Town of Brutus Request for Proposals

The Town of Brutus is soliciting proposals from qualified professionals to provide grant administration services for our 2025 CDBG award. Project Description The Town of Brutus was awarded a 2025 New York State Community Development Block Grant (CDBG) of $1,500,000 for the Town's Mobile Home Park Sewer Rehabilitation project. The Town Board is seeking proposals from qualified consultants with demonstrated records of accomplishment in undertaking similar projects to assist the Town in meeting the program requirements as outlined by the Office of Community Renewal. A maximum budget of $75,000 has been established, to be paid out of the CDBG, for grant administration services. Grant administration services are expected to extend from the date of execution of the signed agreement for services through December 2027. Scope of Services The selected consultant will be involved in managing federal funds to ensure compliance with HUD regulations. Key tasks include working with the Town’s engineering consultant, local counsel and Town officials in processing draw requests, ensuring Davis-Bacon wage compliance, and maintaining comprehensive documentation. Administrators must monitor project progress, conduct on-site inspections, and ensure National Objective compliance (e.g., benefiting low/moderate-income persons). Key components of a CDBG administration scope of work: • Project setup and compliance: Establishing financial systems, creating files, and ensuring adherence to federal regulations (e.g., procurement, fair housing). • Financial management: Processing draw requests and tracking expenditures. • Contracting and procurement: Overseeing bid processes for construction or services, ensuring Davis-Bacon wage compliance, and monitoring contractors. • Monitoring and reporting: Conducting on-site inspections, preparing performance reports for the funding agency, and resolving audit findings. A copy of the Preliminary Engineering Report and the successful CDBG application is available for review at the: Office of the Town Clerk, Town of Brutus Town Hall, 9021 North Seneca Street, Weedsport, NY 13166 during posted hours, currently Tuesday/Wednesday/Thursday 7am - 4pm, Friday 7am - 2:30pm (closed for lunch on Fridays only noon - 1pm). Electronic copies of these documents can be made available for download within two (2) business days upon request. Proposal Requirements Please provide the following in your response: 1. A general overview of the firm's experience in administering CDBG grants. 2. A description of your firm’s general approach to grant administration. 3. A detailed scope of services including all tasks to be performed to comply with applicable regulations and to provide the services summarized under “Scope of Services” above. 4. Specifically address the firm's successful experience administering CDBG projects by providing references for at least three (3) CDBG funded projects, including project location, project name & contact information. If appropriate, include a list of additional tasks you feel may be needed to assist the Town in administering this grant. 5. Identify the person(s) you propose to be assigned to the project and provide a resume for each individual. State how this project would fit into your existing workload and schedule. 6. State your fee for completion of services. 7. If partnering with a qualified MWBE or Section 3 firm, please include their applicable information, including resumes for key personnel, into your response. Selection Process Submissions will be ranked based on qualifications. Firms will be evaluated based on the following: • Experience with the Town of Brutus 10-percent • Relevant Project Experience 25-percent • Qualifications of Project Team 20-percent • Familiarity with Project and Area 10-percent • References 15-percent • Cost 20-percent The selection committee will be the Brutus Town Board. The Town expects to evaluate submissions within two (2) days of receipt of proposals. If interviews are held, they will be scheduled within one (1) week of short-list notification. Award is anticipated on or before June 30, 2026. MWBE/ Section 3 The Town of Brutus is an equal opportunity employer and supports the use of Section 3, Minority Business Enterprise, Women's Business Enterprise firms as part of your proposal. The Town of Brutus, in compliance with Section 3 of the Housing and Urban Development Act of 1968, as amended, will, to the greatest extent feasible, give preference to qualified low and very low-income persons, particularly those that are recipients of government assistance (HUD) housing, and to business concerns that provide economic opportunities to low and very low-income persons. Two (2) copies of your proposal must be received at the Town Offices, 9021 North Seneca Street, P.O. Box 720, Weedsport, NY 13166 by 3:30 p.m. on Tuesday, June 16, 2026. Electronic submission is acceptable if requested prior to submission deadline. Please mark your response, Attention: Lee A. Cunningham, Town Clerk-RFP Enclosed. Questions regarding this Request for Proposal may be directed to the Town Clerk at the address above, by e-mail to [email protected], or by telephone at (315) 834-9398. Minority and Women Owned Business Enterprise and Section 3 firms are strongly encouraged to apply. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 15.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 25.00% WBE Goal: 25.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 15.00%