RFP for 2025 CDBG Grant for Town of Preble Final.pdf

Town of Preble Request for Proposals (RFP) CDBG Housing Rehabilitation Program – Program/Grant Administration Services

1. Introduction

The Town of Preble is soliciting proposals from qualified consultants or firms to provide program and grant administration services for its 2025 CDBG Housing Rehabilitation Program. The anticipated program completion deadline is January 10, 2028.

The program is funded by a $600,000 New York State Community Development Block Grant (NYS CDBG) and will rehabilitate approximately 14 owner-occupied homes for low- and moderate-income households. While the total NYS CDBG award is $600,000, the award has designated specific budget categories to support professional services. The Program Delivery activity totals $78,000, and the Grant Administration activity totals $30,000. Minority- and Women-Owned Business Enterprises (MWBEs) and Section 3 business concerns are strongly encouraged to submit proposals.

2. Scope of Services

The selected consultant will be responsible for providing CDBG-compliant housing rehabilitation program administration services, including but not limited to:

• Program setup, administration, and overall management

• Completion of required environmental reviews (Tier II / NEPA compliance)

• Program marketing, outreach, and application solicitation

• Application intake, eligibility determination, and prioritization using a Town-approved point system

• Development of work scopes and technical specifications for rehabilitation projects

• Facilitation of contractor bidding and homeowner procurement in accordance with NYS CDBG requirements

• Construction oversight, inspections, and coordination with contractors and homeowners

• Financial management, draw requests, disbursements, and reporting

• Compliance monitoring and maintenance of required program files

• Lead-based paint and asbestos testing coordination, abatement oversight, and clearance documentation

• BPI-certified energy audits (consultant shall provide per-project lump-sum pricing)

• Attendance at Town Board meetings and consultations as required

• Other services directly related to the scope above and approved in writing by the Town of Preble and NYS OCR

3. Proposal Submission Requirements

Each proposal must include the following:

• Firm Profile: Background, qualifications, and relevant experience

• Project Team: Identification of key personnel and their roles

• Approach and Work Plan: Proposed methodology, milestones, and timeline

• References: At least three references for similar housing rehabilitation or federally/state-funded community development programs

• Cost Proposal:

o Hourly rates by position o Estimated total program cost o Proposed fee schedule o Lump-sum pricing for soft costs (risk assessments, clearances, energy audits)

• MWBE and Section 3 Strategy: Description of planned outreach and participation efforts

4. Evaluation Criteria

Proposals will be evaluated by the Town of Preble or its designated evaluation committee using the following weighted criteria:

Criteria Weight

Qualifications, references, and staffing 30%

Relevant experience with housing rehabilitation or CDBG-type programs 20%

Project management approach and understanding of scope 20%

Cost and fee reasonableness 30%

The Town will select the proposal deemed most advantageous, considering both qualifications and cost.

5. Submission Instructions

• Submission Method: Electronic PDF. Note: maximum attachment size of 50MB per email. Please break larger submissions into multiple emails or provide a link to a cloud service for download.

• Email: prebletownclerk@centralny.twcbc.com

• Deadline: April 17, 2026, by 5:00 pm.

• Late Proposals: Will not be accepted

Proposals will be opened after the submission deadline and evaluated in accordance with the criteria above.

All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Offeror and will not be reimbursed by the Town of Preble.

6. Questions

All inquiries must be directed to:

Michelle Baker Deputy Town Supervisor 315-680-0666 michelle.baker.preble@gmail.com

7. Advertising and Compliance

This RFP will be advertised in the Town’s official newspaper of record and in and published in the New York State Contract Reporter. The Town will conduct affirmative outreach to MWBEs and document such efforts.

The selected firm must comply with all applicable federal and state CDBG requirements, including conflict-of-interest rules, debarment verification, and required contract provisions contained in the NYS CDBG Grant Administration Manual.

8.Reservation of Rights

The Town of Preble reserves the right to reject any or all proposals, waive minor informalities, and negotiate with the selected firm, subject to Town Board approval. A contract for the accepted proposal will be drafted based upon the criteria set forth in this RFP.

mailto:michelle.baker.preble@gmail.com

9. Description of Entity

The Town of Preble is a small rural New York township that serves the municipal area of Preble in Cortland County, New York.

The Town is governed by an elected Supervisor and Town Board, which is comprised of four members that meet monthly. Town Offices are located at 1968 Preble Rd, Preble, NY 13141.