GPR _ GRANT RFQ_EVAL CRITERIA_SOQ FORM.pdf

CITY OF OAKWOOD, GEORGIA

2 CFR § 200

REQUEST FOR QUALIFICATIONS/PROPOSALS

GRANT WRITING & ADMINISTRATION/MANAGEMENT

5/5/2026 3:19 PM

As of Wednesday, May 6, 2026, the City of Oakwood, Georgia, is soliciting Requests for Qualifications and Proposals (RFQ/RFP) from grant writing and administration firms with a strong record in successfully assisting local governments plan, write, apply and administer various state and federal community, economic development, and transportation projects. These include, but are not limited to, Complete Streets multi-modal and alternative transportation infrastructure (sidewalks, pedestrian crossings, streetscapes, signalization, roundabouts), water, sewer, stormwater, downtowns, commercial and industrial areas, recreation areas, and common public spaces in accordance with local and regional plans.

Plans are to contract with a reputable consultant to assist the City, its engineers and stakeholders with multiple community and economic development projects. Services sought include conceptualization, financing options, funding application preparation and administration (finance control, reporting and regulatory compliance throughout the project lifecycle).

1) Immediate plans include contracting with a firm that can successfully provide competitive preliminary engineering for an Appalachian Regional Commission (ARC) pre-application due June 19, 2026, and full application due July 10, 2026.

2) The city is currently applying for a Federal Highway Administration (FHWA) U.S.

Department of Transportation (US DOT) Safe Streets for All (SS4A) Planning & Demonstration Grant due May 26, 2026. SS4A award announcements are anticipated during the first quarter of 2027). Upon award notification, a qualified firm will be selected to prepare a citywide Safety Action Plan for all existing and future multi-modal surface transportation needs and goals in accordance with local and regional plans, including the GHMPO Safety Action Plan, Bike and Pedestrian Plan, and Metropolitan Transportation Plans, including the Highlands to Islands Trail.

3) The city also intends to apply for FY 28/FY 29 Community Development Block Grant (CDBG) funds to construct sanitary sewer, sidewalks, storm drainage, curb and gutter, and streetscaping in accordance with, but not limited to, the city’s Vision 2030, 2022 Comprehensive Plan, Downtown Master Plan, including Downtown Design Overlay Standards, and Safety Action Plan, if awarded.

Responding firms must have an active System for Award Management (SAM) account, a Unique Entity Identifier (UEI), and cannot be federally debarred. Firms must also be technically qualified and licensed in the State of Georgia to provide 1) grants planning, budgeting, writing, administration, and related services including, but not limited to 2) reviewing and editing preliminary engineering reports (PERs) for completeness and competitiveness, 3) preparing and completing the National Environmental Policy Act (NEPA) Environmental Review Record, 4) preparing draw/disbursement requests, 5) financial management, 6) record retention, 7) scheduling, advertising, and conducting public hearings, 8) preparing Language Access Program Plans (LAPs) for Limited English Proficiency (LEP) populations, 9) ensuring equitable access is available to all citizens, particularly those with disabilities, and 10) real property acquisition expertise to ensure city staff, attorneys, engineers, licensed surveyors, appraisers, and consultants comply with the Uniform Relocation Assistance and Real Property Acquisition Act (URA) of 1970. Other duties include 1) assisting engineers prepare bid documents, 2) reviewing construction contracts for state and federal regulatory compliance, 3) advertising and conducting bid openings, 4) preparing certified minutes, and 5) ensuring all contractors are eligible to participate in federally funded projects.

REQUEST FOR QUALIFICATIONS/PROPOSALS

GRANT WRITING & ADMINISTRATION/MANAGEMENT

The selected consultant must also 1) assist the engineer prepare agendas and conduct pre-construction conferences, 2) advise and ensure contractors comply with all state and federal requirements, 3) review all project associated bids, progress reports, and pay requests, 4) conduct onsite visits, 5) monitor weekly payroll reports, 6) conduct onsite construction employee interviews, and 7) assist contractors with restitution, as applicable. Finally, for CDBG projects, the selected firm(s) will advise and assist the city in Affirmatively Furthering Fair Housing and complete project close-out requirements.

Proposals will be evaluated on the following criteria included herein.

Firm History, Mission and Resources;

Familiarity/History with the community;

Key personnel qualifications;

Experience with similar state and federal projects;

Proposed Scope, Ability, and Level of Service Professional References;

Pre-Award Grant Writing/Application Development Fees;

Post-Award Grant Administration/Management Fees and/or percentages; and, DCA Section 3 Certification Form(s).

This procurement complies with 2 CFR 200 for Qualifications-Based Selection (QBS) and The Brooks Act (Public Law 92-582) enacted on October 18, 1972. This action is valid for all existing and future state and federal funding opportunities that may arise during June 2026 – June 2029. The selected firm(s) will be required to submit updated Statements of Qualifications, license registrations and Errors & Omissions insurance annually to maintain eligibility during the three-year period. State and federal project experience includes, but is not limited to: the Appalachian Regional Commission (ARC), US Department of Housing and Urban Development (HUD), including all CDBG, Disaster, Housing and Emergency Programs, US Department of Commerce Economic Development Administration (EDA) and National Oceanic and Atmospheric Administration (NOAA), Environmental Protection Agency (EPA), US Department of Agriculture (USDA), Federal Highway Administration (FHWA), Georgia Department of Transportation (DOT), and the Georgia Environmental Finance Authority (GEFA). Other federal agencies include the U.S. Department of the Interior, the Bi-Partisan Infrastructure Law, the Inflation Reduction Act, One Big Beautiful Bill, and all that may be enacted during the three-year period.

Evaluation and Rating Criteria:

1. Firm history and mission statement;

2. Familiarity with the community

3. Key personnel/qualifications with License Certifications

4. Proposed approach, ability, scope and levels of service

5. Experience with state and federally-funded projects and cost controls

6. Professional References

7. Current workload and ability to provide proposed services

8. Past and current litigation history, including claims, liens, judgments, and rulings

9. DCA Section 3 Certification Package (completed, signed and notarized)

REQUEST FOR QUALIFICATIONS/PROPOSALS

GRANT WRITING & ADMINISTRATION/MANAGEMENT

All contracts are subject to state and federal contract provisions as prescribed by respective funding agencies. HUD projects are covered under the requirements of Section 3 of the HUD Act of 1968, as amended. Section 3 and Minority and Women Business Enterprises are encouraged to apply. The City of Oakwood abides by the following laws and others as they pertain to federally assisted projects: Title VI of the Civil Rights Act of 1964; Section 109 of the HCD Act of 1974, Title 1; Title VII of the Civil Rights Act of 1968 (Fair Housing Act); Section 104(b) (2) of the Housing and Community Development Act of 1974; Section 504 of the Rehabilitation Act of 1973 as amended. Title II of the Americans with Disabilities Act of 1990 (ADA); and the Architectural Barriers Act of 1968.

The Statement of Qualification Form, Evaluation Criteria, and DCA Section 3 Certification Package can be accessed at www.cityofoakwood.net/about_oakwood/rfp. This same information will be emailed (read-receipt required) to at least ten (10) engineering consultants and all interested parties. One (1) digital and one (1) hard copy of the proposal are due by 12:00 PM, Monday, June 8, 2026. Proposals received after this date and time will not be considered. The City reserves the right to accept or reject any and all proposals and waive informalities in this process. Please submit all questions via email to Mr. B.R. White, MPA, City Manager, at brwhite@cityofoakwood.net. Hard copy proposals should be mailed to:

Mr. B.R. White, P.O. Box 99 Oakwood, Georgia 30566

Publication Date: May 6, 2026 http://www.cityofoakwood.net/about_oakwood/rfp mailto:brwhite@cityofoakwood.net LA Steedley Cross-Out

2 § CFR 200

GRANT WRITING & ADMINISTRATION

EVALUATION CRITERIA

1. Firm History and Mission Statement 1 point: less than 5 years in business 2 points: 5-10 years in business 3 points: 10-15 years in business 4 points: 15+ years in business

2. Community Knowledge and Familiarity

0 points: No history of working with the community 1 point: 1 year working with the community 2 points: 2 years working with the community 3 points: 3 years working with the community 4 points: 4 +years working with the community

3. Key Personnel/Qualifications

0.5 points: less than 1 year of experience with similar projects 1 point: 1 to 2 years’ experience with similar projects 2 points: 2 to 3 years’ experience with similar projects 3 points 5 to 9 years’ experience with similar projects 4 points: 10 or more years’ experience with similar projects

4. Proposed Approach, Ability, Scope and Levels of Service (from initial concept through completion based on city needs):

1 point: not addressed 2 points: inadequate staff and proposed service level to design, manage, and complete project lifecycle 3 points: marginal scope and proposed service level to design, manage, and complete project lifecycle 4 points: adequate scope and service level to design, manage and complete project lifecycle

5. State and Federal Grant Experience

1 point: less than 5 projects planned and administered 2 points: 5-7 projects planned and administered 3 points: 7-10 projects planned and administered 4 points: 10+ projects planned and administered

6. Current Workload/Ability to Meet Schedules 0 points: not addressed 1 points: inadequate ability to plan, prepare, design, submit and manage project 2 points: marginal ability to plan, prepare, design, submit and manage project 3 points: adequate ability to plan, prepare, design, submit and manage project

Upcoming Deadlines:

ARC Full Application Deadline: July 10, 2026

2 § CFR 200

EVALUATION CRITERIA

7. Past and current litigation history, including claims, liens, judgments, and rulings 0 points: Yes

1 point: No

8. DCA Section 3 Policy Document Complete, Signed & Notarized

0 points: No 1 point: Yes

9. DCA Section 3 Preference 0 points: No 1 point: Yes

10. Application Grant Writing Fee Schedule

11. Administration Fee Schedule (% of Total Project Costs)

STATEMENT OF QUALIFICATIONS FORM

All information requested is required prior to consideration of any proposal. The undersigned certifies under oath to factual truth and correctness of all information.

1. Firm Name:

2. Address:

3. Primary Contact:

a) Telephone:

b) Email:

4. Business Legal Structure:

a) Years in business in present form:

b) State and Date of Incorporation:

5. System for Award Management (SAM) Account Verification:

6. Unique Entity Identifier Number (UEI):

7. Previous Business Name(s):

Years in operation business under other name(s):

8. Categories for which firm is legally qualified to provide services.

(Include applicable licenses and registrations.)

9. Titles, names, and addresses of all officers:

10. List firms which any present officers may have been associated with as officers during the past five years.

11. Community Familiarity:

12. Key personnel (including qualifications and license) that will be involved with projects and respective roles.

13. Experience with federally funded projects. Please provide project name, location, owner, year, total project cost, contract amount, cost control, and nature of firm's responsibility.

14. Proposed approach, ability, scope and levels of service:

15. Current Workload and ability to provide services for each of the following projects:

i Prepare and submit an Appalachian Regional Commission (ARC) application by July 10, 2026 deadline.

ii. The city is currently applying for a Federal Highway Administration (FHWA) U.S.

Department of Transportation (US DOT) Safe Streets for All (SS4A) Planning & Demonstration Grant due May 26, 2026. SS4A award announcements are anticipated during the first quarter of 2027). Upon grant award notification, a qualified firm will be selected to prepare a citywide Safety Action Plan for all existing and future multi-modal surface transportation needs and goals in accordance with local and regional plans, including the GHMPO Safety Action Plan, Bike and Pedestrian Plan, and Metropolitan Transportation Plans, including the Highlands to Islands Trail.

iii. The city also intends to apply for FY 28/FY 29 Community Development Block Grant (CDBG) funds to construct sanitary sewer, sidewalks, storm drainage, curb and gutter, and streetscaping in accordance with, but not limited to, the city’s Vision 2030, 2022 Comprehensive Plan, Downtown Master Plan, including Downtown Design Overlay Standards, and Safety Action Plan, if awarded.

16. List at least three professional references for the firm (include email and phone number).

17. Has your firm defaulted on a contract or failed to complete any work awarded, or been involved in work related litigation?

_____ YES. If yes, please explain:

_____ NO

18. Is the DCA Section 3 Certification Package Completed, Signed, Notarized and attached?

_____YES

_____NO

19. Are you claiming Section 3 preference?

_____YES

_____NO

Certifying that:

Mr./Mrs./Ms. being duly sworn deposes and states that he/she is the (title) of (name of firm) and that answers to the foregoing questions and all statements herein contained are true and correct.

This day of ________, 2026.

(NOTARY PUBLIC SIGNATURE & SEAL)