City of Cortland RFP CDBG Housing Rehabilitation 285HR322-23.pdf

City of Cortland RFP: CDBG Program Delivery & Administrative Services Page 1 of 3

CITY OF CORTLAND

REQUEST FOR PROPOSALS

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)

PROGRAM DELIVERY AND ADMINISTRATIVE SERVICES

Issued: February 16, 2024

Due by: March 18, 2024 - 12:00 p.m.

Delivered To: City Clerk’s Office City Hall, 25 Court St.

Cortland, NY 13045

Contact: Andrew Jewett, City Clerk

(607) 756-6521 cityclerk@cortland.org

I. Request: The City of Cortland is seeking proposals from qualified consultants or consulting firms to provide Program Delivery and Administrative Services in conjunction with Community Development Block Grant (CDBG) Grant Project No. 285HR322-23. The relevant information is set forth below.

II. Description of Grants: With $500,000.00 in New York State (NYS) CDBG funds, the City will provide assistance to 14-15 owner-occupied properties in the form of a 100% deferred payment loan.

Structured as a non-interest bearing, 5-year diminishing lien, the loan will only need to be repaid if the house is sold within 5 years of completion of the rehabilitation. Priority will be given to household components that pose a health and safety threat to the occupants. Up to 18% of the grant total may be used for administration and program delivery. Payment will be made for services actually rendered according to pre-determined project milestones.

III. Services to be Provided:

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

1. Provide final design for all rehabilitation activities;

2. Establish or update eligible contractors list;

3. Identify all eligible property owners and contact property owners;

4. Provide client intake and qualification;

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

mailto:cityclerk@cortland.org

City of Cortland RFP: CDBG Program Delivery & Administrative Services Page 2 of 3

6. Assist property owners in contractor selection;

7. Bid all work;

8. Encumber contracts;

9. Prepare loan documents or deferred payment agreements;

10. Work with the City Corporation Counsel placing mortgages on project properties, if required;

11. Provide all necessary final inspections;

12. Act as liaison between City, property owner, and contractor;

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

14. Provide an EPA Lead Based Paint Risk Assessor to assure program complies with Lead Based Paint Hazard requirements as needed.

B. General Administration:

1. Prepare all necessary contract and payment documentation;

2. Develop and maintain separate grant accounting systems;

3. Prepare and submit necessary financial reports to New York State;

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

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

C. Miscellaneous:

1. Attend Common Council and Department Head meetings, as necessary;

2. Advise the Common Council and Mayor in matters relating to grants and state regulations;

3. Prepare amendments as necessary;

4. Prepare Environmental Reviews pursuant to NEPA and SEQRA guidelines, if applicable;

5. Prepare and submit any Status and/or Performance Reports as required by New York State;

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

7. Prepare all closeout documentation required by the State upon completion of grant activity;

8. Provide lead based paint testing and energy audits as needed, costs for such services shall be broken out form the overall proposal and provided as a per-project cost.

IV. Submission Requirements:

A. Statement of qualifications, including identification of at least five similar programs that have been administered including program that have used CDBG program income;

B. Relevant references (minimum of five) including staff member(s) from NYS OCR that are aware of work experience;

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C. Management Plan including identification and description of the location in the City of Cortland where client services will be provided;

D. Timetable for completion of projects;

E. Cost Proposal with milestones for payment.

V. Evaluation Factors: The following will be reviewed by the Mayor and his staff for purposes of evaluation of responses and selection:

A. Qualifications and references; including experience in similar Community Development project administration (Minimum Qualifications are providing Program Delivery and Administrative services for at least one program funded by OCR that used CDBG program income;

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

C. Cost and reasonableness of fee; consideration of fee as related to service, charges for reimbursables;

D. Ability to interface with existing grants administration; including working with consultant administering current Community Development programs to ensure continuity in overlapping areas such as Program Income and reporting requirements;

E. Other factors deemed important by the community, including previous experience with the consultant.

VI. Submission of Proposals: The City of Cortland will accept proposals from qualified consultants and consulting firms until Noon on March 18, 2024.

Proposals should be clearly marked on the outside as follows:

RFP-CDBG Grant 285HR322-23 Attn: Andrew Jewett

Proposals should be mailed or delivered to:

City Clerk’s Office City Hall, 25 Court Street Cortland, NY 13045.

VII. Selection and award of contract: Proposals will be reviewed immediately upon receipt. Selection will be made on or before March 29, 2024, with contracts awarded after appropriate OCR review.

VIII. Questions about this RFP: Please direct all questions about this RFP to Andrew Jewett, City Clerk, at (607) 758-8331 or cityclerk@cortland.org.

mailto:cityclerk@cortland.org