from a certified Section 3 business concern. 

This information is available in Spanish or any other language upon request. Please contact, Michael Scott, Town Manager, (919) 934-2116, Town Manager Office, 350 East Market Street, P.O. Box 761, Smithfield, NC  27577 for accommodations for this request.

Esta información está disponible en español o en cualquier otro idioma bajo petición. Por favor, Michael Scott, Town Manager, (919) 934-2116, Town Manager’s Office, 350 East Market Street, P.O. Box 761, Smithfield, NC  27577 póngase en contacto con de alojamiento para esta solicitud.

 
 

Mailing Address:
P.O. Box 761, Smithfield, NC 27577
Physical Address:
350 East Market Street
Smithfield, NC 27577
Main Phone: 919-934-2116
Fax: 919-934-1134

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