RFP Administrative and Related Grant Services.pdf

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Newnan Urban Redevelopment Agency Requests for Proposals

Administrative and Related Grant Services

Chalk Level Area Housing Rehabilitation –

Department of Housing and Urban Development

Economic Development Initiative

Issue Date: November 4, 2025

Issued By: City of Newnan Urban Redevelopment Agency

25 LaGrange Street

Newnan, GA 30263

Inquiries: Andrew Moody

Special Projects Manager

(678) 673-5414 amoody@newnanga.gov

Proposals Due: Monday, December 3, 2025 by 2:00 p.m., EST

Last Day to Register: Tuesday, November 18th, 2025, by 2:00 pm, EST

Bid Opening: Monday, December 3, 2025 at 2:00 p.m., EST

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INTRODUCTION

The City of Newnan, Georgia is located 35 miles southwest of downtown Atlanta, on Interstate 85

South, and is the county seat of Coweta County, Georgia. Statements of qualifications and proposals are being requested from consultants with a strong record in successfully assisting local governments with grant writing for and implementation of grant funding issued by the Department of Housing and Urban Development (HUD). The Newnan Urban Redevelopment Agency (NURA) is a board consisting of nine members appointed by the Newnan City Council. The NURA is charged with accelerating redevelopment in identified target areas in Newnan, primarily through housing related programs. The NURA is seeking to contract with a reputable consulting firm for the homeowner occupied housing rehabilitation program imbedded in the full program. The purpose of the project is to provide for the rehabilitation of existing homes within the City’s identified target area, the program has been designed to closely mimic the Community HOME

Investment Program through the Georgia Department of Community Affairs.

SCOPE OF WORK

Responding firms will be providing assistance to the NURA with the rehabilitation program.

Respondents should be qualified to provide grant administration and related services including, but not limited to: Preparation of the Environmental Review Record; Preparation of draw/disbursement requests; Assistance with financial administration of grant funds and record keeping; Assistance with holding public hearings; Assistance with any required acquisition following the Uniform Relocation Assistance and Real Property Acquisition Act (URA); Assisting the engineer/architect with preparation of bid documents, advertising and conducting the bid opening; Assisting the NURA and Staff with Davis-Bacon and related labor requirements including weekly payroll review and employee interviews; Assisting the NURA with meeting

Affirmatively Furthering Fair Housing (AFFH) requirements; and Preparation of close-out documents. The NURA and the City of Newnan aim to serve an approximate number of twenty-five (25) applicants.

ABOUT THIS DOCUMENT

This document is a Request for Proposal, but the lowest price proposed does not guarantee an award recommendation. Competitive sealed proposals will be evaluated based on criteria formulated around the most important features of the service. The proposal evaluation criteria should be viewed as standards which measure how well a firm’s approach meets the desired requirements and needs of the City. The NURA will thoroughly review all the proposals received. The NURA reserves the right to select and subsequently reward the proposal which best meets its required needs, quality levels, and budget constraints.

GENERAL INFORMATION AND SCHEDULE

It is the responsibility of the bidder to carefully read and follow the instructions as specified in this

RFP. This RFP has been issued on Tuesday November 4th, 2025. All Firms interested in submitting a proposal MUST REGISTER the Firm’s name and appropriate contact information on or before

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Tuesday, November 18th, 2025. Registration must be submitted to Andrew Moody, Special

Projects Manager for the City of Newnan, at amoody@newnanga.gov.

BID SCHEDULE OF EVENTS

Title of RFP: Acquisition and

Installation of Electric Vehicle

Charging Stations

Dates

Date of Issue: Tuesday, November 4th, 2025

Last day to register: Tuesday, November 18th, 2025

Last day to submit questions: Wednesday, November 19th, 2025, 5:00pm EST

Date of final answers: Wednesday, November 26th, 2025, 5:00pm EST

Proposal due date: Monday, December 3rd, 2025, 2:00pm EST

Copies of proposal required: 1 original, 1 copy, 1 digital copy

Proposal submission location: Newnan City Hall, Planning and Zoning

Proposal opening location: Newnan City Hall, 2nd Floor Conference Room

Bid opening date Monday, December 3, 2025, 2:00pm EST

Funding source: Department of Housing and Urban Development

Firm selection schedule: Target date, December 10, 2025

Desired completion schedule: September 2031

Written responses to all written inquiries received by 5:00 PM ET, November 19th, 2025, will be e-mailed to all firms on record with City of Newnan as having been issued the RFP on or before

November 26th, 2025. No City staff or other officials associated with the Project should be contacted regarding this RFP other than the City staff named below. Doing so may result in disqualification.

Andrew Moody, Special Projects Manager

City of Newnan

25 Lagrange Street

Newnan, Georgia 30263 mailto:amoody@newnanga.gov

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INSTRUCTIONS FOR SUBMITTING

Interested parties must submit one (1) original, one (1) copies, and one (1) digital copy of their proposal and all relevant documentation no later than 2:00 p.m. Monday December 3rd, 2025.

Proposals submitted after the 2:00 p.m. deadline will not be accepted; no exceptions.

Submissions shall be placed in a sealed envelope marked “CHALK LEVEL AREA HOUSING

REHABILITATION GRANT ADMINISTRATIVE SERVICES,” and delivered to:

Andrew Moody, Special Projects Manager

25 Lagrange Street

Newnan, Georgia 30263

Proposals may be submitted by mail, common carrier, or delivered in person. Digital copies must be on a thumb drive (USB Drive), digital copies submitted by email are not acceptable. The NURA shall not be responsible for proposals which are not properly addressed or directed to any other department.

Proposers are cautioned that any documentation submitted with or in support of a proposal will become subject to public inspection under the Georgia Open Records Act. Labeling such information “Confidential” or “Proprietary” or in a similar manner will not protect this material from public inspection upon request. All proposals become the property of the City and shall not be returned to proposers.

Copies of the Request for Proposal may be picked up at 25 LaGrange Street or requested by email.

They are also available on the City’s website at https://www.newnanga.gov/

COST OF PROPOSAL

This Request for Proposal is not to be construed as a contract or as a commitment of any kind; nor does it commit the NURA nor City of Newnan to pay for any cost incurred in the submission of a response or for any cost incurred prior to the execution of a formal contract.

EVALUATION OF PROPOSALS

Awarding shall be based upon, but not limited to, the factors listed below, not necessarily in the order of their importance:

• Consultant’s knowledge of guidelines and regulations and years of experience.

• Capacity to complete scope of work

• Consultant’s past performance and references

• Consultant’s experience in administration of this type of project

• Consultant’s current workload

• Consultant’s fee per home

• Unique Entity Identifier https://www.newnanga.gov/

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If a proposal is accepted, a successful respondent will be required to enter into a contractual agreement with the NURA. All contracts will be reviewed and approved by the City Attorney prior to execution.

EVALUATION CRITERA ASSESSMENT

City Staff will review and evaluate all proposals. During the evaluation process, the City Staff may request additional information to further assist in assessing a proposal. Upon completion of the interview process, City Staff will make a recommendation to the NURA. Final notification of the selected firm will be given by e-mail or telephone.

RESERVED RIGHTS

The NURA reserves the right to accept or reject any and/or all proposals, to waive irregularities and technicalities, and to request resubmission. Any sole response received by the first submission date may or may not be rejected by the NURA, depending on available competition and timely needs of the NURA. The NURA reserves the right to award the project to the respondent that is most advantageous and in the best interests of the NURA. The NURA shall be the sole judge of the proposal, and the resulting negotiated agreement that is in its best interest and its decision shall be final. Additionally, the NURA reserves the right to make such an investigation or to request clarifications, as it deems necessary, to determine the ability of any respondent to complete the project.

All contracts are subject to Federal and State laws.. 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.

The NURA 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.

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

The City of Newnan and the NURA are subject to the requirements of the Georgia Security and

Immigration Compliance Act. Accordingly, the requirements of O.C.G.A §13-10-91 and Georgia

Department of Labor Rule 300-10-01-02 will apply to this project. Compliance with these requirements shall be attested by the execution of the Contractor Affidavit attached hereto. In the event the contractor employs or contracts with any subcontractor(s) in connection with the project, the contractor shall secure from such subcontractor(s) attestation of the subcontractor’s execution

6 | P a g e of the Subcontractor Affidavit attached hereto, which shall also become a part of the awarded contract and also a part of the contractor/subcontractor agreement. Failure to comply with this act/rule will result in the rejection of the RFP and/or termination of any awarded contract where it is subsequently determined that there has been a violation of any provision of the Act or its implementing rules and regulations.

REGISTRATION FOR UNIQUE ENTITY IDENTIFIER

Any party interested in doing business with the Federal Government must register for a Unique

Entity Identifier (UEI) through the System For Award Management (SAM.gov), and must not be on the list of debarred contractors.

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Newnan, Georgia 30263 Phone: 770-254-2351

Fax: 770-254-2353 www.newnanga.gov

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of ________________________________________________________________ has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20____ in _________________.

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF

____________________________, 20_____.

NOTARY PUBLIC

My Commission Expires: ___________________________________________.

http://www.newnanga.gov/

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Newnan, Georgia 30263 Phone: 770-254-2351

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-

91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with ________________________________________________ (Contractor) on behalf of _____________________________________________ (Public Employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-contractor to forward, within five business days of receipt, a copy of such notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Subcontractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20____ in __________________.

Signature of Authorized Officer or Agent Printed Name & Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF

20_____.

NOTARY PUBLIC

My Commission Expires: ___________________________________________.

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Newnan, Georgia 30263 Phone: 770-254-2351

Sub-subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(4)

By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with _____________________________________________________________________ (Subcontractor or

Sub-subcontractor with whom subcontractor has privity of contract) and __________________________________________________________________(Contractor) on behalf of __________________________________________________________ (Public Employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to _____________________________________ (Subcontractor or Sub-subcontractor with whom subcontractor has privity of contract). Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to ___________________________________________ (Subcontractor or Sub-subcontractor with whom the subcontractor has privity of contract). Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Sub-subcontractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20____ in __________________________.

Signature of Authorized Officer or Agent Printed Name & Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ____________________________, 20_____.

NOTARY PUBLIC

My Commission Expires: ______________________________________________.

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Newnan, Georgia 30263

Phone: 770-254-2351 Fax: 770-254-2353

Conflict of Interest Statement

As a duly authorized representative of the firm ________________________________________

I, ___________________________________ with the title ________________________ certify that to the best of my knowledge no circumstances exist that will cause a conflict of interest in performing services for The City of Newnan, GA Government, that no employee of The City of Newnan, GA, nor any public agency official or employee affected by this Request for Proposals has any pecuniary interest in the business of this firm, associates or consultants of this firm, or the firm's parent firm, subsidiary, or other legal entity of which this firm is a part, and that no person associated with or employed by this firm has any interest that would conflict in any way, manner or degree with the performance of services for The City of Newnan, GA Government.

Date: _____________________________________________________________

Company Name: ____________________________________________________

Authorized Representative Name: _______________________________________

Title: ______________________________________________________________

Signature: __________________________________________________________

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Newnan, Georgia 30263 Phone: 770-254-2351

Fax: 770-254-2353

Officer’s Oath

As a duly authorized representative of the firm involved in the bidding for or procuring the contract

_________________________________________________ I, ___________________________ with the title _______________________ certify that I did not prevent or attempt to prevent competition in such proposals by any means whatsoever. Nor did I prevent or endeavor to prevent anyone from making a proposal therefore by any means whatsoever, or induce another to withdraw a proposal for the work.

Date: _____________________________________________________________

Company Name: ____________________________________________________

Authorized Representative Name: _______________________________________

Title: ______________________________________________________________

Signature: __________________________________________________________

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BID COVER SHEET

Professional Firm for

Chalk Level Area Housing Rehabilitation – Grant Administration

Services

We/I have thoroughly examined the specifications and agree to furnish the NURA with

The grant administration services for the Chalk Level Area Housing Rehabilitation Program according to the specifications.

Bid Price for services complete as shown and specified:

______________________________________________________ (Per House)

Price good through: ______________________________________

ADDENDA: The bidder acknowledges the receipt of Addendas No. ________through _______ inclusively.

Date: ____________________________

Company: _______________________________________________________________

Address: _______________________________________________________________

Phone: ______________________________ Fax: _____________________________

Printed name of person completing proposal: ___________________________________

Signature: ______________________________________________

Title: __________________________________________________

Note: *Please attach BASE BID BREAKDOWNS.

IMPORTANT!

This bid cover sheet is to be your proposal cover sheet for the convenience of the bid openers only. *Attach the required documents listed above.

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Grant Administration

Statement of Qualifications

NAME OF FIRM:

ADDRESS:

1. Years in Business in Present Form:

2. Firms History and Resource Capability to Perform Required Services:

3. Titles, names, and addresses of all officers.

4. List up to five (5) projects which demonstrate skills to be used on HUD/HOME projects.

1.

2.

3.

4.

5.

5. If you were awarded the administration on these types of projects, what would your fee for grant writing/grant administration services be (fees can be expressed in percentages, but all agreements will be lump sum amounts)?

6. Describe the organizational capacity to complete all necessary grant administration activities, including experience of all employees who will be or may be assigned to this project.

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7. List references with contact information.

1.

2.

3.

4.

5.

6.

8. Are you a Section 3 Business Concern? Yes ______ No _______

If you are claiming to be a Section 3 Business Concern, then a Section 3 Business Concern

Certification, Previous Certification and Action Plan must be filled out, signed, notarized, and submitted with your proposal (See Attached). If you answered no, then you will not have to fill out and submit with your proposal.

Is the signed and notarized Section 3 Business Concern Certification, Previous

Certification and Action Plan attached to your proposal?

Yes ______ No _______

9. 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.

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Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

This certification is required by the HUD regulations implementing Executive Order 12549, Debarment and Suspension, 34 CFR Part 85, for all lower tier transactions meeting the threshold and tier requirements stated at Section 85.110.

Instructions for Certification

1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and

"voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and

Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6.. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled Certification Regarding Debarment, Suspension, Ineligibility, and

Voluntary Exclusion, modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may but is not required to check the Non-procurement List.

8. Nothing contained in the foregoing shall be construed to require the establishment of a system of records in order to render in good faith the certification required by this clause. The

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9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

Signature: ______________________________

Date: ________________

Typed Name: ___________________________

Typed Title: ____________________________

Corporate Seal (where appropriate)

Date: __________________________________

State of: ________________________________

County of: ______________________________