Request for Proposal for

Grant Administration Services of Contract for the

Town of Horseheads

Newtown Creek Electrical Upgrades Project

Issuing Date: August 19, 2026

Response Deadline: September 18, 2026

Contact: Greg Larnard, Code Director

Email: codedirector@townofhorseheads.gov

Address: 150 Wygant Road, Horseheads, NY 14845

Phone: 607-739-7605 mailto:codedirector@townofhorseheads.gov

Request for Proposal for

Grant Administration Services of Contract for the

Newtown Creek Electrical Upgrades Project

General Information

The Town of Horseheads is seeking qualified professional consulting firms to provide grant administration services of contract for the Newtown Creek Electrical Upgrades Project.

The Town hereby invites qualified consultants to submit Statements of Qualifications to provide these services. The selected consultant will be responsible for grant administration.

Minority and Women-Owned Business Enterprises (MWBE) and Section 3 firms are strongly encouraged to submit qualifications.

Interested firms shall email qualification packages to the Town Code Official at codedirector@townofhorseheads.gov no later than September 18, 2026 Eastern Daylight

Savings Time.

The Town Board reserves the right to reject all submissions that do not meet the intent of these

RFP requirements and to waive defects in form or minor irregularities where the best interest of the Town would be served.

Qualifications Package Presentation Costs: The Respondents must bear all costs associated with submittal preparation, including labor, copying, postage, and delivery costs. The Town is not responsible for any costs or expenses incurred by persons responding to this RFP.

Cancellation of Solicitation: The Town retains the right to cancel this Solicitation at any time prior to the execution and approval of a Contract. If this Solicitation is cancelled, all Submittals received in response to this RFP will be rejected. All package preparation costs remain the responsibility of the Proposer.

Return of Information Package: The Town shall be under no obligation to return any materials submitted by a Respondent in response to this RFP.

The selected consulting firm will be responsible for the following:

• Overall grant administration and project management.

• Establish and maintain grant records in accordance with HUD and NYS CDBG requirements.

• Prepare and submit Requests for Payment, Monthly Progress Reports, grant amendments, and all other required reports.

• Ensure compliance with all applicable federal and state requirements, including procurement, environmental review, labor standards (if applicable), Equal Opportunity, Fair Housing, Section 3, Section 504, and other CDBG requirements.

• Assist with environmental review documentation, costs associated with the Environmental Review Record for the overall program, including the release of funds.

• Monitoring program activities for progress and compliance with the program requirements.

• Coordinate OCR monitoring visits, in person or remotely, and respond to requests for information.

• Attend project meetings, public hearings, and site visits as requested.

• Prepare and submit all documentation required for grant closeout.

• Provide technical assistance to the municipality throughout the project to ensure compliance and successful completion.

Utilizing a qualifications-based process, the Town will select one consulting firm to perform grant administration services. Qualification packets will be received from all firms which wish to be considered for these and future projects.

Project Description

The Town of Horseheads was awarded $620,000 from a 2025 Community Development Block

Grant (CDBG) Infrastructure in Support of Housing grant on behalf of the Newtown Creek

Mobile Home Community to complete electrical upgrades within the park.

The project will consist of electrical infrastructure upgrades throughout the mobile home community, including, but not limited to, replacement of electrical distribution lines, service connections, meters, and pedestals.

The purpose of this project is to improve system reliability, address aging infrastructure, and support safe and sustainable housing conditions for residents of the community.

Projected Schedule:

• Request for Proposal Distributed/Legal Notice to Print – August 19, 2026

• Proposals Due – September 18, 2026

• Qualifications reviewed, if requested, selected firms will be interviewed. Consultant selected. – October 19, 2026

• Project Bidding – November 2026

• Electrical Work to Begin – January 2027

• Project Closeout and Certification of Completion – January 10, 2028

Questions about this RFP shall be directed to:

Greg Larnard, Code Official

150 Wygant Road, Horseheads, NY 14845

Phone: 607-739-7605

Email: codedirector@townofhorseheads.gov

Submission Requirements

Each submission shall be inclusive for the following information:

• Firm Overview: Provide a brief background of the firm, including size, office location(s), areas of practice, and years in business, etc.

• Relevant Experience & Qualifications: Provide descriptions of similar projects completed by the firm, particularly those involving infrastructure improvements in support of housing, mobile home parks or manufactured housing communities, and projects funded through CDBG or similar programs. Include project scope, funding source, and the firm’s role.

• Project Team: Provide an overview of all key staff that will assist your firm in this project;

• References: Provide a minimum of three (3) references from similar projects.

• Project Approach: Describe the tasks that must be accomplished to complete the project.

Provide a narrative description of how the firm proposes to execute the tasks. Your firm should rely on its expertise and experience with similar projects to demonstrate how it will effectively complete this project. Describe your plan for complying with all applicable M/WBE and Section 3 requirements.

• Project Schedule: Provide a schedule of general project activities indicating the duration of each activity and the total project, including a schedule of personnel to be assigned to project. The schedule should reflect realistic activity durations.

• Disclosure: Disclose all claims of substandard work, unethical or illegal practices, and/or debarment or suspension from State- or Federally-funded projects, and provide documentation as to the resolution of these matters. Your firm must not be suspended or debarred from participation in State- or Federally-funded projects.

• Cost Proposal (Separate Submission Requirement): A cost proposal shall be submitted in a separately sealed envelope clearly labeled:

“Cost Proposal – Newtown Creek Electrical Upgrades Project.”

The sealed cost proposal shall be included within the overall submission package but must remain separate from the Proposal. The Proposal shall contain no cost information.

Cost proposals will not be opened or considered until after the evaluation and ranking of qualifications is complete and the most qualified firm (or short list or firms) has been identified.

Any submission that includes cost information within the Proposal may be deemed non-responsive.

Consultant Selection Criteria

1. This Request for Proposals will be publicly advertised, and responses will be solicited in accordance with applicable CDBG procurement requirements.

2. All submissions will be evaluated and ranked by the Town based on the following criteria:

• Relevant Project Experience (30%)

Demonstrated experience with similar projects, including infrastructure improvements in support of housing, mobile home park or manufactured housing community projects, and CDBG-funded projects or similar programs.

• Technical Capability and Staffing (30%)

Qualifications, experience, and availability of key personnel, as well as the overall capacity of the firm to successfully complete the work.

• CDBG Grant Administration Experience (20%)

Demonstrated knowledge and experience with CDBG requirements, including environmental review, reporting, labor standards, and compliance.

• Project Approach and Understanding (10%)

Demonstrated understanding of the project, including familiarity with the challenges associated with mobile home community infrastructure and the proposed approach to completing the work.

• Past Performance / References (10%)

Quality of performance on similar projects based on client references.

Following the initial review of submissions, the Town will evaluate and rank all Proposals based solely on the criteria outlined above. Cost proposals will remain sealed and will not be opened or considered during this phase of the evaluation process.

The Town may develop a short list of the most qualified firms for further consideration and interviews, if deemed necessary.

Upon completion of the qualifications-based ranking, the Town will open the sealed cost proposal of the top-ranked firm and enter into negotiations to establish a detailed scope of work and fair and reasonable fee in accordance with applicable CDBG procurement requirements.

If the Town is unable to successfully negotiate a contract with the top-ranked firm, negotiations will be formally terminated, and the Town will proceed to the next most qualified firm. The cost proposal for that firm will then be opened, and negotiations will begin.

Upon successful negotiation of a fair and reasonable fee, a contract award recommendation will be made to the Town of Horseheads Board for its consideration.

The selected consultant will be required to comply with all applicable Community Development

Block Grant (CDBG) requirements, including but not limited to environmental review, labor standards (Davis-Bacon, if applicable), reporting, and all other federal and state requirements associated with the program.

Engineering Firm Insurance Requirements

The firm must meet the following insurance requirements.

1. Proof of Workers Compensation insurance coverage.

2. General Liability $1,000,000 per occurrence/ $2,000,000 aggregate. The Town must be listed as additional insured and endorsement required.

3. Auto Liability Insurance $1,000,000 per occurrence combined single limits applicable to claims due to bodily injury and/or property damage. The Town must be listed as additional insured and endorsement required.

4. Professional Liability not less than $2,000,000 per loss.

Equal Opportunity / Affirmative Action Employer

All qualified engineers will receive consideration without regard to race, color, religion, creed, sex, age, or national origin. The Town of Horseheads encourages M/WBE and Section 3 firms to submit.