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HomeMy WebLinkAboutItem #2 Admin ProposalSr r -r L 1 A T. . a _ OCTOBER 2022 buck 8 rTr e a aiamimstratio: Proinosew': SOUTHEAST IDAHO COUNCIL OF GOVERNMENTS Chubbuck, Idaho Chubbuck/SEICAA Housing Infrastructure Project SOUTHEAST IDAHO COUNCIL OF GOVERNMENTS 214 E CENTER ST. POCATELLO, ID 85201 SOUTHEAST IDAHO COUNCIL OF GOVERNMENTS Capability to Perform Southeast Idaho Council of Governments, Inc. (SICOG) is an incorporated private nonprofit 501(c) (3) that has been serving the 7 counties and 30 cities in the Southeast region of Idaho since 1972. SICOG's focus is to offer cost-effective solutions to area -wide problems; provide a forum for local policy development; assist in district planning, project management and business assistance; and to serve as a coordinating link between the cities, counties, state, federal, and other area -wide agencies. SICOG's areas of expertise are infrastructure project development, administration, and funding assistance. OCTOBER 2022 Qualification of Project Team KRYSTAL HARMON Krystal is SICOG's Community and Economic Development Director. She holds a Bachelor's Degree in Political Science with an Emphasis in Environmental Policy and a Master's Degree in Public Administration in Government and Policy. Krystal comes with a wide variety of experience in environmental and conservation projects, with expertise in partnership facilitation. Krystal will guide the project administration process as well as being the main contact for agency coordination, data gathering and compliance. AMANDA COLLINS Amanda is the Community Development Manager for the the Southeast Idaho Council of Governments. She was born and raised in Pocatello, Idaho and is an Idaho State University graduate with a Bachelor's in Mass Communications. She has experience working in public relations, conflict resolution and community outreach. Amanda is a certified Community Development Block Grant Administrator who will help guide the City through process of applying for initial grant funding and assist with financial administration of other funds. EMMA MORTON Emma is a Community Based Economic Development Manager with the the Southeast Idaho Council of Governments. She comes to Pocatello with her husband after living in the Portland Metro area for five years. Emma has a Bachelor of Arts in Politics and Government with an emphasis in International Policy; her passion is working with people and communities to find solutions to local issues. Emma is a Certified Grant Administrator and will work with the city to determine funding eligibility, write and administer the grant, -including Davis Bacon Labor Monitoring, compliance and administrative documentation. BUILDING BRIDGES TO SICOG.ORG COMMUNITIES. SOUTHEAST IDAHO COUNCIL OF GOVERNMENTS OCTOBER 2022 Relevant Project Experience Project Information NeighborWorks/City of American Falls Housing Infrastructure Project: CURRENT Point of Contact: Mark Dahlquist, NeighborWorks Rebekah Sorensen, Mayor Funders: CDBG, SHOP, HOME Total Project Cost: $2,735,155.72 Weston Drinking Water Improvement Project: CURRENT Point of Contact: Greg Garner, Mayor Engineer: Sunrise Engineering Funders: CDBG, IDEQ, ACOE Total Project Cost: $2,700,000.00 Lava Hot Springs Drinking Water Transmission and Storage: CURRENT Point of Contact: Canda Dimick, City Clerk Engineer: Keller & Associates Funders: IDEQ Total Project Cost: $4,400,000.00 Malad Wastewater Storage Phase I: CURRENT Point of Contact: Joan Hawkins, Mayor Engineer: JUB - Pocatello Funders: CDBG, ACOE, USDA -RD Total Project Cost: $11,540,000.00 Preston Wastewater Treatment Plant: CURRENT Point of Contact: Kelly Mickelsen, City Treasurer Engineer: Keller & Associates Funders: CDBG, ACOE, USDA -RD, IDEQ Total Project Cost: $34,000,000.00 Preston Drinking Water Improvement: Completed 2019 Point of Contact: Kelly Mickelsen, City Treasurer Engineer: Civilize Engineering Funders: CDBG, IDEQ Total Project Cost: $1,758,000.00 Basalt Wastewater Collection Improvement: Completed 2019 Point of Contact: Larry Waggoner, Mayor Engineer: Schiess & Associates Funders: CDBG, IDEQ, ACOE Total Project Cost: $1,556,000.00 BUILDING BRIDGES TO SICOG.ORG COMMUNITIES. SOUTHEAST IDAHO COUNCIL OF GOVERNMENTS Project Approach and Schedule Our administrative team will use a multifaceted approach to assist the City of Chubbuck and SEICAA to manage CDBG funds for the completion of their housing project. SICOG Administrative Tasks Include: Establish and maintain project files and prepare all documentation and reports required for administration of the grant funds. Files are established at the beginning of the project and maintained daily and always audit ready in the event of an unannounced visit by a funder or governmental agency. Review all project expenditures to ensure correctness and proper allocation to the project budget. SICOG ensures that invoices are reviewed by the appropriate entity and will follow a predetermined process. This process is to meet all funder's requirements and is discussed and agreed upon by the city in advance prior to the first release of funds. Prepare and present relevant funding information, to include Davis -Bacon requirements, at the pre-bid meeting and pre -construction conference. SICOG will attend all or the majority of all construction progress meetings at the construction site, or other designated meeting sites. Serve as the designated standards officer and verify compliance with all applicable labor standards and requirements. SICOG will review each certified payroll report weekly and conduct on site interviews to ensure compliance with labor standards. SICOG will report and facilitate the correction of errors or problems, and complete the required labor reports. Ensure compliance with all appropriate civil rights requirements. Attend meetings as needed to provide project status reports and represent the project at any other public meetings deemed necessary. SICOG will attend in person and provide these reports verbally. Reports can be provided remotely if necessary. Prepare all required performance reports and closeout documents and assist with determination of applicable audit requirements. Assist with all the requirements of Section 504 of the Rehabilitation Act of 1973 and the Americans for Disabilities Act of 1990. Assist in complying with all the requirements of Idaho Community Development Block Grant Program Appendix No. 8 - Federal Rules and Regulations (Assurances). Represent Chubbuck at state and federal monitoring. SICOG will prepare all related documents and supply all files at the location of the monitoring. SICOG will attend the monitoring and will answer questions and provide documentation on behalf of the city. Handle contingencies as required. SICOG will make adjustments to any changes to the project by updating files, updating documents, informing relevant parties, and conducting meetings. SICOG.ORG OCTOBER 2022 BUILDING BRIDGES TO COMMUNITIES. Request for Proposals for Grant Administration Services The City of Chubbuck is requesting proposals for services to assist the city in project planning and development; grant writing; and obtaining and managing Idaho Community Development Block Grant (CDBG) funds for the completion of the Chubbuck/Southeast Idaho Community Action Agency (SEICAA) Affordable Housing Project. Reimbursement for grant administration activities will be contingent on the city receiving CDBG funds. The agreement will be on a fixed price basis with payment terms to be negotiated with the selected offeror. Services to be provided include: 1. Pre -Development stage to include: (services not eligible for CDBG funding) Project planning and development a. Meet with local governments and non -profits to discuss financing options to address identified needs. b. Explain various funding programs, eligibility, application process, funding requirements, timelines, etc. c. Conduct scoping with funding agencies to determine funding availability, verify eligibility, and probability. May include meeting with funding agency representatives. d. Working with stakeholders define "the project", for which funding will be applied for. e. Review census data relative to project beneficiaries. f. Assess project impacts on the community — environmental, socio-economic, and affordability / costs. g. Procurement tutoring. Explain to community the RFP requirements for hiring consultants and bidding requirements for hiring contractors. Assist in setting up the procurement process. h. Bond financing assessment and advancement. Assess with community the need, desire, and probability of pursuing debt financing (passing a bond). Educating and communicating to the general public bond financing including household cost. Presenting at public meetings. Conducting an income survey, if necessary a. Verify with funding agencies if survey is necessary. b. Set-up survey - includes determining methodology, developing questionnaire, determining sample size, establishing random process, verify process with funding agencies, conduct survey, analyze results, and create survey report. c. Coordinate surveying methodology with other funding agencies. d. Document and explain survey results to local government and funding agency officials. Assisting the applicant in establishing their RD Apply account and walking them through the application and submittal process. Preparing and writing CDBG application, including the public hearing. 2. Grant Administration to include: (services eligible for CDBG funding) a. Project Set -Up — file set-up, facilitating financial management procedures including cost allocation plan, meetings with grantee and stakeholders, submission of pre -contract documents, responding to inquiries, and explaining CDBG requirements to the Grantee and/or sub -recipient. Environmental Review — Conducting an environmental review that complies with 24 CFR Part 58. Duties include, but are not limited to, assessing project site, touring the site, gathering and verifying documentation, determining clearance level, preparing an environmental review record, and collecting any technical environmental studies from the design professional. Publishing and posting public notices. Gathering and tracking comments. Debriefing (City or County) on the review. Establishing mitigation measures. Securing environmental concurrence with the Idaho Department of Commerce (IDC). b. Acquisition and Relocation — Ensure (City or County) complies with the Uniform Relocation Assistance and Real Property Acquisition Policies Act for any property, permanent easements or long-term leases acquired for the CDBG project. Touring of the project site, determining acquisition activity, ensuring grantee meets either the voluntary, basic, or donation requirements as per the Uniform Act. Meeting with property owners. Submission of documentation to IDC. c. Labor Monitoring — Ensuring construction contractors are meeting the requirements of the Davis Bacon Act, Copeland Act, CWHSSA and Fair Labor Standards Act. Duties include, but are not limited to, educating contractors about the labor requirements, providing labor documents and forms to contractors and their sub -contractors, identifying appropriate wage determination, requesting additional wage classifications, reviewing and tracking payrolls, conducting employee interviews on-site or mail, traveling to project site, observing workers, comparing payroll reports with interview information, documenting payroll reviews, identifying and investigating errors with contractor, reporting and facilitating the correction of errors or problems to IDC, and completion of required labor reports. Project Monitoring (during procurement and construction) — Assist (City or County) in setting up the procurement and then the selection of a design professional and/or contractors in accordance with CDBG requirements. Participating in pre-bid, pre -construction and construction progress meetings. Review of bidding documents, construction progress monitoring, reporting, and construction close-out. Observing construction progress. Monitoring design professional procurement process. e. Financial management duties which includes coordinating contractor and design professional pay applications, preparation of CDBG request for funds, submission of request to IDC and ensuring proper disbursement of CDBG expenditures. Civil Rights — Equal Access — Completing CDBG civil rights activities and documents. Duties include explaining and educating contractors on compliance with Section 3 requirements and hiring disadvantaged business enterprises. Submission of RFP to Idaho PTAC. Ensuring accurate completion of Section 3 Reports and the Contractor / Sub -contractor Activity Report. Assisting the (City or County) in conducting a Limited English Proficiency (LEP) four -factor analysis. Promoting disadvantaged business enterprises and fair bidding practices. Ensure public display of Equal Employment Opportunity (EEO) posters. g. Fair Housing Actions — Helping to ensure the Grantee is taking steps to affirmatively further fair housing. Duties include ensuring the Grantee understands and adopts the fair housing resolution, proclaims April as fair housing month, and displays fair housing information. Assist and guide the Grantee in completing a fair housing assessment including identifying contributing factors and actions to mitigate the contributing factors. h. 504 / ADA Actions — Helping the Grantee to meet CDBG required Section 504 and ADA requirements. Duties include to help develop (or update) an ADA transition plan. Assist the Grantee in review and completion of the effective communication checklist. Ensure the Grantee has in-place a 504 coordinator, non-discrimination policy and ADA grievance procedure. Ensure the Grantee understands and publishes the — Notice under the ADA Act. If necessary, assist the Grantee in conducting (or updating) a self-evaluation of its facilities, services, and programs. i. Project Close -Out — Documentation that the (City or County) has met their CDBG national objective and contractual performance requirements, including substantial completion. Completing ICDBG closeout documents for review and signature. Ensure all project and close out documents are submitted and approved by IDC. Ensure requested documents, concerns, and findings are addressed and resolved. Responses should include and will be evaluated according to the following criteria: Capability to Perform Project (i.e., firm's history, areas of expertise, address of office that will manage project, length of time in business, firm's legal structure, firm's commitment to provide necessary resources to perform and complete project). 25 pts. Relevant Project Experience (i.e., description of other projects executed by the firm that demonstrate relevant experience; list of public sector clients for whom you have performed similar work in the past five years, include name, address, and phone number of a person who can be contacted regarding the firm's performance on the project). 25 pts. Qualifications of Project Team (i.e., resume for the key people assigned to the project including sub -consultants; key personnel roles and responsibilities on this project; identify project manager who will be responsible for the day-to-day management of project tasks and will be primary point of contact). 25 pts. Project Approach and Schedule (i.e., the tasks that must be accomplished to complete the project; how the firm proposes to execute the tasks; unique aspects of the project and alternative approaches the owner might wish to consider). 25 pts. Selection Committee Interview (Optional) - Firms may be asked to make brief presentations covering their relevant experience, their understanding of the project's requirements and their own approach to designing and supervising the job. 30 pts. Total Points Possible = 130 If applicable, selection of finalists to be interviewed will be based on an evaluation of the written responses. Award will be made to the most qualified administrator whom is deemed most advantageous to the City of Chubbuck, all evaluation criteria considered. Questions and responses should be directed to: Joey Bowers City of Chubbuck 290 E. Linden Ave Chubbuck, ID 83202 0bowers(cDcitychubbuck. us All responses must be postmarked no later than October 25, 2022 Please state "Chubbuck/SEICAA Affordable Housing Project Administrator Services Proposal" on the outside of the response package. Please provide two (2) copies. The agreement will be on a fixed price basis, with payment terms to be negotiated with the selected offeror. The City of Chubbuck reserves the right to negotiate an agreement based on fair and reasonable compensation for the scope of work and services proposed, as well as the right to reject any and all responses deemed unqualified, unsatisfactory or inappropriate.