RFP for CDBG AHC Grant consulting and admin services .docx

Village of Schuylerville 35 Spring Street ● Schuylerville NY 12871 ● ph: 518-695-3881 office@villageofschuylerville.org

September 15, 2026

REQUEST FOR PROPOSALS CONSULTING SERVICES

The Village of Schuylerville is seeking proposals from consultants/ firms for administration program delivery, and/or rehabilitation specialist services for programs including but not limited to AHC,NYS HCR, CDBG and/or other federal or state funded housing rehabilitation and mobile home replacement programs. The selected consultant/firm will be expected to work with municipal staff, consultants and with a variety of community and neighborhood stakeholders when appropriate. The resulting contract will be for a 3-year period, with potential annual renewals as procurement regulations allow.

CONSULTANT SCOPE OF SERVICES

A. Housing Rehabilitation Program Delivery Services

1. Provide inspection, design, and oversight for all rehabilitation activities.

2. Establish or update eligible contractors list.

3. Identify all eligible properties and contact homeowners.

4. Establish rehabilitation guidelines.

5. Provide client intake and qualification.

6. Perform preliminary property inspections, prepare work write-ups and cost estimates.

7. Bid all work and assist homeowners in contractor selection.

8. Prepare all documentation and attend pre-construction meetings

9. Monitor total expenditures on all properties and provide data for reports.

10. Provide all necessary final inspections.

11. Act as liaison between Village, property owner, and contractor.

B. General Grant Administrative Services

1. Prepare all necessary contract and payment documentation.

2. Develop and maintain separate grant accounting systems.

3. Prepare and submit necessary financial reports to NYS.

4. Prepare and submit status of fund reports and other reports to the Village as directed.

5. Work with Village’s contact person to ensure all accounting is included in Village accounting system

C. Environmental & Miscellaneous

1. Provide Lead Based Paint Risk Assessments, Asbestos Surveys, Radon Tests, and Energy Audits as required to ensure program compliance.

2. Prepare reports as necessary.

3. Prepare Environmental Reviews pursuant to NEPA and SEQRA guidelines.

4. Prepare and submit status and/or performance reports as required by NYS.

5. Prepare and submit M/WBE and Section 3 Reports.

6. Prepare all closeout documentation required by NYS for grant upon completion of each.

7. Coordinate with other state fiscal year and OCR programs as necessary.

8. Provide lead-based paint testing and energy audits for each project. Costs for such services shall be broken-out from the overall proposal and provided as a per-project cost.

CI. Submission Requirements Proposals must be delivered by 4 PM, October 7, 2026 to the Office of the Village Clerk at 35 Spring Street, Schuylerville, NY 12871, either by email to office@villageofschuylerville.org or in hard copy form in a sealed envelope marked "RFP-CDBG Housing Rehabilitation Program." It is requested, but not required, that a PDF copy on a USB drive be included in the sealed envelope. No late submissions will be reviewed.

The proposal must include the following:

1. Statement of qualifications, including identification of similar housing rehabilitation programs that have been administered including programs that have used CDBG program income.

2. Relevant references (minimum of five) including staff member(s) from NYS OCR that are aware of work experience.

3. Description of management and availability including project schedules, management plan, level of services provided, and physical proximity to organization's personnel.

4. Management plan including project schedules.

5. identification and description of the location in the Village of Schuylerville where client services will be provided.

6. Timetable for completion of projects.

7. Cost Proposal with milestones for payment

PROPOSAL SUBMISSION

Proposals must be received by October 7, 2026 by 4pm Each proposal shall contain the following:

1. Cover Letter

2. Narrative reacting to this request for Proposals including consultant/firm’s suggested scope of services

3. General qualifications of the consultant/firm and description of prior rehabilitation program delivery and administration experience

4. Personnel/staffing description

5. The proposed fee schedule for services

6. Appendices (at the discretion of the proposer) The Village reserves the right to accept or reject any and all proposals on grounds that are deemed appropriate and bears no responsibility for the cost to prepare or submit the proposal response. The Village of Schuylerville is an equal opportunity employer. Minority and Women Owned Businesses and Section 3 Businesses are strongly encouraged to respond.

Emailed proposals will be accepted at: office@villageofschuylerville.org

SELECTION PROCESS

The Village of Schuylerville board of Trustees will review and rank proposals. The criteria for consultant selection are:

1. Recent experience in program delivery, administration, and environmental compliance for community development programs including but not limited to housing rehabilitation as described in the RFP.

2. The scope of services proposed and

3. The proposed cost services.

Based on the ranking, the committee may short-list consultant for the purpose of conducting interviews. Notification of interview selection will be made at least one (1) week prior to the interview date. All travel cost associated with the interviews shall be the responsibility of the consultant/firm. Following interviews, the committee will make its recommendation to the supervisor. This proposal review and interview process is expected to take no longer than one (1) week. Once approved, the consultant/firm will enter into a standard Professional Service’s contract. Work will begin immediately upon award of announcement.

QUESTIONS

Any questions regarding this proposal should be addressed to:

Cory Heyman cheyman@villageofschuylerville.org Thank you for your submission.

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