HomeMy WebLinkAboutRFP Admin. Svc. -FullRequest for Proposals for Administrative Services
The City of Rexburg is seeking assistance in planning, developing, grant writing, and
administering a project to improve their wastewater treatment facility. The project will include
the construction of a new headworks facility located at the current treatment plant in Rexburg,
Idaho. It is anticipated that the city will apply for Block Grant funds in November 2022 with
construction beginning Summer of 2023.
The City of Rexburg is soliciting proposals for services to assist the city in planning, developing,
obtaining and managing ICDBG funds for the completion of this project. The agreement will be
on a fixed price basis, with payment terms to be negotiated with the selected offeror.
Reimbursement for grant administration activities will be contingent on the city receiving
ICDBG funds.
Grant administration services to be provided include:
a. Preparing all written reports, checklists or legal notices required ensuring
compliance with federal and state environmental requirements.
b. Drafting a management plan and contract for review and approval by the Idaho
Department of Commerce and Labor.
c. Establishing and maintaining project files and preparing all documentation and
reports required for administration of the grant.
d. Assisting the City with the selection of a project architect in conformance with
applicable procurement requirements, including the preparation of a request for
proposals if needed.
e. Reviewing all proposed project expenditures to ensure their propriety and proper
allocation to the project budget.
f. Participating in the preconstruction conference and periodic construction progress
meetings.
g. Serving as the City’s designated Labor Standards Officer and assuring compliance
with all applicable labor standards requirements.
h. Ensuring compliance with all applicable civil rights requirements, including
preparation of an equal employment opportunity plan and a fair housing
resolution.
i. Attending City meetings when needed to provide project status reports and
represent the project at any other public meetings deemed necessary.
j. Preparing all required performance reports and closeout documents and assisting
the City with determination of applicable audit requirements.
k. Assisting the City as sponsoring agent in complying with all the requirements of
Section 504 of the Rehabilitation Act of 1973.
The services will not include the disbursement or accounting of funds distributed by the City’s
financial officer, legal advice, fiscal audits or assistance with activities not related to the project.
Responses should include, and will be evaluated according to, the following factors:
1. 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).
(30 pts.)
2. Relevant Project Experience (i.e. description of other projects executed by the firm that
demonstrate relevant experience. List of all public sector clients for whom you have
performed similar work in the past five years, which should include name, address, and
phone number of a person who can be contacted regarding the firm’s performance on the
project). (30 pts.)
3. Qualifications of Project Team including experience with the funding agencies that may
be involved. (i.e. resumé 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 (30 pts.)
4. 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). (10 pts.)
Selection of a professional consultant will be based on an evaluation of the written responses and
a possible interview. Award will be made to the most qualified offeror whose proposal is
deemed most advantageous to the City. Unsuccessful offerors will be notified as soon as
possible.
Questions and responses should be directed to: Jerry L. Merrill, Mayor
35 North 1st East
Rexburg, ID 83440
All responses must be postmarked or delivered by 12:00pm (noon) September 1, 2022 to the
above address. Please state “Administrative Services Proposal” on the outside of the response
package. Six proposals with a maximum of four (4) double sided pages (excluding the cover
letter and table of contents page) are requested.
This solicitation is being offered in accordance with OMB Circular A-102 and the Idaho statutes
governing procurement of professional services. The Mayor of the City of Rexburg 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.