RFP for Administrative Services
Request for Proposals
For Administrative Services
The City of Meridian is seeking assistance in administrating a project for the Idaho
Community Development Block' Grant Program. Meridian will be submitting an
application for approximately $500,000 to provide infrastructure improvements for a
Business Expansion I Job Creation project.
The City of Meridian is soliciting proposals for services to assist the city in managing
federal funds for the completion of this project. The agreement will be on a lump sum,
fixed price or cost reimbursement not to exceed basis, with payment terms to be
negotiated with the selected offeror. Reimbursement for grant administration activities
will be contingent on the city receiving federal funds. Specific duties will include but not
be limited to:
2.
6.
1.
Assisting with project development, financing applications and
other pertinent documents;
Preparing all written reports, checklists or legal notices required to ensure
compliance with federal and environmental requirements;
Establishing and maintaining all project files; preparing all written reports,
checklists, or legal notices required to assure compliance with the
applicable state and federal requirements;
Assisting the City with the selection of a project architect or engineer, in
conformance with applicable procurement requirements, including the
preparation of a request for proposals;
Conducting the Pre-Construction Conference and participating in
additional construction progress meetings;
Reviewing and approving all proposed project expenditures to ensure
their propriety and proper allocation to the project budget;
Serving as the City's designated Labor Standards Officer and assuring
compliance with all applicable labor standard requirements;
Assuring compliance with all applicable civil rights requirements, including
preparation of an equal employment opportunity plan and fair housing
resolution;
Attending City Council meetings to provide project status reports and
representing the project at any other public meetings deemed necessary;
Preparing all required performance reports and closeout documents and
assisting the City with determination of applicable audit requirements;
Assist the City in complying with all the requirements of Section 504 of the
Rehabilitation Act of 1973; and
Other administrative duties as required for successful project completion.
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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 respondents will be evaluated according to the following
criteria:
1.
Experience of the consultant with various state and federal funding programs,
including but not limited to the Idaho Community Development Program (30%);
2.
Services proposed (30%);
3.
Qualifications of personnel proposed to be directly involved with the project and
time allotted (30%); and
4.
Completeness of the proposal (10%).
The selection of finalists will be based on an evaluation of the written responses. The
award will be made to the most qualified offeror whose proposal is deemed most
advantageous to the City, all factors considered. The City will reserve the right to
interview the finalist. Unsuccessful offerors will be notified as soon as possible.
Questions and responses should be directed to:
Will Berg, City Clerk
City of Meridian
33 E. Idaho Ave.
Meridian, ID 83642
(208) 888-4433
All responses must be received no later than 3:00 pm on Friday, February 13, 2004.
Please state "Administrative Services Proposals" on the outside of the response
package.
This solicitation is being offered in accordance with OMB Circular A-102 and the Idaho
State statutes governing procurement of professional services. Accordingly, the City
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.
Applicable to:
Proposal Solicitation Summary
Grant Administration Services
Business Expansion Project
Grantee: City of Meridian. Idaho
Address: 33 E. Idaho Avenue
Contact Person: Will Berg, Ci~ Clerk
Phone: (208) 888-4433
Date Submitted: January 27. 2004
Brief project description or list of activities:
1.
Assisting with project development, financing applications and other pertinent
documents;
Preparing all written reports, checklists or legal notices required to ensure compliance with federal
and enviromnental requirements;
Establishing and maintaining all project files; preparing all written reports, checklists, or legal
notices required to assure compliance with the applicable sta1e and federal requirements;
Assisting the Gty with the selection of a project architect or engineer, in conformance with
applicable procurement requirements, including the preparation of a request for proposals;
Conducting the Pre-Cons1nJCtion Conference and participating in additional constructiou progress
meetings;
Reviewing and approving all proposed project expenditures to ensure their propriety and proper
allocation to the project budget;
Serving as the City's designated Labor Stmdards Officer and assuring compliance with all
applicable labor standard requirements;
Assuring comp1iance with all applicable civil rights requirements, including preparation of an
eqnal employment opportunity plan and fair housing resolution:
Attending Gty Council meetings to provide project status reports and representing the project at
any other public meetings deemed necessary;
Preparing all required performance reports and closeout documents and assisting the City with
determination of applicable audit requirements;
Assist the Gty in complying with all the requirements nf Section 504 of the Rehabilitation Act of
1973; and
Other administtative duties as required for successful prQject completion.
2.
3.
4.
5.
6.
7.
8.
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Type of commodity or service for which bids will be solicited: Grant Administration Services
PrQPosal Due Date: 3 :00 P.M. Friday F ebruaty 13 2004
Please submit form on the same date to:
Idaho Deparbnent of Commerce
Division of Rnral & CommUIÙty
Development
700 West State Street
P.O. Box 83720
Boise, ill 83720.0093
Ph: (208) 334.2470
Fax: (208) 334-2631
February 26, 2004
MERIDIAN CITY COUNCIL MEETING
APPLICANT
March 2, 2004
ITEM NO. ~
REQUEST
Louisiana Pacific Business Expansion ICDB Granf I City Sponsorship
AGENCY
COMMENTS
CITY CLERK:
CITY ENGINEER:
See attached
CITY PLANNING DIRECTOR:
CITY ATTORNEY
CITY POLICE DEPT:
CITY FIRE DEPT:
CITY BUILDING DEPT:
CITY WATER DEPT:
CITY SEWER DEPT:
CITY PARKS DEPT:
at/IV
wrr-
MERIDIAN SCHOOL DISTRICT:
ADA COUNTY HIGHWAY DISTRICT:
SANITARY SERVICE COMPANY
CENTRAL DISTRICT HEALTH:
NAMPA MERIDIAN IRRIGATION:
SETTLERS IRRIGATION:
IDAHO POWER:
US WEST:
INTERMOUNTAIN GAS:
MERIDIAN POST OFFICE:
OTHER:
Phone:
Contacted:
Emailed:
Date:
Staff Initials:
Materials presented at public meetings shall become property of the City 01 Meridian.