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Request for Proposals

Grant Administration Services

For FY 2016-7 CDBG Public Infrastructure/Facilities Grant

NYS CDBG #911PR 147-16 2016

April 5, 2017


Village of Phoenix, Oswego County, New York

NYS CDBG #911PR147-16 2016 Village of Phoenix Water and Sewer Improvements- Request for Proposals – Grant Administration CDBG Program Grant; SEE BOLDED UNDERLINED TEXT IN NOTICE AND BODY OF DOCUMENT FOR ALL CHANGES

The Village of Phoenix is requesting proposals for grant administration services for its CDBG funded Project. Copies of the detailed Request for Proposals may be obtained online at the Villages website at  (see link to “RFP’s”) beginning at 9:00 AM on April 5, 2017. Interested firms qualified in the field of such grant administration shall submit proposals to the Village Clerk not later than 3:00 PM on May 5, 2017. Minimum qualifications include: five years of successful experience in grant administration, including projects of similar scale and scope involving the installation of sewer and water lines systems infrastructure; and evidence of suitable insurance coverage for such services.  Additional Qualifications and Selection criteria are included in the Request for Proposals. Respondents must comply with all applicable New York State and Federal laws including civil rights and equal employment opportunity laws, more specifically:

The Village of Phoenix is an equal opportunity employer. Further, it is the policy of the Village to ensure that minority and women business enterprises (W/MBE) have the maximum opportunity to participate in providing the services called for in this RFP, either as principal contractor or subcontractor. Therefore Minority and Women’s Business Enterprises as well as Section 3 Business Enterprises are strongly encouraged to apply Further, the funding for these consultation services is provided by the US Department of Housing and Urban Renewal through a grant to the Village from the New York DHCR Community Renewal Block Grant program. Federal and New York regulations prohibit discrimination against any employee or applicant for employment because of race, color, religion, sex, handicap, or national origin, and in accepting Federal and New York funding the Village must comply with all Federal and New York equal opportunity laws. Therefore, the respondent must agree to take affirmative action to insure that applicants for employment are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, handicap, or national origin. The respondent shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, handicap or national origin. An equal opportunity assurance statement form is included in Part I.  Respondents shall enter into an agreement providing that it shall be subject to and require compliance with the Program and project grant requirements described in the grant award letter and attachments referenced further herein and in the RFP and by all otherwise applicable laws rules and regulations. The Village of Phoenix reserves the right to reject any or all proposals, to waive any informalities in the proposals received, and to accept the proposal which best meets the criteria set by the Village. All terms and conditions of the grant award under NYS CDBG #911PR147-16 2016 award letter dated December 2016 to Ryan Wood, Mayor, and Exhibits A and B therein (see link to “NYS CDBG #911PR147-16 2016 Award Letter”) shall apply.

The services required here under are expected to begin in May 2017 and are intended to be completed following completion of the project likely commencing  late July-August 2017, substantially completed 12/31/17 and final completion, full operation and close- out by 2/15/18. RESPONDENTS SHOULD BE SENSITIVE TO THIS TENTATIVE SCHEDULE IN CONSIDERING THIS AND OTHER COMMITMENTS.

The above dates are established based upon a notice publication date of 4/5/17. If for any reason publication first occurs after such date then any adjustments as to the respective clarification questions, inquiries and submission dates shall be posted prior to April 11 2017 on the Village Website.

Roxanne Demo, Village Clerk- Treasurer

Dated: April 5, 2017