REQUEST FOR QUALIFICATIONS _ Admin 4_20_26.pdf

REQUEST FOR QUALIFICATIONS

GRANT ADMINISTRATION SERVICES FOR INFRASTRUCTURE IMPROVEMENTS

CITY OF BAXLEY, GEORGIA

Issue Date: April 20, 2026

Response Deadline: May 20, 2026 at 3:00 PM EST

1. PURPOSE

The City of Baxley, Georgia (the "City") is requesting Statements of Qualifications from qualified firms to provide grant administration services for Federal and/or State grant programs. These services may support infrastructure improvement projects funded through programs such as Community Development Block Grant (CDBG), State Disaster Recovery grants, and other applicable funding sources.

The selected firm(s) will be qualified to provide comprehensive grant administration, from application preparation through project closeout. This RFQ establishes a pool of qualified firms available for future grant-funded projects involving water system improvements, sewer system improvements, stormwater drainage improvements, and related public works infrastructure.

The City reserves the right to issue task orders or enter into specific project agreements with selected firms as funding becomes available and projects are identified.

2. BACKGROUND

The City of Baxley seeks experienced grant administration firms to ensure successful implementation of grant-funded infrastructure projects. This RFQ identifies firms capable of managing Federal and State grant compliance requirements from inception through completion.

3. SCOPE OF SERVICES

Selected firms must be capable of providing the following services:

- Grant Application Preparation: Assistance with grant applications, needs assessments, and supporting documentation

- Grant Management: Budget development, drawdown requests, progress reporting, and compliance monitoring

- Procurement Support: Guidance on procurement processes, bid document preparation, and contract administration

- Financial Administration: Tracking expenditures, cost allocation, audits, and financial reporting

- Project Closeout: Final reporting, reimbursement claims, and record retention

- Compliance Services: Ensuring adherence to Federal (e.g., 2 CFR 200, 24 CFR 570) and State requirements, including environmental reviews and Davis-Bacon wage compliance

4. BIDDER REQUIREMENTS

Responding firms must meet the following qualifications:

- Experience: Proven track record administering Federal and/or State grants for local governments, particularly CDBG or similar programs

- Certifications: Compliance with all applicable Federal certifications:

- Non-debarment

- Conflict of interest

- Drug-free workplace

- Lobbying restrictions

- Section 3 requirements (where applicable)

- Capacity: Ability to manage multiple grants simultaneously for infrastructure projects

- Licensure: Licensed or certified as required for grant administration services in Georgia

5. SUBMISSION REQUIREMENTS

Statements of Qualifications must include:

- Company Information: Firm name, address, phone number, email, and primary contact person

- Notarized Affidavit: A signed notarized affidavit as required by O.C.G.A. § 13-10-91(b)(1)

- Qualifications Summary: Overview of firm qualifications and grant administration experience

- Project References: List of at least three (3) similar grants administered within the past five (5) years, including:

- Grant program and funding source

- Grant amount

- Client name and contact information

- Services provided

- Year completed

- Key Personnel: Identification of key personnel, including credentials and relevant experience

- Subcontractors: List of proposed subcontractors (if applicable) and their qualifications

- Basis of Pricing: Proposed fee structure or rate schedule (e.g., percentage of grant amount, hourly rates, fixed fee)

- Certifications: Documentation of all required Federal certifications and compliance statements

- Insurance: Evidence of current professional liability insurance and general liability insurance

6. EVALUATION CRITERIA

Statements of Qualifications will be evaluated based on:

- Relevant grant administration experience with Federal/State programs

- Success rate in securing and administering grants for local governments

- Quality of references and client satisfaction

- Capacity and availability

- Proposed fee structure and value

- Compliance with submission requirements

- Qualifications of key personnel

Price must be considered as a selection factor

7. SELECTION PROCESS

A Selection Review Committee will evaluate submissions and recommend qualified firms to the Baxley City Council for approval. Selected firms will receive notification and may be assigned task orders for specific grants.

8. RESPONSE DEADLINE AND SUBMISSION INSTRUCTIONS

Deadline: May 20, 2026 at 3:00 PM EST

Responses received after this time will not be considered.

Submission Methods:

1. Email: To City Manager Keri Orvin at manager@baxley.org Subject: "RFQ - Grant Administration Services"

2. In-Person: Sealed to City Hall, 282 East Parker Street, Baxley, GA 31513 Mark: "RFQ - Grant Administration Services - DO NOT OPEN"

9. GENERAL CONDITIONS

- Right to Reject: The City may accept or reject any/all submissions and waive informalities.

- Questions: Submit in writing to manager@baxley.org by May 8, 2026 at 5:00 PM EST.

- Confidentiality: Submissions become public record unless protected by law.

- Insurance/Bonding: Required for selected firms per project needs.

- All contracts are subject to Federal and State contract provisions prescribed by the Georgia Department of Community Affairs. The City of Baxley’ also abides by the following laws as they pertain to HUD Assisted Projects: Title VI of the Civil Rights Act of 1964;

Section 109 of the Housing and Community Development 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.

- Firms interested in submitting a proposal should be aware that the project may be subject to the Build America, Buy America Act (BABA). BABA requires products purchased in connection with infrastructure projects funded by Federal financial assistance programs to be produced in the United States, known as the “Buy America Preference (BAP)”.

Specifically, this is a statutory requirement that Federal funding for infrastructure projects use “covered materials” that are “American-made” which applies to the following products:

Iron and steel; Manufactured products; and Construction materials.

- This project is covered under the requirements of Section 3 of the HUD Act of 1968, as amended and Section 3 Business Concerns are encouraged to apply.

10. PROCUREMENT COMPLIANCE

This RFQ complies with:

- Georgia Department of Community Affairs (DCA) guidelines for grant procurement[1]

- O.C.G.A. § 13-10-91(b)(1) (notarized affidavits)

- Federal standards (2 CFR 200, 24 CFR 85.36)

- Local Government Public Works Construction Law (O.C.G.A. § 36-91 et seq.)

11. CONTACT INFORMATION

Keri Orvin City Manager City of Baxley 282 East Parker Street Baxley, GA 31513 Email: manager@baxley.org