FAIRMONT - (RFP) FOR GRANT ADMINISTRATION SERVICES.docx

Town of Fairmont PO Box 248 421 South Main Street Fairmont, NC 28340

Request for Proposals CDBG-I Grant Administration Services The Town of Fairmont has received a Community Development Block Grant- Infrastructure (CDBG-I) award in the amount of $3,000,000.00 by the North Carolina Department of Environmental Quality (NCDEQ) for the Brown Street Pump Station Rehabilitation project which includes the rehabilitation of the existing Brown Street pump station and the repair / replacement of the associated mechanical bar screen. Specifically, the project will include rehabilitation of the existing concrete structures and piping used in the pump station, replacement of the existing pumps, existing pump controls and electrical controls, and replacement of the existing telemetry with new SCADA equipment. The existing, failed bar screen will be replaced with a new unit within the existing concrete structure. All components All work for the project will be completed on the Brown Street Pump Station site located at 101 Brown Street, Fairmont, NC.

Contingent upon this award, the Town Board of Commissioners is soliciting proposals for grant administration services to assist the Town in the administration and management of this project in compliance with all applicable requirements under the North Carolina CDBG-I Program. The fee for grant administration services will be paid with CDBG-I funds.

Scope of Services:

Grant administration services shall include, but are not limited to, standard tasks necessary for the implementation of the project in conformance with the following CDBG compliance areas:

1. Environment Review Compliance and Release of Funds and other Funding Conditions;

2. Citizen Participation Compliance;

3. Fair Housing Compliance;

4. Equal Employment and Procurement Compliance;

5. Section 3 Compliance;

6. Section 504 Compliance;

7. Completion of Language Access Plan;

8. Completion of Anti-Displacement and Relocation Assistance Plan;

9. Complaints and Grievance Procedures for Compliance Plans;

10. Labor Standards Compliance;

11. Completion of all required reports and documentation;

12. Assistance with Financial Reimbursements Forms; and

13. Setting up and managing official records.

The services will not include the disbursement or account of funds distributed by the Town’s financial officer, legal advice, fiscal audits, or assistance with activities not related to the CDBG-I project.

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. CDBG Grant Administration Experience: description of specialized experience and technical competence of the staff to be assigned to the project with respect to CDBG grant administration, description of firm’s prior experience, including any similar projects (in particular those funded by CDBG), size of community, location, total construction cost, and name of local official knowledgeable regarding the firm’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 CDBG related activities, and firm’s anticipated availability during the term of the project;

4. Cost of Services: Indicate a fee for service and explanation of the basis for the fee; and

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

Proposal Evaluation Criteria:

Proposals for grant administrative services will be evaluated by a Selection Committee. Proposals will be considered on an equal competitive basis. The following criteria will be used in the evaluation process:

Upon completion of the review, the Committee will make its recommendation to the Town Board of Commissioners for approval.

Respondents may review the CDBG-I application which includes a description of the proposed project including activities, budget, schedule, and other pertinent information by visiting the Town of Fairmont offices during regular office hours.

The above information should be submitted and received no later than Thursday, August 20, 2026 by 2:00 p.m. to the Town either by mail or in person at:

Town of Fairmont PO Box 248 421 South Main Street Fairmont, NC 28340 For more information, contact:

Jennifer H. Larson, Town Clerk/Finance Officer

PH: 910-628-9766

Email: jlarson@fairmontnc.gov

The Town of Fairmont is an Equal Opportunity Employer and invites the submission of proposals from small and minority and women-owned firms, historically underutilized businesses, and certified/registered Section 3 businesses concerns.

This information is available in Spanish or any other language upon request. For accommodations to this request, please contact:

Jennifer H. Larson, Town Clerk/Finance Officer

PH: 910-628-9766

Email: jlarson@fairmontnc.gov or at the Town Hall located at:

421 South Main Street Fairmont, NC 28340

Esta información está disponible en español o en cualquier otro idioma bajo petición. Por favor, póngase en contacto con Jennifer H. Larson, Town Clerk/Finance Officer, al 910-628-9766 o en 421 South Main Street, Fairmont, NC 28340 de alojamiento para esta solicitud.

Date: July 24, 2026 Authorized Representative: Charles Kemp, Mayor image2.png image1.png