RFQ - grant administration services - infrastructure improvements

The City of Baxley, Georgia is issuing a Request for Qualifications (RFQ) to establish a pool of qualified firms capable of providing comprehensive grant administration services for Federal and State-funded infrastructure improvement projects. The procurement seeks firms with expertise in managing grants from application preparation through project closeout, with particular emphasis on Community Development Block Grant (CDBG) programs, State Disaster Recovery grants, and other applicable funding sources. Deliverables include grant application preparation, grant management, procurement support, financial administration, project closeout, and compliance services ensuring adherence to Federal regulations (2 CFR 200, 24 CFR 570) and State requirements for infrastructure projects involving water system improvements, sewer system improvements, stormwater drainage improvements, and related public works. Required qualifications include proven experience administering Federal and State grants for local governments, with references from at least three similar grants administered within the past five years, professional liability and general liability insurance, and submission of a notarized affidavit per O.C.G.A. 13-10-91(b)(1). Evaluation criteria encompass relevant grant administration experience, success rate in securing and administering grants, quality of references, capacity and availability, proposed fee structure and value, and qualifications of key personnel. The deadline for written questions is May 8, 2026, at 5:00 PM EST, and the response deadline is May 20, 2026, at 3:00 PM EST, with submissions accepted via email to manager@baxley.org or in-person delivery to City Hall at 282 East Parker Street, Baxley, GA 31513. The City reserves the right to issue task orders or enter into specific project agreements with selected firms as funding becomes available.

Selected firms must comply with the Build America, Buy America Act (BABA) requirements for American-made materials and are encouraged to include Section 3 Business Concerns in their proposals. All responding firms must demonstrate compliance with Federal certifications including non-debarment, conflict of interest, drug-free workplace, and lobbying restrictions, and must adhere to Title VI of the Civil Rights Act of 1964, the Fair Housing Act, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990. No incumbent vendors or specific budget ranges are identified in the procurement documents; firms must propose their own fee structure or rate schedule for evaluation. The Selection Review Committee will evaluate submissions and recommend qualified firms to Baxley City Council for approval, establishing a qualified pool for multiple future projects rather than awarding a single contract. This procurement does not specify a maximum award value, as selected firms will be engaged through task orders or specific project agreements as individual grant-funded projects are identified and funding becomes available.