Request for Qualification Statements - CDBG Community Enterprise Grant - Administrator

Bid Postings • Request for Qualification Statements - CDBG C Skip to Main Content Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In City Government Our Community Doing Business Just Visiting How Do I Search Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Request for Qualification Statements - CDBG Community Enterprise Grant - Administrator Category: Economic Development Status: Closed Description: CITY OF BELFAST, MAINE REQUEST FOR QUALIFICATION STATEMENTS COMMUNITY DEVELOPMENT BLOCK GRANT COMMUNITY ENTERPRISE GRANT ADMINISTRATOR 1. PURPOSE OF THIS REQUEST In May of 2025, the City of Belfast was awarded a Community Development Block Grant Community Enterprise Grant (CDBG CE) in the amount of $100,000. The City will utilize this CDBG CE funding to develop and implement a façade improvement program that will provide subgrants to be used to improve façades of commercial spaces currently occupied by Belfast businesses (either for-profit or non-profit businesses), and/or to improve façades of commercial spaces that are currently unoccupied but possess the potential to attract new businesses once improved. The City of Belfast now seeks a qualified individual or firm to serve as an Administrator for this grant. This Administrator will work various individuals and entities, including but not limited to, the selected subgrant recipients, the City’s CDBG CEG Community Development Advisory Committee, the City’s In-Town Design Review Committee, the City’s Planning Board, the City’s Economic Development Director, the City’s Planner, and the Maine Office of Community Development’s Development Program Manager, to carry out the specific activities of this grant. The City anticipates that four façade projects will be chosen to receive 2025 CDBG CE funding and will therefore require the Administrator to perform the scope of services for each of them. In addition, the Administrator will also be required to allow for the performance of the required scope of services for up to two additional façade projects, only in the event that one or two of the four façade projects withdraws or is removed from the façade improvement program. The scope of services to be performed for each façade project (whether it being one of the four originally selected façade projects or a replacement façade project) is expected to be completed no later than the anticipated grant contract end date of June 30th, 2027. A lump sum of $10,000, taken from out of the total grant amount of $100,000, has been allocated to compensate the Administrator for performing the required scope of services. The Administrator will be paid by the City periodically during the duration of the project on a percentage completed basis, with a maximum of four payments being made. 2. REQUIRED SCOPE OF SERVICES TO BE PERFORMED The following is the scope of services that the individual or firm chosen as the Administrator will be required to perform. Some of these services will be performed exclusively by the Administrator, while others will be performed in conjunction with one or more of the aforementioned individuals and/or entities: 2.1. CDBG CE Community Development Advisory Committee assistance activities: 2.1.1. Manage program’s public participation and outreach efforts 2.1.2. Advise regarding selected projects 2.2. Project development phase (phase II) activities for all selected projects: 2.2.1. Environmental review 2.2.2. Historic preservation review 2.3. Project implementation phase (phase III) activities for all selected projects: 2.3.1. Prepare/develop bid package, including ensuring compliance with all relevant procurement regulations 2.3.2. Obtain wage determinations 2.3.3. Respond to bid package questions 2.3.4. Manage bid openings 2.3.5. Evaluate bids 2.3.6. Perform contract negotiations, if applicable 2.3.7. Prepare bid award recommendations 2.3.8. Conduct pre-construction conferences 2.3.9. Conduct Davis-Bacon wage compliance interviews, if applicable 2.3.10. Track all financial transactions 2.3.11. Monitor all construction activities and record progress 2.3.12. Ensure ongoing contractor compliance with all relevant CDBG regulations 2.3.13. Prepare reimbursement requests and process contractor invoices for payment 2.3.14. Maintain project files, including but not limited to: project progress; financial accounting and management; purchasing and procurement; and program benefit; a version of the comprehensive project file will be produced in Adobe Portable Document Format (pdf) 2.4. Post-implementation activities: 2.4.1. Complete grant close-out and beneficiary forms 2.4.1. Assist with coordination of program audit 3. QUALIFICATION STATEMENT FORMAT, EVALUATION FACTORS Interested individuals or firms are instructed to follow the format by providing a cover letter and responding to each of the three numbered (3.1-3.3) evaluation factors listed below; the percentage weight for each evaluation factor follows. Statements that do not follow this format, or do not contain the requested information, may be considered unresponsive statements and not be considered by the City of Belfast. There is a maximum limit of sixteen pages; this limit applies to the entirety of the qualification statement, whether it is the cover letter, insurance documentation, responses to the evaluation factors, appendices, tables, resumes, or any other supporting documents. While we are not requiring any minimum or maximum font size, spacing, or margins, we strongly encourage you to consider readability when preparing your qualification statement. Cover letter: the individual’s or firm’s qualification statement shall be preceded by a cover letter expressing the individual’s or firm’s interest in working with the selected subgrant recipients, the City’s CDBG CE Community Advisory Committee, City personnel, and other relevant individuals or entities. The individual or firm shall affirm that they will meet all requirements of the CDBG program. This letter should be signed by the individual or by an officer of the firm that is authorized to bind the individual or the firm to all statements made in the qualification statement and shall include the name, email address, and phone number of the individual or the person(s) to contact. (This evaluation factor is a threshold and will not be scored.) Insurance: the individual or firm will either: 1) provide a copy of the coverage declarations page of any existing professional errors and omissions liability insurance that it may have as of the date of submission; or 2) include a statement as to the viability of obtaining a cost-effective policy which could name the City of Belfast as an additional insured. (This evaluation factor is a threshold and will not be scored.) 3.1: Experience and qualifications: the individual or firm will provide resumes or other sufficient descriptions of qualifications for all personnel anticipated to be involved to any significant degree in the administration of the grant, with particular emphasis on a working knowledge of federal, state, and/or local regulations and procedures related to the CDBG program. An individual or firm is not required to be/have a Certified CDBG Administrator. Knowledge of the Davis-Bacon Act and its related requirements is encouraged/preferred. Additionally, the individual or firm will provide a list of its recent (within the last five years) and current grant administration projects, highlighting any CDBG projects. For each project, the individual or firm shall include the following information: project start and end dates; current status of project; outputs, outcomes, and results from the project; services performed; and the name of the client and their contact information (for reference verification purposes). (This evaluation factor is worth 40% of an individual’s or a firm’s qualification statement score.) 3.2: Local knowledge: the individual or firm will demonstrate its familiarity with 1) the community of Belfast and its stakeholders; 2) the City’s recent economic and community development-related efforts; and 3) the City’s recent efforts in securing grant funding, both from CDBG and other sources. (This evaluation factor is worth 10% of an individual’s or a firm’s qualification statement score.) 3.3: Approach: the individual or firm will describe the approach to be taken toward completion of each of the four major tasks (2.1-2.4) outlined above in the scope of services to be performed and an explanation of any proposed variations to the work program. The individual or firm will individually address each of the four major tasks (CDBG CE Community Development Advisory Committee assistance activities, project development phase (phase II) activities for all selected projects, project implementation phase (phase III) activities for all selected projects, and post-implementation activities). (This evaluation factor is worth 50% of an individual’s or a firm’s qualification statement score.) 4. QUESTIONS REGARDING THIS REQUEST Any and all questions regarding this request must be emailed to by 3:00 p.m. Eastern Standard Time on Monday, October 27, 2025 , to be answered. All questions submitted by this deadline will be answered and posted on the City’s website at www.cityofbelfast.org/facade by 3:00 p.m. Eastern Standard Time on Thursday, October 30, 2025. 5. SUBMISSION DEADLINE AND REQUIREMENTS Firms or individuals who wish to have their qualification statements considered must follow these submission requirements: 5.1: The firm or individual will email their qualification statement by 3:00 p.m. eastern standard time on Monday, November 10, 2025 to the following email address: 5.2: All submissions will become the property of the City of Belfast and no materials will be returned. The City of Belfast reserves the right to accept or reject any or all qualification statements, and further reserves the