CDBG - Water Sewer Lateral Replacement.docx

Village of Waterloo Request for Proposals Community Development Block Grant (CDBG) Program Delivery and Administrative Services

Issued: March 14, 2024 Due by: April 5, 2024 by Noon Delivered to: Village of Waterloo 41 W. Main Street Waterloo, NY 13165 Contact: Don Northrup, Village Administrator (315)539-9131 dnorthrup@waterloony.com

1. Request: The Village of Waterloo is seeking proposals from qualified consultants or consulting firms to provide Program Delivery and Administrative Services included in Community Block Development Block Grant (CDBG) Project #: 1206WS330-23 – Lateral Replacement. Section 3 and M/WBE firms are strongly encouraged to submit proposals.

2. Grant Description: With $278,000 in New York State CDBG funds, the Village will provide financial assistance for approximately 20 water and/or sewer lateral replacements for 1-4 unit properties in accordance with the provisions included in the Grant Agreement.

3. Services to be Provided:

A. All CDBG Program Delivery and Administrative Services required for the implementation of the grant program, including but not limited to:

1. Perform the required Environmental Review prior to the commitment of any grant funds.

2. Development of a scope of work with collaboration from the Village Department of Public Works (DPW), and other Village resources,

3. Establish or update eligible contractors list,

4. Provide outreach to property owners and provide them with the grant information, including qualifications, and to request applications for consideration.

5. Review applications and determine eligibility.

6. Perform preliminary property inspections, including EPA Lead Survey and other environmental regulations, and prepare work write-ups with cost estimates for eligible properties to be recommended to the Village Board for approval.

7. Assist property owners with bid process, contractor selection, and prepare and process required contractor/owner documents with proper approvals.

8. Prepare property owner loan documents or deferred payment agreements, including mortgage lien filing as necessary.

9. Provide all necessary final inspections.

10. Act as liaison for Village, property owner, and contractor.

11. Provide review of all contractor expenditures and prepare CDBG Drawdown Requests with proper supporting documentation for reimbursement.

12. Ensure that all contractor reimbursements are within the project scope and approved budget, with the preparation of amendments for approval as required.

B. General Administration:

1. Prepare and ensure the submission of all required CDBG reports on a timely basis.

2. Ensure that all required CDBG records are properly maintained for compliance.

3. Ensure that all specific grant requirements have been met.

4. Participate in the CDBG Monitoring and Closeout Process.

5. Respond to all CDBG requests for additional information.

C. Other Administration:

1. Prepare and submit Minority-Owned and Women-Owned Business Enterprise (MWBE) and Section 3 Reports.

2. Prepare any additional reports as required by NYS.

3. Ensure that all current CDBG regulatory requirements included in the CDBG webinars have been satisfied.

4. Provide the Village Board with update information on grant progress and timeline for completion in accordance with the terms of the grant agreement.

4. Submission Requirements:

A. Statement of qualifications, including relevant experience with at least five similar CDBG Programs.

B. Provide such work references including NYS-OCR personnel.

C. Management Plan with individual experience and background.

D. Outline of approach.

E. Timeline for project completion.

F. Cost proposal with payment timeline.

5. Evaluation Factors: The following factors will be reviewed by the Mayor and Village Board as part of the selection process:

A. Job experience and references (25%) B. Management Team experience (25%) C. Cost breakdown (25%) D. Project Timeline (15%) E. Other factors from submitted information (10%)

6. Submission of Proposals: The Village of Waterloo will accept proposals from qualified Consultants and consulting firms until Noon on April 5, 2024. All proposals should be clearly marked on the outside: RFP – CDBG (Lateral Replacement) Attn: Don Northrup and mailed to:

Village of Waterloo, 41 W. Main Street, Waterloo, NY 13165.

7. Selection and Award: Proposals will be reviewed, and recommendations presented to the Village Board on Monday, April 8, 2024.