City of Tillamook

REQUEST FOR PROPOSALS
(RFP)
for Professional Services for Grant Administration Services
for the City of Tillamook
Responses Due
May 28, 2013
2:00 PM

1.0 REQUEST
Sealed responses marked "Request for Proposals for Grant Administration Services” will be accepted by the City of Tillamook, 210 Laurel Avenue, Tillamook, OR 97141, attn: Paul Wyntergreen, or by hand delivery to Paul Wyntergreen, City Manager, 210 Laurel Avenue, Tillamook, until 2:00 p.m. local time, May 28, 2013.

The City’s CDBG application and project information may be downloaded by clicking on the file names below.

This request is part of a Community Development Block Grant (CDBG) of $2,000,000 received by the City for various sewer infrastructure updates and repair. There are three essential functions required in the grant administration process: Environmental Review (Schedule A); Grant Administration (Schedule B); and Labor and Standards Compliance (Schedule C). Bidders are encouraged to bid on any combination of schedules A, B, and C. As such, the City will be comparing the range and depth of services being offered in contrast to the rate to be billed for those services in order to increase the economic efficiency of services provided. The City has also imposed a not-to-exceed budget amount. In order to accomplish that goal, the City is interested in your firm’s responses to the following questions as they relate to each schedule:

• What experience does your firm possess in relation to federal and state grant administration and its application for the benefit of a municipality or similar organization?
• What types of grants has your firm participated in handling in the past?
• How does your firm anticipate handling the scheduling in order to meet the timelines outlined by the granting agency?
• How does your firm approach coordinating with management on the preparation of grant documentation?
• How would your firm use technology to keep information flowing?
• How will your firm optimize staffing and responsiveness for the benefit of the City?
• What additional benefits will your firm bring to the City over and above those contemplated by this request?

Creative, workable, and efficient approaches to the above questions will receive significant weighting in the rating and ranking process described below.

Anticipated start date is June 15, 2013, with Notice of Award to be mailed on June 7, 2013, and contract refinement to be prepared the following week. The successful response will be used as the basis for a subsequent personal services contract. The City Manager will be the local contact for the Firm and will facilitate the Firm’s interaction with the City, as it performs contractual services.

This contract may be extended if the City is successful with a second Block Grant request.

2.0 BACKGROUND
The City of Tillamook has been awarded a Community Development Block Grant (CDBG) for a Wastewater Collection System project in March 2013. Administration of CDBGs requires specialized environmental review, labor standards compliance, contracting procurement, financial oversight, and project monitoring and reporting. Specifically, the CDBG administrator:

1. Serves as the central contact for local, state and federal project funders and regulators
2. Is current on federal and state requirements affecting CDBGs, including attending related training provided by Business Oregon
3. Coordinates all grant activities
4. Administers all grant-related contracts
5. Ensures grant recipients meet all conditions of the CDBG contract and that contractors fulfill contractual obligations
6. Monitors project progress to grant contract scope of work and budget
7. Reports progress to the grant recipient, elected officials and the state.

For additional information, download the RFP documents by clicking on the file names below:

Request for Proposal Document

CDBG Sewer Infrastructure Contract

CDBG Application

Draft report for a stormwater system development charge

Oregon Revised Statutes (ORS) 223.297 to 223.314 authorize local governments to establish system development charges (SDCs). These are one-time fees on new development, and they are paid at the time of development. SDCs are intended to recover a fair share of the cost of existing and planned facilities that provide capacity to serve future growth.

The City of Tillamook completed a Storm Drainage Master Plan in 2004, with a major update in 2012. As part of the Master Plan Update, the City contracted with FCS GROUP to prepare a Storm Drainage SDC Methodology Report.

To download and view this report, CLICK HERE.