Comprehensive grant administration and compliance services for Community Development Block Grant - Coronavirus (CDBG-CV)

Request for Proposals
Comprehensive CDBG-CV Program Management, Grant Administration, Financial
Management, Procurement, Labor Standards, and Compliance Services
Issued by
Methodist Children's Homes of Mississippi, Inc.
Jackson, Mississippi
Proposal Deadline: September 11, 2:00 PM
Contact for Questions: bmccoy@mchms.org | 601-473-8216
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1. Introduction and Purpose
Methodist Children's Homes of Mississippi, Inc. (MCH) seeks proposals from qualified firms or individuals to
provide comprehensive grant administration and compliance services for Community Development Block Grant -
Coronavirus (CDBG-CV) funded projects. The selected Administrator will serve as a technical advisor and
compliance partner to MCH leadership and staff throughout procurement, implementation,
construction/renovation, reimbursement, monitoring, and closeout.
The purpose of this procurement is to secure specialized expertise in HUD/CDBG-CV requirements, federal
procurement, Davis-Bacon and Related Acts labor standards, Section 3, financial management, grant
documentation, reporting, monitoring preparation, and audit readiness.
Procurement Method. This solicitation is being conducted as a competitive proposal procurement for professional
services in accordance with 2 CFR Part 200 and State of Mississippi procurement laws and regulations, including
the procurement standards set forth at 2 CFR 200.317 through 200.327, as required, at Miss. Code Ann. 31-7-1,
et seq., and Miss. Code Ann. 27-104-7, and applicable regulations promulgated by the Mississippi Department of
Finance and Administration and the Public Procurement Review Board Office of Personal Service Contract Review.
This solicitation is also being conducted in accordance with applicable CDBG-CV requirements.
Section 3 Requirements. This project is funded in whole or in part with CDBG-CV funds and is subject to Section 3
of the Housing and Urban Development Act of 1968, as amended (12 U.S.C. 1701u), and 24 CFR Part 75. The
successful proposer shall comply with all applicable Section 3 requirements and cooperate with MCH in meeting
its Section 3 obligations.
2. Grants Covered
This RFP covers the four-grant CDBG-CV portfolio listed below. The fourth grant, the Trauma-Informed Transitional
Living Program, has received award notification but remains subject to final subgrant agreement execution and
Governor signature. MCH reserves the right to adjust, narrow, postpone, or cancel the scope related to the fourth
grant if the final executed agreement is not received or differs materially from the anticipated award.
Grant Project / Award Amount Status
1137-25-952-CV-01 Mental
1 Health Clinic Revitalization $824,121.89 Fully awarded / under contract
Grant
1137-25-952-CV-02 Therapeutic
2 $988,872.72 Fully awarded / under contract
Residential Facilities Grant
1137-25-952-CV-03 Healing Arts
3 $988,488.42 Fully awarded / under contract
Program
Award notification received; final
Trauma-Informed Transitional
4 $574,226.30 subgrant agreement / Governor
Living Program
signature pending
Subject to final executed
Total Grant Portfolio Covered by This RFP $3,375,709.33
grant agreements
Fourth Grant Planning Detail: Trauma-Informed Transitional Living Program
The fourth grant adds the Trauma-Informed Transitional Living Program, with an anticipated award of $574,226.30.
The program should be tracked through Account #4 / Transitional Living Account with a separate grant file,
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procurement file, inventory ledger, reimbursement file, bank account/debit card controls, and general ledger
project code.
Fourth Grant Budget Category Amount
Furnishings and Equipment $191,462.45
Infrastructure & Safety Enhancements $93,800.00
Staffing $124,150.00
Trauma-Informed Design and Procurement $60,000.00
Indirect Cost $68,911.87
Maintenance $8,557.87
HUD Administrator $27,344.11
Total $574,226.30
* Infrastructure and safety enhancements total $93,800 and include front doors, lighting, paint, and solar privacy
window treatments.
* Furnishings and equipment total $191,462.45 and include transitional living furnishings, workforce simulation
equipment, CNA/healthcare lab equipment, cosmetology/barbering lab equipment, housekeeping/custodial
equipment, food service training equipment, commercial driving simulation equipment, and related
installation/shipping.
* Technology/simulation items identified within furnishings/equipment total $50,914.60 and should be tracked
for inventory and asset purposes.
* Sensory-related items identified within furnishings/equipment total $5,674.83 and should be tracked as a
subcategory unless the pass-through agency later issues a revised budget line.
* Staffing totals $124,150 for a Life Skills Coordinator and Workforce Readiness Coordinator. These are employee
positions and should be handled through MCH HR procedures rather than through vendor procurement.
3. Requested Services
The selected Administrator shall provide services as requested by MCH. Services may include, but are not limited
to, the following:
Program Management and Implementation Support
* Develop and maintain a consolidated implementation workplan and timeline for each grant.
* Coordinate with MCH leadership, procurement staff, architects, engineers, contractors, grant monitors, and
other consultants.
* Identify compliance risks early and recommend practical corrective steps.
* Prepare status reports, meeting agendas, follow-up task lists, and grant implementation dashboards as
requested.
Federal Procurement Support
* Assist MCH in developing procurement plans, RFPs, RFQs, quote requests, bid packets, evaluation tools, and
procurement file checklists.
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* Review procurement documentation for consistency with applicable federal, state, local, and MCH
procurement requirements.
* Support cost/price analysis, independent cost estimates, responsiveness reviews, responsibility reviews, and
contract award documentation.
* Help maintain procurement records sufficient for monitoring and audit review.
Davis-Bacon and Related Acts Labor Standards Compliance
* Assist with Davis-Bacon applicability reviews and proper wage decision selection and documentation.
* Conduct or support pre-construction conferences addressing federal labor standards.
* Collect, review, and track weekly certified payrolls and Statements of Compliance from contractors and
subcontractors.
* Review classifications, wage rates, fringe benefits, apprentices/trainees, deductions, overtime, and payroll
completeness.
* Support employee interviews, discrepancy resolution, restitution tracking, and labor standards file
maintenance.
Section 3 Compliance
* Develop or update Section 3 implementation procedures and contractor guidance.
* Assist with Section 3 contract language, outreach documentation, contractor reporting, labor-hour tracking,
and related file maintenance.
* Assist MCH and contractors with documentation of labor hours, outreach to Section 3 workers and business
concerns, reporting, and good faith efforts where applicable.
Financial Management and Grant Accounting Support
* Support budget tracking by grant, activity, procurement, contract, and funding source.
* Assist with draw requests, reimbursement documentation, source documentation review, cost allowability,
cost allocation, and budget amendments as needed.
* Advise on internal controls, segregation of duties, documentation standards, and grant accounting procedures.
* Assist MCH in reconciling grant budgets, invoices, reimbursements, retainage, administrative costs, and
closeout balances.
Environmental Review, Reporting, Monitoring, and Closeout
* Coordinate with MCH and the pass-through agency regarding environmental review requirements and
documentation status.
* Prepare or support required progress reporting, performance reporting, and monitoring response materials.
* Organize grant files for onsite or desk monitoring reviews.
* Assist with corrective action responses and grant closeout documentation.
4. Administrative Budget / Pricing Guidance
MCH understands that the grant budgets include a 5% allowance for grant administration. For proposal purposes,
MCH is not stating or guaranteeing that the full administrative allowance will be available or paid to the selected
Administrator. Proposers should submit a clear, reasonable, and defensible fee proposal based on the actual
services required, anticipated level of effort, staffing plan, hourly rates, reimbursable expenses, and any proposed
not-to-exceed amount.
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Costs must be reasonable, necessary, allowable, allocable to the relevant grant-funded activity, adequately
documented, and consistent with the final contract and applicable grant requirements. MCH reserves the right to
negotiate scope and compensation before award.
Independent Cost Estimate. Prior to receipt of proposals, MCH will prepare and document an independent
estimate of the anticipated cost of the requested professional services in accordance with 2 CFR 200.324.
5. Term of Agreement and Contract Type
The initial term shall begin upon execution of a professional services agreement and continue through completion,
monitoring resolution, and closeout of the covered grants unless earlier terminated in accordance with the
agreement. If the fourth grant is not fully executed, MCH may remove that scope from the agreement without
penalty, subject to payment for properly authorized services already performed.
Contract Type. MCH anticipates awarding a professional services contract on a negotiated hourly rate with a not-
to-exceed amount. MCH reserves the right to negotiate the final scope of services, staffing, schedule,
compensation, and other contract terms with the highest-ranked proposer prior to contract execution.
6. Minimum Qualifications
* Demonstrated experience administering CDBG, CDBG-CV, CDBG-DR, HOME, ESG, or similar HUD-funded
programs.
* Experience with federal procurement standards, professional services procurement, construction
procurement, RFP/RFQ development, and procurement file documentation.
* Demonstrated Davis-Bacon and Related Acts labor standards experience, including weekly certified payroll
review and labor standards file maintenance.
* Demonstrated Section 3 compliance experience under HUD-funded housing/community development or
public construction projects.
* Experience supporting financial management, draw requests, reimbursement documentation, grant
accounting, monitoring, audit preparation, and closeout.
* Adequate staffing capacity to support multiple concurrent projects and strict compliance deadlines.
* Active registration in the System for Award Management (SAM.gov) at the time of contract award.
* Unique Entity Identifier (UEI).
* Ability to satisfy all applicable federal contract requirements contained in Appendix II to 2 CFR Part 200.
Insurance Requirements
The successful proposer shall maintain, at a minimum, Commercial General Liability Insurance, Professional
Liability / Errors and Omissions Insurance, and Workers' Compensation Insurance throughout the contract period.
7. Proposal Submission Requirements
* Cover letter signed by an authorized representative.
* Firm profile and primary point of contact.
* Narrative statement describing relevant HUD/CDBG/CDBG-CV experience.
* Proposed approach and workplan for the requested services.
* Staffing plan, resumes, role assignments, and availability.
* Descriptions of similar projects, including at least three references from comparable HUD or federally funded
projects completed within the past five years.
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* Fee proposal, including hourly rates, proposed not-to-exceed amount, reimbursable expenses, and
assumptions.
* Disclosure of any actual, potential, or perceived conflicts of interest.
* Required certifications and assurances, including debarment/suspension status and willingness to comply
with applicable federal contract provisions.
* Proof of current SAM registration and UEI.
* Certificate of insurance or evidence of insurability.
* Description of the firm's experience administering or complying with HUD Section 3 requirements, including
procedures for documenting labor hours, reporting, and outreach to Section 3 businesses and workers, where
applicable.
8. Evaluation Criteria
Criteria Points
Relevant HUD/CDBG Experience 30
Technical Approach / Work Plan 20
Key Personnel 20
Compliance Expertise (HUD/CDBG requirements, including
procurement, Davis-Bacon, Section 3, Uniform Guidance, and 20
financial management)
Cost 10
Total 100
Evaluation Committee
Proposals will be evaluated by an evaluation committee appointed by MCH. Each evaluator will independently
score proposals using the published evaluation criteria before committee discussion. MCH may request written
clarifications or conduct interviews with the highest-ranked firms if determined to be in the best interest of the
project.
Contract Negotiation
Following completion of the evaluation process, MCH intends to negotiate a final contract with the highest-ranked
proposer. If negotiations are unsuccessful, MCH reserves the right to terminate negotiations and begin negotiations
with the next highest-ranked proposer.
9. Anticipated Procurement Schedule
Milestone Date Responsibility
Finalize RFP Scope August 10-12 Gretchen
Compile Bidder List August 11-12 Brittany
Final Internal Review August 12 Gretchen & Scott
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Advertise RFP August 13 Brittany
Direct Solicitation Emails Sent August 13 Brittany
Question Period Opens August 13 Brittany
Questions Due August 21, 5:00 PM Vendors
Responses Issued August 26 Gretchen
Proposal Deadline September 11, 2:00 PM Vendors
Administrative Review September 14-15 Brittany
Evaluation Committee Review September 16-18 Gretchen, Scott, Brittany
Reference Checks September 21-22 Brittany
Interviews (if needed) September 23-24 Evaluation Committee
Evaluation Recommendation September 25 Evaluation Committee
Notice of Intent to Award September 28 Gretchen
Contract Negotiations September 28-October 2 Gretchen & Scott
Contract Execution October 2 Gretchen
Notice to Proceed October 5 MCH
Proposals shall remain valid for a period of ninety (90) calendar days following the proposal submission deadline.
Late proposals will not be considered and will be returned unopened or rejected.
10. Reservation of Rights
* MCH reserves the right to reject any or all proposals, waive informalities, request clarification, conduct
interviews, negotiate scope and price, and award the contract in the best interest of MCH and the grant-funded
projects.
* Issuance of this RFP does not commit MCH to award a contract or pay costs incurred in preparing a proposal.
* Any award is contingent upon availability of funds, final grant approvals, monitor/pass-through agency review
as applicable, and successful contract negotiation.
* MCH may cancel, revise, or reissue this RFP if necessary to comply with applicable grant or procurement
requirements.
11. Conflict of Interest
No employee, officer, board member, agent, consultant, or other representative of MCH who participates in the
selection, award, or administration of this contract may participate where a real or apparent conflict of interest
exists, in accordance with 2 CFR 200.318(c). All proposers shall disclose any actual, potential, or perceived
conflicts of interest within their proposals.
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12. Required Contract Compliance Provisions
The resulting professional services agreement shall include all applicable federal, state, local, pass-through
agency, and MCH contract provisions. The resulting contract shall incorporate all applicable federal contract
provisions required by Appendix II to 2 CFR Part 200, as applicable, including but not limited to:
* Termination for cause and convenience.
* Equal Employment Opportunity.
* Davis-Bacon Act, where applicable.
* Contract Work Hours and Safety Standards Act, where applicable.
* Rights to Inventions, if applicable.
* Clean Air Act and Federal Water Pollution Control Act, if applicable.
* Debarment and Suspension.
* Byrd Anti-Lobbying Amendment.
* Access to Records.
* Procurement of Recovered Materials, if applicable.
* Section 3 of the Housing and Urban Development Act of 1968, as amended, and 24 CFR Part 75, where
applicable.
13. Record Retention
The selected contractor shall maintain all records related to this contract in accordance with 2 CFR 200.334 and
shall make such records available to MCH, HUD, the Mississippi Development Authority, the Comptroller General
of the United States, and other authorized representatives upon request.
14. Protest Procedures
Any protest arising from this procurement shall be submitted and resolved in accordance with MCH's adopted
procurement policies and applicable federal procurement requirements.
15. Geographic Preference
No geographic preference shall be used in the evaluation of proposals except where expressly permitted by
applicable federal law.
16. Sources for Regulatory Framework
* 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards, including procurement standards at 2 CFR 200.317-200.327.
* 24 CFR Part 75, Economic Opportunities for Low- and Very Low-Income Persons, commonly referred to as
Section 3.
* U.S. Department of Labor Davis-Bacon and Related Acts regulations and Form WH-347 certified payroll
guidance.
* Applicable CDBG-CV grant agreements, pass-through agency guidance, monitoring instructions, and MCH
procurement policies.
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