CDBG 285HR312-25 Housing Rehabilitation Program RFP Due 2026.05.08.pdf

OFFICE OF THE CITY CLERK • CITY HALL • 25 COURT ST. CORTLAND NY 13045

607-758-8331 • CITYCLERK@CORTLANDNY.GOV

CITY OF CORTLAND

OFFICE OF THE CITY CLERK

REQUEST FOR PROPOSALS

PROGRAM DELIVERY AND ADMINISTRATIVE SERVICES

IN CONJUNCTION WITH COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)

HOUSING REHABILITATION PROGRAM

PROPOSALS DUE

MAY 8, 2026 | 12:00 PM

The City of Cortland, located in Cortland County, New York, is seeking proposals from qualified consultants or consulting firms to provide Program Delivery and Administrative

Services in conjunction with a recently awarded Community Development Block Grant to fund a Housing Rehabilitation Program (CDBG Project No. 285HR312-25). The relevant information is set forth in the following pages.

The City of Cortland will accept proposals from qualified consultants and consulting firms until 12:00 p.m. (Noon) on May 8, 2026. Minority-and-Women-Owned Business Enterprise

(M/WBE) firms and Section 3 businesses are strongly encouraged to respond.

Proposals must be delivered to the Office of the City Clerk, 25 Court St. Cortland NY 13045 in a sealed envelope marked "RFP-CDBG Housing Rehabilitation Program." Two (2) hardcopies of the proposal should be submitted. It is requested, but not required, that a USB drive with the proposal in PDF format be included in the sealed envelope. No late submissions will be reviewed.

Questions about this RFP may be directed to Andrew Jewett, City Clerk by phone at 607-758-

8331 or email at cityclerk@cortlandny.gov. Responses to questions received by 12:00 p.m.

April 27, 2026 will be posted on or before April 30, 2026 at www.cortlandny.gov/Bids.aspx.

mailto:cityclerk@cortlandny.gov http://www.cortlandny.gov/Bids.aspx

1. Description of the Grant

NYS Homes and Community Renewal (NYS HCR), through its Office of Community Renewal

(OCR), recently awarded the City of Cortland a Community Development Block Grant (CDBG) in the amount of $750,000 to fund Housing Rehabilitation Program activities. The City will use these funds to provide assistance with repair and rehabilitation of single-unit and multi-unit residential properties with certain low-and moderate-income eligibility criteria. Up to 18% of the

CDBG award may be used for program delivery, administration, and engineering costs combined.

Payment by the City under the awarded contract will be for services actually rendered according to pre-determined project milestones.

2. Services to be provided

A. Housing Rehabilitation Program Delivery Services

1. Provide final design for all rehabilitation activities.

2. Establish or update eligible contractors list.

3. Identify all eligible properties and contact homeowners.

4. Establish rehabilitation guidelines.

5. Provide client intake and qualification.

6. Perform preliminary property inspections, prepare work write-ups and cost estimates.

7. Assist homeowners in contractor selection.

8. Bid all work.

9. Encumber contracts.

10. Prepare loan documents or deferred payment agreements.

11. Work with City’s Corporation Counsel placing mortgages on project properties, if required.

12. Provide all necessary final inspections.

13. Act as liaison between City, property owner, and contractor.

14. Monitor total expenditures on all properties and provide data on program for all reports.

15. Provide an EPA Lead Based Paint Risk Assessor to ensure program complies with lead-based paint hazard requirements.

B. General Grant Administrative Services

1. Prepare all necessary contract and payment documentation.

2. Develop and maintain separate grant accounting systems.

3. Prepare and submit necessary financial reports to NYS.

4. Prepare and submit status of fund reports and other reports to the City as directed.

5. Work with City's contact person to ensure all accounting is included in City accounting system.

C. Miscellaneous

1. Attend Common Council and department head meetings, as necessary.

2. Advise Common Council and Mayor in matters relating to grants and NYS regulations.

3. Prepare amendments as necessary.

4. Prepare Environmental Reviews pursuant to NEPA and SEQRA guidelines.

5. Prepare and submit status and/or performance reports as required by NYS.

6. Prepare and submit M/WBE and Section 3 Reports.

7. Prepare all closeout documentation required by NYS for grant upon completion of each.

8. Coordinate with other state fiscal year and OCR programs as necessary.

9. Provide lead-based paint testing and energy audits for each project. Costs for such services shall be broken-out from the overall proposal and provided as a per-project cost.

D. Submission Requirements

Proposals must be delivered by 12:00 p.m. (Noon) on May 8, 2026 to the Office of the City

Clerk, 25 Court St. Cortland NY 13045 in hardcopy form in a sealed envelope marked "RFP-

CDBG Housing Rehabilitation Program." It is requested, but not required, that a PDF copy on a USB drive be included in the sealed envelope. No late submissions will be reviewed.

The proposal must include the following:

1. Statement of qualifications, including identification of similar housing rehabilitation programs that have been administered including programs that have used CDBG program income.

2. Relevant references (minimum of five) including staff member(s) from NYS

OCR that are aware of work experience.

3. Description of management and availability including project schedules, management plan, level of services provided, and physical proximity to organization's personnel.

4. Management plan including project schedules.

5. identification and description of the location in the City of Cortland where client services will be provided.

6. Timetable for completion of projects.

7. Cost Proposal with milestones for payment.

E. Evaluation Factors

The following criteria and scoring will be used by City officials in evaluating proposals and selection.

Evaluation Criteria Maximum

Points

1. Qualifications and references: including experience in administration of similar community development projects, particularly in providing Program

Delivery and Administrative services for Rehabilitation Programs funded by

OCR that used CDBG program income.

2. Management and availability: including a grant management plan describing how the required grant program delivery and administration services outlined in Section 2A and 2B will be conducted and fulfilled;

project schedules, management plan; location of assigned project personnel and ability to fulfill any on-site or location specific requirements.

3. Costs including reasonableness of fees and charges for reimbursables. 20

4. Ability to work with existing grants administration: including working with any consultant administering current CDBG and community development programs to ensure continuity in overlapping areas such as program income and reporting requirements.

5. Previous experience with the consultant, and other factors deemed important by the City and community.

F. Selection and Award of Contract

Proposals will be reviewed by City officials promptly after the response deadline.

Respondents will be notified of selection and a contract awarded after review by NYS HCR

Office of Community Renewal and approval by resolution of the City of Cortland Common

Council.