Bid Detail

21-128 - On-Call CDBG, ESG & HOME Grants Consultant

The City of Springfield was previously awarded $22 million in U.S. Department of Housing and Urban Development CDBG-DR funds, $17 million in CDBG-NDR funds through the National Disaster Resilience Competition, $4 million in CDBG-CV and $5 million in ESG-CV funding. The City receives an annual entitlement of $3.9 million in CDBG funds.

The City of Springfield is seeking proposals from qualified individuals, firms, entities and/or joint ventures (hereafter “Consultants”) to provide consulting services to assist the City with various administrative and planning tasks related to CDBG, CDBG-DR, CDBG-NDR, CDBG-CV, ESG-CV and HOME awards.

Scope of Services

The City of Springfield is seeking proposals from qualified individuals, firms, entities and/or joint ventures (hereafter “Consultants”) to provide on-call consulting services for various CDBG and ESG funded programs.

The City is seeking a contract term of one year, with a thirty day termination notice.

The successful proposer will have a Highly Advantageous combination of the following experience:

1. Providing consulting services to municipalities, state and/or government agencies that have received U.S. Housing and Urban Development (HUD) Community Development Block Grant – Disaster Recovery funds (CDBG-DR). This should include, but not be limited to, familiarity with the preparation of CDBG Action Plans, Citizen Participation Plans, Unmet Needs Assessments and Action Plan amendments.
2. Proposer should have familiarity and understanding of CDBG-CV funding, including fluency in the federal register notice, regulations and HUD issued guidance. Proposer should possess knowledge of designing relief programs that comply with CDBG-CV requirements, and that move funding to needed recipients quickly in order to facilitate quick recovery from the COVID-19 pandemic. Particularly in the areas of non-profit, business assistance and special economic development activities.
3. Proposer should have familiarity and understanding of ESG-CV funding, including fluency in the federal register notice, regulations and HUD issued guidance. Proposer should possess knowledge of designing relief programs that comply with ESG-CV requirements, and that move funding to needed recipients quickly in order to facilitate quick recovery from the COVID-19 pandemic.
4. Respondent should have an understanding and familiarity of CDBG-DR grants under P.L. 113-2. Proposer should demonstrate that they have had extensive experience with creation, implementation and management of CDBG programs. Programmatic areas should include housing, economic development, community engagement, workforce training and/or infrastructure.
5. Superior knowledge of HUD CDBG and ESG Regulations, National Objectives, and eligibility requirements.
6. Proposer should have extensive knowledge of resilience programs and strategies employed by other governmental organizations throughout the United States.
7. Superior knowledge and understanding of the National Disaster Resilience Competition. This will include an in-depth understanding of the NOFA, including criteria, scoring, application and award process laid out in the NOFA. Proposer should have been part of a successful NDRC team or assisted in the application process.
8. Familiarity with the City of Springfield, its’ Disaster Recovery and Resilience strategies, unmet needs, economic development and infrastructure goals and the overall political and urban landscape of the City. Proposer should be well –versed in the City’s Phase I and Phase II NDRC applications.
9. Superior understanding of Duplication of Benefits requirements and program design to ensure grant recipients receive the full amount of grant funds they are legally entitled to, while complying with HUD requirements.
10. Proposer should have knowledge of affordable housing development, particularly the HOME program.

The Consultant shall be responsible for and provide the following services and/or tasks:

1. Consultant may be responsible for assisting and advising the City on required submissions to HUD. This will include preparing financial and administrative manuals, action plans, policies and procedures, program/project frameworks, updated budgets, waivers, and any subsequent amendments.

2. Consultant may be required to advise and make recommendations to the City regarding CDBG, CDBG-DR, CDBG-NDR, CDBG-CV, HOME and ESG-CV regulations and best practices. This may include researching regulations or programs in other communities.

3. Consultant may be responsible for preparing, in consultation with the City, policies and procedures, program manuals, file checklists, sub-recipient manuals, applications, form letters, and/or other program documents as needed.

4. Consultant may be responsible for performance of Duplication of Benefits reviews. Including drafting of subrogation agreements, interviews of grantees and review of expenses, documents, budgets. Consultant may also be required to perform Duplication of Benefit calculations, or to assist the City in making and/or justifying Duplication of Benefit determinations.

5. Consultant will be required to participate in conference calls and meetings with City staff, HUD, partners and sub-recipients as part of program/project implementation.

6. Consultant may be responsible for staying abreast of all changes and federal register notices regarding CDBG, CDBG-NDR, CDBG-DR, CDBG-CV, HOME and ESG-CV funding.

7. Consultant will be responsible for staying abreast of groundbreaking and innovating disaster preparedness, recovery and resilience solutions that are being implemented and introduced across the country.

8. Consultant should be familiar with the City of Springfield, its’ Disaster Recovery and Resilience strategies, unmet needs, economic development and infrastructure goals and the overall political and urban landscape of the City.

9. Consultant may be requested to assist the City in performing “self” audits and file reviews to ensure compliance with HUD and outside audit requirements.

Submissions must meet the following minimum criteria in order to be considered:

1. The Consultant and its’ team must have a minimum of three (3) years of experience providing CDBG consulting services to governmental organizations that are comparable to the City of Springfield.

2. Must provide a minimum of three references. Preferably, references should include municipalities or governmental agencies similar to the City and should include the recent similar projects previously mentioned.

3. The Consultant must have a minimum of two (2) HUD funded disaster recovery and/or resilience projects that it successfully oversaw the creation and/or implementation of.

Bidders may submit their proposals in either of the following ways. All bids will be time stamped and must be received no later than the due date and time.

1. Deliver your sealed bid package with City employee(s) stationed at a desk in City Hall by the Pynchon Street back entrance to City Hall.

2. Sealed bids can be sent to City Hall through the US Postal Service or other delivery services (e.g. FedEx, UPS, and Courier Service).

It is the sole responsibility of the Proposer to ensure that the proposal arrives on time at the designated place. Late proposals will not be considered and will be rejected and returned.

Prior to bid opening, bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Office of Procurement in a sealed envelope with a notation on the envelope stating that it contains a modification or correction of the original bid submitted for Bid No. 21-128 and indicating the date and time of the bid opening.

Inquiries

All inquiries from prospective Consultants, whether from individuals, firms or joint ventures must be submitted in writing to the Office of Procurement by close of business on March 22, 2021 via email to lstabilo@springfieldcityhall.com.

Addenda. All questions properly submitted to the City will be responded to no later than close of business on Thursday, March 25, 2021 in the form of an addendum. Responses will be sent via an email and copied to all potential respondents that have requested a copy of this RFP through the Procurement Office.

Proposals shall be delivered by U.S. Mail, Federal Express or other such service or by hand. Delivery by facsimile is prohibited. It is the Proposer’s sole responsibility to ensure that its proposal is received at the proper location at or prior to the deadline.

Proposals will be analyzed by the review committee made up of the various City officials. The City may request supplemental information or clarification of information submitted from Proposers. The Highly Advantageous Proposal will be recommended to Chief Procurement Officer for final approval. In connection with the evaluation of Proposals, oral presentations may be requested of all of Proposers who met the Minimum and Comparative Criteria of this RFP.

In accordance with Massachusetts General Laws, Chapter 30B, § 6, proposals shall be assembled

Unnecessary samples, attachments or other documents not specifically asked for should not be submitted. Please enter the pricing on the forms provided in the Cost Proposal section of this RFP.

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