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RFQ GLO Disaster Grant Administration 2022 “Programmed for Progress” Don Albanese, Mayor Sylvia Root, Mayor Pro-Tem Talmadge Austin, Councilmember Randy Sonnier, Councilmember David Guillot, Councilmember Christopher Duque, City Manager P.O. Box 967 ∙ Nederland, Texas 77627 ∙ (409) 723-1503 ∙ FAX (409) 723-1550 December 19, 2022 RE: RFQ Project Administration and Management Services, Community Development Block Grant – Disaster Recovery Funding, Harvey DR-4332 Dear Grant Administrative Service Providers: The City of Nederland has been awarded $4,259,659 in Hurricane Harvey CDBG Disaster Recovery grant funding through the Texas General Land Office (DR-4332). The City has issued a Request for Qualifications (RFQ) for project administration and management services associated with CDBG Disaster Recovery Funding, Hurricane Harvey DR-4332. A copy of the RFQ is attached for your review. These services are being solicited to assist the City of Nederland in its administration of the contract from the CDBG-Disaster Recovery Program of the General Land Office (GLO). The City of Nederland was awarded the grant for drainage infrastructure improvements. The submission requirements are identified in the attached RFQ. The deadline for submission is 2:00PM on January 12, 2023. It is the responsibility of the submitting entity to ensure that the proposal is received in a timely manner. Submittals received after the deadline will not be considered for award, regardless of whether or not the delay was outside of the control of the submitting entity. The City of Nederland reserves the right to negotiate with any and all persons or firms submitting timely proposals. Proposals shall be sealed and marked “RFQ Project Administration and Management Services, Community Development Block Grant – Disaster Recovery Funding, Hurricane Harvey DR-4332”. Proposals shall be submitted to: Joni Underwood, City Clerk City of Nederland, TX P.O. Box 956 207 North 12th Street Nederland, Texas 77627 For information regarding this RFQ, please contact Chris Duque, City Manager, at (409) 723-1503 or cduque@ci.nederland.tx.us. Sincerely, Christopher Duque, City Manager CITY OF NEDERLAND REQUEST FOR QUALIFICATIONS PROJECT ADMINISTRATION AND MANAGEMENT SERVICES COMMUNITY DEVELOPMENT BLOCK GRANT – DISASTER RECOVERY FUNDING HARVEY RECOVERY MONEY DR-4332 The City of Nederland (City) is seeking to enter into a professional services contract with a competent management/consulting firm to assist the City in the overall management of awarded CDBG-Disaster Recovery Hurricane Harvey projects, funded by the Texas General Land Office – Community Development and Revitalization (GLO). The City has been allocated $4,259,659 in funds. The following outlines this Request for Qualifications (RFQ): SECTION I. SCOPE OF WORK A sample detailed Scope of Work provided by the GLO is attached as Exhibit A. The management consultant/firm to be hired is to provide application and contract related management services, including but not limited to the following areas: Post-Funding Services The management consultant/firm will administer, manage, and complete eligible infrastructure projects approved for disaster recovery funding. The management consultant/firm must follow all requirements of the HUD CDBG-DR program as administered by the GLO. Such services shall include, but not be limited to the following: • Administrative management • Financial management • Recordkeeping requirements • Site inspections • Equal employment opportunity requirements • Labor standards monitoring • Contract closeout assistance In responding to the RFQ, please specify a complete list of actual tasks to be performed under each of these categories in addition to identifying any other applicable tasks that may be associated with an infrastructure project. SECTION II. STATEMENT OF QUALIFICATIONS The City is seeking to contract with a competent management/consulting firm that is experienced in grant/contract application and administration. Specifically, the City is seeking those persons or firms with experience in (1) the Community Development Block Program and (2) managing Federally-funded local public works construction projects. Please provide the following information: • A brief history of the proposing entity, including general background, knowledge of and experience working with relevant Federal and State agencies, with an emphasis on recent experiences; • Related experience in applying for and managing federally-funded local public works construction projects, with an emphasis on recent experience; • A description of work performance and experience with CDBG-DR to include a list of current and/or previous local government clients with a description of work performed; • Describe the proposing entity’s capacity to perform in addition to providing resumes of all employees who will or may be assigned to provide assistance to the City; and • A statement substantiating the resources of the proposing entity and the ability to effectively carry out the scope of work within a defined timeframe. SECTION III. PROPOSED COST OF SERVICES Please provide the cost proposed to accomplish the scope of work outlined above and for any additional services required using the Cost of Service document included in Exhibit C. The City has been awarded $4,259,659 in grant funding; in addition, a significant amount of the grant has been completed including the application, environmental clearance, etc. The proposal must include all costs that are necessary to successfully complete the necessary activities. Please note that the lowest/best bid will not be utilized as the sole basis for entering into a contract; rather award will be made to the firm providing the best value to the City. SECTION IV. EVALUATION CRITERIA The proposals received will be evaluated and ranked according to the following criteria (Exhibit B): Criteria Maximum Points Experience 30 Work Performance 30 Capacity to Perform 20 Proposed Cost 20 Total 100 SECTION V. SUBMISSION REQUIREMENTS The following information and/or documents must be submitted: • Documentation/statements as identified in Section I. Scope of Work, Post Funding Services • Documentation/statements as identified in Section II. Statement of Qualifications. • Cost of Services: Infrastructure form (Exhibit C). • Statement of Conflict of Interest. Please provide a statement as to any conflicts of interest, if any, that the proposing entity and/or key employees may have regarding the services, and a plan for mitigating the conflict(s). The City, at its sole discretion, will determine whether or not a conflict disqualifies a firm and whether or not a conflict mitigation plan is acceptable. • System of award management information. The management consultant/firm, and its principals, may not be debarred or suspended nor otherwise be included on the Excluded Parties List System (EPLS) in the System for Award Management (SAM). Include verification that the management consultant/firm as well as the company’s principals are not listed (are not debarred) through SAM. Enclose a printout of the search results that includes the record date. • Conflict of Interest Questionnaire/Form CIQ (Exhibit C). • Certification Regarding Lobbying form (Exhibit C). • Certification of Interest Parties/Form 1295 (Exhibit C). Please note that applicable provisions included in Required Contract Provisions must be included in all contracts executed as a result of this RFQ. SECTION VI. DEADLINE FOR SUBMISSION Three (3) copies of the proposal, one (1) original and two (2) copies, must be received no later than 2:00PM, January 12, 2013 and submitted to: Joni Underwood, City Clerk City of Nederland, Texas P.O. Box 956 207 North 12th Street Nederland, TX 77627 Proposals must be sealed and marked: “RFQ Project Administration and Management Services, Community Development Block Grant – Disaster Recovery Funding Harvey Recovery Money DR- 4332”. SECTION VII. INFORMATION/QUESTIONS For information regarding this RFQ, contact Chris Duque, City Manager, at (409) 723-1503 or cduque@ci.nederland.tx.us. Any questions or requests for clarification must be submitted in writing via email to cduque@ci.nederland.tx.us no later than Monday, January 9th at 3:00PM. The City may, if appropriate, circulate the question and corresponding response to all interested management consultants/firms. EXHIBIT A SCOPE OF WORK The Contractor shall provide the following scope of services: (choose contracted services) SCOPE OF SERVICES REQUESTED Providers will help the GLO fulfill State and Federal Community Development Block Grant Disaster Recovery ("CDBG-DR") statutory responsibilities related to recovery in connection with any federally declared disaster. Providers will assist the GLO and/or grant recipients in completion of CDBG-DR qualified housing or non-housing projects. Respondents may be qualified to provide Grant Administration services for housing projects, non-housing projects, or both. Grant administrative services must be performed in compliance with the U.S. Department of Housing and Urban Development ("HUD") and guidelines issued by the GLO. DESCRIPTION OF SERVICES AND SPECIAL CONDITIONS Respondent must be able to perform the tasks listed herein to be considered eligible for an award under this Solicitation. Respondents should provide a detailed narrative of their experience as it relates to each of the items below. Respondents should clearly indicate if they intend to provide services in-house with existing staff or through subcontracting or partnership arrangements. Grant Administration Services will be provided in conformance with the guidance documents and use forms provided by the subrecipient utilizing GLO guidance. The providers shall furnish pre- funding and post-funding grant administrative services to complete the disaster recovery projects, including, but not limited to the following: Post-Funding Services Grant Administrator will administer and complete infrastructure, utilities, housing, and/or eligible projects approved for disaster recovery funding. The selected administrative firm must follow all requirements of the Texas CDBG Disaster Recovery program. Grant Administration Services - General a) Administrative Duties: i. Coordinate, as necessary, between subrecipient and any other appropriate service providers (i.e. Engineer, Environmental, etc.), contractor, subcontractor and GLO to effectuate the services requested. ii. May assist in public hearings. iii. Will work with GLO's system of record. iv. Provide monthly project status updates. v. Funding release will be based on deliverables identified in the contract. vi. Labor and procurement duties: a. Provide all Labor Standards Officer (LSO) Services. b. Ensure compliance with all relevant labor standards regulations. c. Ensure compliance with procurement regulations and policies. d. Maintain document files to support compliance. vii. Financial duties: a. Prepare and submit all required reports (Section 3, Financial Interest, etc.). b. Assist subrecipient with the procurement of audit services. c. Assist subrecipient in establishing and maintaining a bank account for disaster recovery funds. d. Implementation and coordination of Affirmatively Furthering Fair Housing ("AFFH") requirements as directed by HUD and the GLO. e. Implementation and coordination of Section 504 requirements. f. Program compliance. g. Ensure that fraud prevention and abuse practices are in place and being implemented. h. Prepare and submit all closeout documents. i. Submit all invoices no later than 60 days after the expiration of the contract. All outstanding funds may be swept after 60 days. The provider may request an extension of this requirement in writing. j. Assist in preparation of contract revisions and supporting documents including but not limited to: • Amendments/modifications, • Change orders. b) Construction Management: i. The provider will assist the subrecipient in submitting/setting up project applications in the GLO's system of record. ii. The provider may compile and collate complete contract/bid packages that meet GLO program requirements. The packages will contain supporting documentation that meets or exceeds the requirements of the GLO' s program. If applications do not have the necessary forms, the provider may assist the subrecipient by coordinating to acquire the necessary documentation. iii. The provider may monitor, report, and evaluate contractor's performance; notify the subrecipient if the contractor(s) fails to meet established scheduled milestones. Receive, review, recommend, and process any change orders as appropriate to the individual projects. iv. The provider may assist the subrecipient with project Activity Draws/Close Out. v. The provider may assist the subrecipient by submitting all the necessary documentation for draws and to close a project activity in the GLO's system of record. vi. The provider will compile, review for completeness, and collate complete contract/closeout packages that meet GLO program requirements for draw requests. If applications do not have the necessary forms, the provider may assist the subrecipient by coordinating to acquire the necessary documentation. vii. The provider may assist the subrecipient in developing Architectural and Engineering plans with guidance from the GLO. viii. Reassignment scope alignment (if necessary). Grant Administration Services - Infrastructure a) Administrative Duties: i. Ensure program compliance including all CDBG-DR requirements and all part's therein, current Federal Register, etc. ii. Assist subrecipient in establishing and maintaining financial processes. iii. Obtain and maintain copies of the subrecipient's most current contract including all related change requests, revisions and attachments. iv. Establish and maintain record keeping systems. v. Assist subrecipient with resolving monitoring and audit findings. vi. Serve as monitoring liaison. vii. Assist subrecipient with resolving third party claims. viii. Report suspected fraud to the GLO. ix. Submit timely responses to the GLO requests for additional information. x. Complete draw request forms and supporting documents. xi. Facilitate outreach efforts, application intake, and eligibility review. xii. Perform any other administrative duty required to deliver the project. xiii. Utilize and assist with GLO's system of record to complete milestones, submit documentation, reports, draws, change requests, etc. xiv. Submit change requests and all required documentation related to any change requests. b) Acquisition Duties: i. Submit acquisition reports and related documents. ii. Establish acquisition files (if necessary). iii. Complete acquisition activities (if necessary). c) Environmental Services: i. Assist detailed scope of services: a. Review each Review each project description to ascertain and/or verify the level of environmental review required: Exempt, Categorical Exclusion not Subject to 58.5, Categorical Exclusion Subject to 58.5, Environmental Assessment, and Environmental Impact Statements; b. Prepare, complete and submit HUG required forms for environmental review and provide all documentation to support environmental finding; c. Consult and coordinate with oversight/regulatory agencies to facilitate environmental clearance; d. Be able to perform or contract special studies, additional assessments, or permitting to secure environmental clearance. These may include, but are not limited to biological assessments, wetland delineations, asbestos surveys, lead- based paint assessments, archeology studies, architectural reviews, Phase I & II ESAs, USACE permits, etc.; e. Prepare all responses to comments received during comment phase of the environmental review, including State/Federal Agency requiring further studies and/or comments from public or private entities during public comment period; f. Maintain close coordination with local officials, project engineer, and other members of the project team to assure appropriate level of environmental review is performed and no work is conducted without authorization; g. Complete and submit the environmental review into GLO’s system of record; h. At least one site visit to project location and completion of a field observation report; i. Prepare and submit for publication all public notices including, but not limited to the Notice of Finding or No Significant Impacts (FONSI), Request for Release of Funds floodplain/wetland early and final notices in required order and sequence; j. Provide documentation of clearance for Parties Known to be Interested as required by 24 CFR 58.43; k. Process environmental review and clearance in accordance with NEPA; l. Advise and complete environmental re-evaluations per 24 CFR 58.47 when evidence of further clearance or assessment is required; m. Prepare and submit Monthly Status Report; and n. Participate in regularly scheduled progress meetings. EXHIBIT C Required RFQ Forms Cost of Services: Infrastructure Please indicate No Cost Proposal if your firm is not proposing for the services specified on this Cost of Services page. Maximum amount of grants funds firm is able and/or willing to manage is: __________________. INFRASTRUCTURE Grant Award Amount Cost of Services (maximum) % of Profit $4,259,659 Insert System for Award Management (SAM) record search for company name and company principal.