RFP for Administrative and Related Grant Serv.pdf

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City of Newnan, Georgia Requests for Proposals

Administrative and Related Grant Services

Community Home Investment Program (CHIP) Grant

Issue Date: August 5, 2024

Issued By: City of Newnan 25 LaGrange Street Newnan, GA 30263

Inquiries: Andrew Moody Special Projects Manager

(678) 673-5414 amoody@newnanga.gov

Proposals Due: Wednesday, September 4, 2024 by 2:00 p.m., EST

Bid Opening: Wednesday, September 4, 2024 at 2:00 p.m., EST

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The City of Newnan, Georgia

Request for Proposals Administrative and Related Grant Services

Community Home Investment Program (CHIP) Grant

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 the Community Home Investment Program (CHIP) grant program. City plans are to contract with a reputable consulting firm for grant writing, and, if funded, for administration services, for a FY2025 CHIP grant. The purpose of the project is to provide for the rehabilitation of existing homes within the City’s identified target area.

SCOPE OF WORK

Responding firms should be qualified to provide grant administration and related services including, but not limited to: Preparation of the grant application; 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 city/county with Davis-Bacon and related labor requirements including weekly payroll review and employee interviews; Assisting the city/county with meeting Affirmatively Furthering Fair Housing (AFFH) requirements; and Preparation of close-out documents.

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 City will thoroughly review all proposals received. The City reserves the right to select and subsequently reward the proposal which best meets its required needs, quality levels, and budget constraints.

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RESPONSE REQUIREMENTS

1. Each proposal should include at a minimum the following information:

History of firm and resources HOME/CHIP/CDBG experience and experience with other DCA grant programs Capacity to complete scope of work Current workload Scope and level of service proposed Experience with similar projects and list of references Fees associated with grant writing, and grant administration, if the project is funded Statement of Qualifications Form Applicable Section 3 Certification forms, if claiming Section 3 Status (See Attached)

2. If partnering with other organizations, documentation affirming that partnership shall be included as part of the RFP.

INSTRUCTIONS, TERMS, AND CONDITIONS

A. Instructions for Submitting RFPs

Interested parties must submit one (1) original and five (5) copies of their proposal and all relevant documentation no later than 10:00 a.m. Tuesday, September 17, 2024. Proposals submitted after the 10:00 a.m. deadline will not be accepted; no exceptions. Submissions shall be placed in a sealed envelope marked “CHIP GRANT ADMINISTRATIVE SERVICES,” and delivered to:

Cleatus Phillips, City Manager City of Newnan 25 Lagrange Street Newnan, Georgia 30263

Proposals may be submitted by mail, common carrier, or delivered in person. Electronic (fax or e-mail) proposals are not acceptable. The City 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.

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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/

B. 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 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.

C. 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 CHIP 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

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

D. EVALUATION CRITERA ASSESSMENT

A committee will review and evaluate all proposals. A “short list” of qualified firms will be established and interviews will be conducted to allow proposers to elaborate on their qualifications, experience, and project approach. During the evaluation process, the City may request additional information to further assist in assessing a proposal. Upon completion of the interview process, the committee will make a recommendation to the City Council. Final notification of the selected firm will be given by e-mail or telephone.

E. RESERVED RIGHTS

The City 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 City, depending on available competition and timely needs of the City. The City reserves the right to award the project to the respondent that is most advantageous and in the best interests of the City. The City 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 City reserves the right to make such investigation or to request clarifications, as it deems necessary, to determine the ability of any respondent to complete the project.

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All contracts are subject to Federal and State contract provisions prescribed by the Georgia Department of Community Affairs. 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 City 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.

F. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

The City is 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 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.

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25 LaGrange Street

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: ___________________________________________.

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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_____.

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_____.

My Commission Expires: ______________________________________________.

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Newnan, Georgia 30263

Phone: 770-254-2351 Fax: 770-254-2353 www.newnanga.gov

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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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 CHIP 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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GRANT ADMINISTRATION

RATINGS CRITERION

RFP Rating Score Sheet

Consultant’s knowledge of HOME guidelines and regulations and years of experience

0 - No Experience

1 - One to five years of combined experience with HOME and other federal programs

2 - Six or more years of combined experience with HOME and other federal programs

Capacity to complete scope of work

0 - Concerns administrator does not have organizational capacity to complete scope of work

1 - Administrator has average organizational capacity to complete scope of work

2 - Administrator has exceptional organizational capacity to complete scope of work

Consultant’s past performance. Check references

0 - Reference information is incomplete

1 - Three or less references are listed, with average recommendations

2 - More than three references are listed, with strong recommendations

Consultant’s experience in administration of this type of project

0 - Administrator has not completed a project of this type

1 - Administrator has completed one to five projects of this type

2 - Administrator has successfully completed six or more projects of this type

Consultant’s current workload

0 - Administrator has more work than they can handle

1 - Administrator has some difficulty managing their current workload

2 - Administrator has demonstrated they can handle their projected workload

Consultant’s fee $______________________

0 - Fees are high, services do not appear to be a good value

1 - Fee is normal, services do not appear to be a good value

2 - Fee is normal, services appear to be a good value

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[SEE ATTACHED SECTION 3 CERTIFICATION FORMS]