MCH-CDBG-CV-2026-RFP-01_ADDENDUM-NO-1_PDF2 (2).pdf

Addendum No. 1 RFP 1 – Grant Administration Services

ADDENDUM NO. 1

PRICING CLARIFICATION, RE-ADVERTISEMENT, PROCUREMENT SCHEDULE REVISION,

AND PROPOSAL SUBMISSION INSTRUCTIONS

Request for Proposals No. 1 Comprehensive CDBG-CV Program Management, Grant Administration, Financial Management, Procurement, Labor Standards, and Compliance Services

Issued by:

Methodist Children’s Homes of Mississippi, Inc. (“MCH”)

Original Newspaper Advertisement: August 14, 2026 First Re-advertisement: August 28, 2026 Second Consecutive Re-advertisement: September 4, 2026 Addendum Issue Date: August 19, 2026 Revised Proposal Deadline: September 28, 2026, at 2:00 p.m. Central Time

IMPORTANT: This Addendum is incorporated into and made part of the RFP. It supersedes any conflicting language, dates, deadlines, pricing requirements, or submission instructions in the original solicitation.

1. PURPOSE AND EFFECT

This Addendum:

a. Clarifies the permissible pricing structures for proposals;

b. Corrects and extends the procurement schedule and proposal deadline;

c. Establishes the required method for submitting proposals electronically; and

d. Provides notice of the August 28 and September 4, 2026, re-advertisement dates.

The original September 11, 2026, proposal deadline is superseded.

Except as expressly amended by this Addendum, all other provisions of the RFP remain unchanged and in full force and effect. If this Addendum conflicts with the original RFP, this Addendum controls.

2. PRICING CLARIFICATION

Sections 4, 5, and 7 of the RFP are amended as follows:

A. Permissible Pricing Structures

RFP 1 – Grant Administration Services

A proposer may submit:

1. A total fixed fee;

2. A fixed monthly fee subject to a total not-to-exceed amount;

3. An hourly or cost-reimbursement structure; or

4. Another clearly defined pricing structure compliant with applicable federal, State of Mississippi, Mississippi Development Authority, CDBG-CV, and MCH requirements.

A fixed monthly fee must operate as a payment schedule within an established total contract amount for each project. An open-ended retainer is not acceptable.

Cost-plus-a-percentage-of-cost and percentage-of-construction-cost methods are prohibited. Compensation may not be calculated as a percentage of grant, project, construction, or actual incurred costs.

B. Required Fee Proposal Information

Each fee proposal must provide sufficient information for MCH to evaluate price reasonableness and must include:

1. A total fixed or not-to-exceed price for each grant or project;

2. If a monthly fee is proposed, the monthly amount, anticipated number of months, and resulting total not-to-exceed price for each grant or project;

3. An allocation of the proposed price by grant or project and, where practicable, by major task, phase, milestone, or deliverable;

4. A description of all included services and deliverables;

5. All assumptions and exclusions;

6. All anticipated reimbursable expenses;

7. Any circumstances that could result in additional costs; and

8. Confirmation that no additional work or increase in compensation will occur without prior written authorization from MCH and any required contract amendment.

A proposer offering fixed-fee pricing is not required to convert the proposed fee into billable hours unless hourly information is needed to support a particular cost component.

RFP 1 – Grant Administration Services

MCH may request clarification or additional pricing support as permitted by the RFP.

C. Contract Type — Replacement for Section 5 Language

MCH anticipates awarding a negotiated professional services contract using the pricing structure determined to be most advantageous and compliant.

Each grant or project will have a separately identifiable fixed or not-to-exceed amount.

MCH reserves the right to negotiate the final scope, staffing, schedule, compensation, deliverables, invoicing requirements, and other contract terms with the highest-ranked proposer before contract execution.

D. Invoicing and Supporting Documentation

A contractor operating under an approved fixed-price arrangement will not necessarily be required to submit billable-hour records with each invoice.

Each invoice must nevertheless identify:

1. The applicable grant or project;

2. The applicable billing period;

3. The amount requested;

4. The tasks performed;

5. The deliverables or milestones completed or advanced;

6. Current project status;

7. The cumulative amount invoiced; and

8. The remaining contract balance.

MCH may require progress reports or other supporting records demonstrating that each charge relates to eligible grant administration services.

Payment of a monthly fee is not automatic based solely on the passage of time. Payment remains subject to satisfactory performance, acceptance of services or deliverables, adequate supporting documentation, availability of funds, and compliance with the approved contract and applicable grant requirements.

3. RESPONSE TO PRICING QUESTION

Question:

RFP 1 – Grant Administration Services

May a firm propose a fixed monthly fee if it does not bill or track professional services by hours?

Response:

Yes. A fixed monthly fee is acceptable when it is accompanied by a total fixed or not-to-exceed price for each grant or project and sufficient task, deliverable, assumption, exclusion, and pricing information for MCH to evaluate the reasonableness of the proposed price.

The arrangement may not constitute an open-ended retainer or use a percentage of grant, project, construction, or actual incurred costs as the basis for compensation.

4. RE-ADVERTISEMENT AND PROCUREMENT SCHEDULE REVISION

The original RFP was published in the Northside Sun on August 14, 2026. A second publication originally anticipated for August 21, 2026, could not be completed.

To provide consecutive weekly re-advertisements and sufficient response time, the solicitation will be re-advertised on August 28 and September 4, 2026.

The proposal deadline appearing on the cover page and the dates contained in Section 9, Anticipated Procurement Schedule, are revised as follows:

Milestone: Finalize RFP Scope Revised Date: August 10–12, 2026

Milestone: Compile Bidder List Revised Date: August 11–12, 2026

Milestone: Final Internal Review Revised Date: August 12, 2026

Milestone: Original Newspaper Advertisement Revised Date: August 14, 2026

Milestone: Initial Direct Solicitation Emails Sent Revised Date: August 14, 2026

Milestone: Question Period Opens Revised Date: August 14, 2026

Milestone: Addendum No. 1 Issued Revised Date: August 19, 2026

RFP 1 – Grant Administration Services

Milestone: First Re-advertisement Revised Date: August 28, 2026

Milestone: Revised Direct Solicitations and Addendum Distributed Revised Date: August 19, 2026

Milestone: Second Consecutive Re-advertisement Revised Date: September 4, 2026

Milestone: Revised Question Deadline Revised Date: September 11, 2026, at 5:00 p.m. Central Time

Milestone: Final Responses to Questions and Additional Addenda Issued Revised Date: September 16, 2026

Milestone: Revised Proposal Submission Deadline Revised Date: September 28, 2026, at 2:00 p.m. Central Time

Milestone: Administrative Review Revised Date: September 28–29, 2026

Milestone: Evaluation Committee Review Revised Date: September 30–October 2, 2026

Milestone: Reference Checks Revised Date: October 5–6, 2026

Milestone: Interviews, if needed Revised Date: October 7–8, 2026

Milestone: Evaluation Recommendation Revised Date: October 9, 2026

Milestone: Notice of Intent to Award Revised Date: October 12, 2026

Milestone: Contract Negotiations and Finalization Revised Date: October 12–16, 2026

Milestone: Anticipated Contract Execution Revised Date: October 16, 2026

Milestone: Anticipated Notice to Proceed Revised Date: October 19, 2026

RFP 1 – Grant Administration Services

These revised dates supersede all conflicting dates in the original RFP.

5. PROPOSAL SUBMISSION METHOD

Proposals must be submitted electronically by email in PDF format to:

bmccoy@mchms.org

The email subject line must state:

“Proposal – RFP No. 1 – CDBG-CV Grant Administration Services”

The complete proposal and all required attachments must be received in the designated email account no later than September 28, 2026, at 2:00 p.m. Central Time.

Printed or hard-copy proposals are not required.

MCH will confirm receipt of each proposal by email. Proposers are responsible for ensuring that their complete proposal and all required attachments are successfully transmitted and received before the deadline.

A proposal will not be considered received merely because the proposer attempted to send it.

If a proposer does not receive confirmation of receipt, the proposer should contact Brittany McCoy at 601-473-8216 before the submission deadline.

The date and time recorded by MCH’s email system will serve as the official date and time of receipt. Proposals received after the deadline will not be considered.

Proposals must remain valid for 90 calendar days following the revised proposal submission deadline.

6. QUESTIONS REGARDING THE RFP

Questions regarding the RFP or this Addendum must be submitted in writing to:

Brittany McCoy Email: bmccoy@mchms.org Telephone: 601-473-8216

Questions must be received no later than September 11, 2026, at 5:00 p.m. Central Time.

MCH anticipates issuing final written responses to questions and any additional addenda by September 16, 2026.

mailto:bmccoy@mchms.org mailto:bmccoy@mchms.org

RFP 1 – Grant Administration Services

Responses that clarify or modify the RFP will be provided in writing and distributed equally to known prospective proposers.

No oral interpretation or explanation provided by MCH will modify the RFP. Only a written addendum issued by MCH may modify the solicitation.

7. DISTRIBUTION OF ADDENDUM

This Addendum will be:

1. Provided to all firms and individuals that received the original RFP;

2. Provided to all firms and individuals that requested solicitation materials;

3. Provided to all known prospective proposers;

4. Included with direct solicitation and MBE/WBE outreach;

5. Posted with the RFP on MCH’s public procurement webpage or other designated public location;

6. Included with the applicable Mississippi Agency Bid Bank submission, if permitted;

and

7. Made available to any interested party upon request.

A signed acknowledgment of this Addendum is not required. Submission of a proposal constitutes the proposer’s agreement to comply with the RFP as amended.

8. NO OTHER CHANGES

Except as expressly modified by this Addendum, all other requirements, evaluation criteria, terms, conditions, and provisions of the original RFP remain unchanged.

9. ISSUED BY

Brittany McCoy Grants Manager Methodist Children’s Homes of Mississippi, Inc.

805 N. Flag Chapel Road Jackson, MS 39209 bmccoy@mchms.org 601-473-8216