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The City of Knoxville is requesting proposals for a grants administrator to assist with a project seeking funding under the Community Development Block Grant (CDBG) Program through the Iowa Economic Development Authority (IEDA). The proposed project includes rehabilitation of at least 8 facades.
The selected contractor will work with the City to ensure compliance with CDBG program requirements. Activities will include but are not limited to assistance with procurement of a general contractor, project reporting, preparation of reimbursement requests, and other activities required under the CDBG program.
The Scope of Work and Evaluation Criteria are found at the City of Knoxville’s website: www.knoxvilleia.gov
The City will negotiate a contract and price with the selected firm based upon the assignment and industry norms.
Proposals to the City should include the following information:
Proposals must be submitted no later than 4:OO PM, Monday, October 2, 2023.
Proposals should be submitted to:
Glenn Lyons, Economic Development Director, City of Knoxville
By mail: 305 S Third Street, Knoxville, Iowa 50138
Questions regarding this RFP should be directed to Mr. Lyons either by email or by telephone at 515-782-1723.
The City of Knoxville reserves the right to reject any or all proposals. Any decision to award a contract for these services would, at least in part, be conditional on the City receiving the CDBG-DTR award from IEDA.
Scope of Work
The scope of services that the consultant must be prepared and qualified to provide are as follows:
a. Prepare Environmental Review Record and submit all other items required to clear the contract conditions outlined in the City’s CDBG contract, within the timeframe specified by IEDA.
b. Prepare draw/disbursement requests to ensure consistency with the procedures established for the CDBG program.
c. Ensure that the City has an acceptable financial management system as it pertains to finances of the CDBG program. An acceptable system includes, but is not limited to, cash receipts and disbursements journal and accompanying ledgers, and should conform to generally accepted principles of municipal accounting.
d. Establish project files in the local government's office. These files must demonstrate compliance with all applicable state, local, and federal regulations. The project files must be monitored throughout the program to ensure that they are complete and that all necessary documentation is being retained in the community's files.
e. With the assistance of the City, help conduct public hearings. This includes, but is not limited to, such things as assisting with public notices, conducting hearings, etc.
f. Assist City in complying with regulations governing land acquisition (real property, easements, rights of ways, donation of property, etc.) as necessary.
g. Assist the project engineer in the preparation of bid documents and supervise the bidding process consistent with state and federal regulations.
h. Secure the Department of Labor’s federal wage decisions and include those in the bid documents.
i. Prepare construction contracts that comply with state and federal regulations and include necessary language. Examples are Conflict of Interest, Access to Records, Copeland Anti-Kickback Act, Safety Standards, Architectural Barriers, Flood Insurance, Clean Air and Water Act (for contracts over $100,000), HUD Handbook (6500.3), 2 CFR 200,, EO 11246 (for contracts over $10,000).
j. Obtain contractor clearance(s) from IEDA.
k. Check weekly payrolls to ensure compliance with federal wage decision(s). Conduct on-site interviews and compare the results with the appropriate payrolls.
l. Monitor construction to ensure compliance with equal opportunity and labor standards provisions.
m. Attend and assist the City during the IEDA’s project monitoring visit(s). Prepare City response to all monitoring findings and coordinate efforts to provide additional information as needed to IEDA.
n. Assist City with meeting state/federal affirmatively furthering fair housing requirements.
o. Assist in a final inspection of the project and in the issuance of a final acceptance of work.
p. Assist City in meeting the state's financial reporting requirements.
q. Prepare close-out documents as needed by IEDA.
The City will evaluate and rank proposals received according to the following criteria:
Maximum Experience with the State’s CDBG program: 40 points Experience on similar non-CDBG programs: 20 points Capacity to complete scope of work: 20 pointsExperience working in a small-town setting: 20 points Total: 100 points