Request for Proposal (RFP) for Administration Professional Services

Description: City of Floresville Request for Proposals for professional administration/project delivery services to assist the City in preparing applications for and administering/implementing one or more contracts, if awarded, from the Texas General Land Office (GLO) Mitigation Reallocation Program (MRP). The City seeks qualified administration/project delivery service providers to support eligible activities related to disaster relief, long-term recovery, restoration of infrastructure, or economic revitalization. Units of local government and Indian tribes may submit up to three projects between $2.5 million and $10 million each. Service providers may submit proposals for any or all activities listed in the Scope of Work. Multiple contracts may be awarded; the City may determine the number of contracts or may decide not to award any. Scope of Work: Administration services to support pre-funding (develop project scope and complete MRP application(s), coordinate with local government and engineer, submit required information in the format described by the GLO) and post-funding services (grant administration and project delivery for infrastructure, utilities, housing and eligible projects funded by MRP). General administration duties include program compliance, financial processes, recordkeeping, monitoring liaison, draw requests, outreach, use of the GLO system of record, monthly project status updates, labor and procurement duties (including Labor Standards Officer services), financial duties (reports, audits, bank account setup, AFFH, Section 504), contract revisions and closeout. Construction management duties include preparing contract/bid and closeout packages to meet GLO requirements, monitoring contractor performance, processing change orders, assisting with draws and project closeout, and supporting A/E plan development. Acquisition duties include establishing acquisition files, submitting acquisition reports, and completing acquisition activities as necessary. Environmental services include determining required level of environmental review, preparing HUD-required environmental forms, consulting with oversight/regulatory agencies, performing or contracting special studies (biological assessments, wetland delineations, asbestos/lead surveys, Phase I/II ESAs, permits, etc.), responding to comment periods, maintaining coordination with project team, submitting environmental review into the GLO system of record, performing site visits, preparing public notices (e.g., FONSI, Request for Release of Funds), documenting Parties Known to be Interested, processing NEPA reviews and re-evaluations, submitting monthly status reports, and participating in progress meetings. Statement of Qualifications: Provide firm history, background, experience with relevant agencies and federally funded projects (CDBG, CDBG Mitigation, Disaster Recovery, FEMA Hazard Mitigation or similar), at least three local government references, description of which parts of the Scope of Work the firm will perform, staff resumes for those assigned, capacity statement, and resources to carry out the work within proposed timeline. Proposed Cost of Services: Provide cost proposal by activity or specific service using the included Cost Proposal pages. Vendors should propose pricing based on potential funding amounts. Preference given to firm fixed pricing. Include all necessary costs. For contracts in excess of $100,000, profit must be identified and negotiated separately. Evaluation Criteria: Experience (30 pts), Work Performance (30 pts), Capacity to Perform (20 pts), Proposed Cost (20 pts) — total 100 points. A rating sheet is included. Submission Requirements and Required Documents: Include Statement of Conflicts of Interest (if any) and mitigation plan; verification of active registration in the System for Award Management (SAM) and that firm and principals are not debarred or suspended (include a printout of SAM search results showing record date); completed Conflict of Interest Questionnaire (Form CIQ) as required by Texas Local Government Code chapter 176; Certification Regarding Lobbying (for bids/offers exceeding $100,000) and related disclosures (SF-LLL) as applicable; Form 1295 (Certificate of Interested Parties) to be completed by awarded vendor at contract signing; required contract provisions and applicable federal clauses; Certificate of Insurance, HUB certificate, and other attachments referenced in the packet. Contractors must comply with applicable federal requirements (2 CFR Part 200, HUD and GLO guidance), labor standards, Davis-Bacon and other acts where applicable, Section 3, procurement and buy-American preferences as applicable, record retention, and other special conditions set forth in the RFP. The contract award is contingent upon receipt of federal funds. Deadline and Additional Notes: The RFP packet contains sample SOW pages, rating sheet, forms, and instructions. The City encourages participation by Section 3 residents, Minority Business Enterprises, Small Business Enterprises, Women Business Enterprises, veteran-owned businesses, and Labor Surplus Area firms. The City reserves the right to negotiate with any or all providers and to divide requirements to permit participation by small and minority businesses.