1b Adm RFQ.pdf

Request for Administration Proposals ARPA and S.L. 2023 – 134 Grants

TOWN OF FOUR OAKS

REQUEST FOR PROPOSALS FOR

GRANT ADMINISTRATION SERVICES

The Town of Four Oaks has received three North Carolina American Rescue Plan Act (ARPA) grants totaling $4,100,000 that will fund four projects through three contracts. It has also received three North Carolina (NC) S.L. 2023 – 134 grants totaling $5,550,000 that will fund six projects through four additional contracts. The four ARPA projects must be completed by 12/31/2026. Two of the NC S.L. 2023 – 134 contracts must be completed by 06/30/2025.

Individual projects follow:

• Stormwater drainage - $2,470,000 (ARPA - $1,500,000 and $700,000 S.L. 2023 – 134);

• Upgrade Pump Stations - $1,935,999 (ARPA – $1,435,000 and $500,000 S.F. 2023 –

134);

• Business Park NC-DOT Water and Sewer – $1,165,000 – ARPA;

• Police Station & Park Planning - $250,000 – S.F. 2023 – 134;

• Business Park Sewer - $500,000 – S.F. 2023 – 134; and

• Elevated Water Tank - $3,500,000 – S.F. 2023 – 134.

The purpose of this solicitation is to enable the Town to receive a sufficient number of Qualification statements to enable it to enter into a professional service contract to provide ARPA and S.L.

2023 – 134 project administration.

Scope of Services:

Grant administration services shall include, but are not limited to, standard tasks necessary for the implementation of project activities and project conformance to meet NC Department of Environmental Quality (DEQ) administered ARPA and NC S.L. 2023 – 134 grants, as well as, NC S.L. 2023 – 134 grants administered by the North Carolina Department of Public Safety and the North Carolina Office Budget Management. Activities include:

1. Financial management – assisting in the establishment of individual grant accounts, budget ordinances, receipt and disbursement of grant funds, when appropriate prepare financial requisitions, etc.;

2. Procurement – professional service and construction contracts; ensure bid documents/construction contracts have appropriate Federal (ARPA) and/or State documents, etc.;

3. Individual project coordination with A/E and State contact(s);

4. ARPA contracts – Federal /Davis-Bacon compliance including Build America Buy

American (BABA) requirement are met;

5. Completion of all required reports and documentation; and

6. Setting up and managing official records.

7. Attending monthly, or as required, progress meetings.

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. Grant Administration Experience: description of specialized experience and technical competence of the staff to be assigned to the project with respect to Federal and State grant administration and project activities, description of staffs’ prior experience, including any similar projects, 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 project 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 (NOTE: Selected firm will be requested to subdivide the total cost toward each previously identified project); and

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

Qualification statements that are incomplete, unconditional, obscure, altered, contain additions or materials not requested, or which have any irregularities of any kind may be rejected since it is the intent of the Owner that all proposals be comparable for purposes of evaluation.

Each offeror shall agree to comply with all applicable state, federal and municipal laws, rules, regulations and ordinances governing this project, and any other requirements that may be dictated by state or federal agency participating in project funding.

Five sets of a Qualification statement should be submitted no later than 2:00 p.m., July 12, 2024 to attention: Vic Medlin, Mayor, Box 610, 304 N. Main Street, Four Oaks, NC, 27524, or delivered to the same at 304 N. Main Street, Four Oaks, NC, 27524.

Proposal Evaluation Criteria:

Proposals for grant administrative services will be evaluated by the Mayor and at least one Town Commissioner 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 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

Upon completion of the review, the Mayor will make a recommendation to the Town Board of Commissioners for approval consideration.

Equal Employment

The Town of Four Oaks is an equal opportunity employer and encourages proposals from minority- and women-owned firms.

The Town of Four Oaks prohibits discrimination in any manner on the basis of race, color, creed, national origin, sex, age or handicap or sexual orientation and will pursue an affirmative policy of fostering, promoting, and conducting business with Historically Under-utilized Businesses (women and minority-owned and Section 3 business enterprises.

Additional Information

Please contact, Rhonda S. Lee, Town Clerk, Town of Four Oaks, PO Box 610, 304 N. Main Street, Four Oaks, NC, 27524; (919) 963-3112 ext. 23; or townclerk@fouroaks-nc.com for additional information on this request.

Esta información está disponible en español o en cualquier otro idioma bajo petición. Por favor, Rhonda S. Lee, Town Clerk, Town of Four Oaks, for PO Box 610, 304 N. Main Street, Four Oaks, NC, 27524; (919) 963-3112 ext. 23; O townclerk@fouroaks-nc.com póngase en contacto con de alojamiento para esta solicitud.

mailto:mgarris@embarqmail.com mailto:mgarris@embarqmail.com