4849-01R_RFP_CDBG-NR.pdf

1. Planning

a. Prepare all required materials necessary to sa�sfy grant condi�ons.

b. Complete Environmental Review Record and Request for Release of Funds for the project to comply with all requirements of the Na�onal Environmental Policy Act (NEPA) and the State Environmental Policy Act (SEPA).

c. Establish project files and financial management records in accordance with DOC requirements. All original case files must remain in the Community Development Office files.

d. Prepare fair housing plan analysis of impediments (ini�al or update as required), ci�zen par�cipa�on plan, equal opportunity plan, Sec�on 3 plan, Sec�on 504 plan and op�onal coverage reloca�on plan as required by DOC regula�ons

2. Project Implementa�on

a. Implementa�on of Project Ac�vi�es. The project includes the rehabilita�on of two (2) units and the clearance and reconstruc�on of three (3) units. Assistance will include, but not be limited to: feasibility analysis including prepara�on of rehabilita�on/reconstruc�on work write-up, as is valua�on and cost es�mate; bid process including prepara�on of bid packages, bid opening, contractor's bid evalua�on, bid award; quality assurance observa�ons including processing of change orders for County, owner and contractor approval, recommenda�ons of contract payments and final observation. Housing ac�vi�es will also include temporary reloca�on in accordance with the federal Uniform Reloca�on and Acquisi�on Policies Act (URA). All ac�vi�es will be conducted in accordance with all Federal, State, and local statutes and regula�ons applicable to CDBG recipients

4849-01R

REQUEST FOR PROPOSAL

GRANT ADMINISTRATION SERVICES

FY 2024 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM

NEIGHBORHOOD REVITALIZATION

Lee County is requesting proposals from qualified consulting firms to provide professional services for the administration of a Small Cities Community Development Block Grant (CDBG) in the Neighborhood Revitalization category through the NC Dept. of Commerce. The FY 2024 CDBG-NR program will be financed with $950,000 of CDBG funds (100% of total program costs). The CDBG-NR project scope addresses the rehabilitation of two (2) and reconstruction of three (3) severe units occupied by income eligible homeowners scattered throughout Lee County. This project will eliminate severe housing deficiencies for the selected households in an effort to upgrade their housing and living conditions into more long-term viable housing

On October 21, 2024, Lee County submitted a Community Development Block Grant – Neighborhood Revitalization (CDBG-NR) application to the North Carolina Department of Commerce (DOC) for funds to undertake a project in Lee County. The County has been notified that it will be awarded a grant for $950,000 contingent on the execution of a grant agreement and satisfaction of all conditions outlined therein.

SCOPE OF SERVICES:

Lee County is solici�ng proposals for administra�on and reconstruc�on/rehabilita�on services necessary to implement the FY 2024 CDBG-NR project within the approved budget (Attachment 1) and schedule.

b. General Administra�on. Consultant will be required to provide technical assistance of a general administra�ve nature. This assistance will include, but not be limited to:

recordkeeping, procurement procedures, property management procedures, program amendments, ci�zen par�cipa�on and disputes, equal opportunity compliance, fair housing compliance, periodic writen status reports to the County and oral presenta�ons to the governing body, as requested. Technical assistance will also be required in preparing Annual Performance Reports, Labor Standards Reports, and close out documents for the program.

Consultant will be required to atend monitoring visits conducted by DOC.

c. Minimum Requirements for Administra�on. In accordance with the County’s CDBG-NR regula�ons and guidelines, the following minimum level of administra�on will be required:

• Inspec�on of ac�ve rehabilita�ons/reconstruc�ons two days per week.

• Periodic status reports on expenditures and accomplishments.

d. Schedule for Submission of Compliance Documents. In accordance with the County's Grant Agreement with DOC, the respondent is to provide a schedule for comple�ng the following documents:

• Environmental Review Prepara�on, Request for Release of Funds and other funding condi�ons;

• Ci�zen Par�cipa�on Compliance;

• Fair Housing Plan, quarterly ac�vi�es and related compliance reports;

• Equal Employment and Procurement Compliance;

• Sec�on 3 Compliance;

• Sec�on 504 Compliance;

• Comple�on of Language Access Plan and Analysis of Impediments;

• Code of Conduct Policy

• Excessive Force Policy

• Comple�on of An�-Displacement and Reloca�on Assistance Plan;

• Complaints and Grievance Procedures for Compliance Plans;

• Labor Standards Compliance;

• Comple�on of all required reports and documenta�on;

• Assistance with Financial Reimbursements Forms;

• Se�ng up and managing official records, case files;

• Coordina�on of the project with City of Sanford/Lee County Community Development

• Assistance with and/or compliance review of procurement procedures for other professional services including those handled by the City of Sanford Engineering Staff throughout the project.

• Prepara�on and assistance with Closeout documents and project monitoring.

e. Schedule for Drawdown of Funds. Comply with the Performance Based Contract schedule to ensure that funds are drawn in accordance with the County’s Grant Agreement with

DOC.

f. Reimbursement to DOC for Improper Expenditures. In accordance with County's Grant Agreement with DOC, the contract for administra�ve services shall include a clause holding the administrator's organiza�on responsible for reimbursement to the County for any improperly expended grant funds that had to be returned to DOC due to negligence or omission by the administrator.

CONSULTANT SELECTION PROCEDURES

Proposals will be reviewed by Sanford/Lee County Community Development staff and a recommendation will be forwarded to the Lee County Board of Commissioners for consideration in April 2025. After considering factors outlined, the consulting firm will be selected, subject to negotiation of fair and reasonable compensation. Consultants will be notified by e-mail of the County's selection. The project is expected to commence immediately upon approval of the Consultant by the County Board of Commissioners.

FEE PROPOSAL

For the purpose of proposal evalua�on, the Consultant is requested to provide an hourly fee schedule for each project team member, indica�ng what percentage of the project each team member will complete to be involved in the project. The hourly rates should include fringe benefits, indirect costs, and profit. The Consultant's charge for reimbursable expenses should also be indicated.

In addi�on, the consultant is to provide a Not-to-Exceed Fee as the maximum amount project administra�on could cost Lee County. Please note: If you choose to include administra�on and rehabilita�on service delivery fees within the not-to-exceed fee, then, you must show a breakdown by administra�on and rehabilita�on.

Following selection of the management consultant, the county may negotiate a fee for completion of the Scope of Work defined above, based on an estimated limit of 10% of the project budget ($95,000) available for management services and based on recent projects undertaken. Lee County will not contribute local funds to program administration.

PROPOSAL CONTENT

The Consultant’s proposal must contain four parts:

1. Technical. Describe the approach to be taken in addressing the proposed scope of work. This description is to include delinea�on of specific tasks to be undertaken in each project ac�vity.

Include a project schedule showing start and comple�on dates for all major tasks.

2. Management and Staffing. Describe the management plan to be used, staffing configura�ons, fees, etc. A brief resume of the individuals involved in the project will be required.

3. Prior Related Experience. A brief descrip�on of CDBG administra�on experience including current contact person and phone numbers for each referenced project.

4. Fee Proposal. (See above.)

PROPOSAL EVALUTATION CRITERIA

Proposals for grant administra�on services will be evaluated by a Selec�on Commitee with representa�ves of the City of Sanford/Lee County. Proposals will be considered on an equal, compe��ve basis as well as evaluated on the firm’s ability to meet the requirements of this RFP. The following criteria will be used in the evalua�on process:

Criteria Points 1 Qualifica�ons, Competence and Reputa�on of Firm or Individual Consultant;

Qualifica�ons of Ac�vely Involved Staff

2 Related Grant Experience working for North Carolina municipali�es on similar type CDBG projects. - Please provide references and contact informa�on

3 Availability to the County. Firm’s capacity to meet �me and project budget requirements. 20 4 Fees/Cost of Services- Hourly Rates and Not-to-Exceed Fee Es�mate 20 5 Documenta�on of Debarment Compliance and Eligibility Requirements 5 6 Qualifica�ons as a Sec�on 3 Business 5

Total Points Available 100

FEDERAL AND STATE TERMS AND CONDITIONS

The selected Consultant must comply with all the requirements of the North Carolina Community Development Block Grant Program Regula�ons (4 NCAC 19L) and all amendments thereto. Procurement and contract procedures outlined in 24 CFR 85 must also be followed.

SUBMISSION REQUIREMENTS

Firms responding to this solicita�on should mail/deliver two (2) hard copies along with one (1) digital copy on USB drive no later than 12:00 pm on Monday, May 19, 2025.

Mail:

Jen Waterhouse, Asst. Finance Director Lee County Finance 115 Chatham Street Suite 301 Sanford, NC 27330

Delivery:

Jen Waterhouse, Asst. Finance Director Lee County Finance 115 Chatham Street Suite 301 Sanford, NC 27330

For any ques�ons about the RFP, please contact:

Phone/Email:

Karen Kennedy, Community Development Manager

(919) 718-4657 x 5391 karen.kennedy@sanfordnc.net mailto:karen.kennedy@sanfordnc.net jb9430 Highlight jb9430 Cross-Out

Submital packages shall be labeled “Request for Proposal 4849-01R – Lee County CDBG-NR 2024 Grant Administration”.

Lee County Government is an Equal Opportunity Employer and invites the submission of proposals from minority and women-owned firms, historically underutilized businesses, and certified/registered Section 3 business concerns. (Section 3 applies if the contract is over $100,000 for non-construction contracts)

This information is available in Spanish, or any other language, upon request. Please contact Karen Kennedy at 919-718-4657 x 5391, 115 Chatham Street for accommodations for this request.

“Esta información está disponible en español o en cualquier otro idioma bajo petición. Por favor, póngase en contacto con Karen Kennedy al 919-718-4657 x 5391 o en 115 Chatham Street, Sanford, NC de alojamiento para esta solicitud.

jb9430 Highlight

Attachment 1

LEE COUNTY FY 2024 COMMUNITY DEVELOPMENT PROGRAM

NEIGHBORHOOD REVITALIZATION PROJECT

Lee County proposes to undertake a Community Development Program funded by the North Carolina Department of Commers, Division of Community Assistance. The program will involve the use of $950,000 of CDBG-NR Funds (100 percent of the total program costs).

The Lee County Neighborhood Revitalization Project consists of housing activities. Housing activities include clearance and reconstruction of three (3) units and the rehabilitation of two (2) units.

PROJECT ACTIVITIES & BUDGET CDBG FUNDS OTHER FUNDS

Rehabilitation of privately-owned dwellings $855,000 $0 Administration (10% cap of total Grant Amount Awarded $95,000 $0

TOTAL $950,000 $0

SUBMISSION REQUIREMENTS