Federal Grant Compliance Consulting

1 REQUEST FOR EXPRESSIONS OF INTEREST FEDERAL GRANT COMPLIANCE CONSULTING Issued: August 23, 2021 Andy Wood Finance Director 2 Table of Contents SECTION ONE: GENERAL INFORMATION .................................................................................................... 3 1.1. Purpose: ............................................................................................................................................ 3 1.2. Background: ...................................................................................................................................... 3 1.3. City Governance: ............................................................................................................................... 3 SECTION TWO: SCOPE OF SERVICES ............................................................................................................ 4 2.1. Expectations:

..................................................................................................................................... 4 2.2. Timeline: ........................................................................................................................................... 4 SECTION THREE: INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS ...................................................... 4 3.1. The Proposal: .................................................................................................................................... 4 3.2. Questions About the Solicitation: ..................................................................................................... 4 3.3. Submission of Proposal: .................................................................................................................... 5 3.4. Qualifications, Experience, and Past Performance: .......................................................................... 5 SECTION FOUR: PROPOSAL EVALUATION ................................................................................................... 5 4.1. Evaluation Committee: ..................................................................................................................... 5 SECTION FIVE: SCHEDULE OF EVENTS .......................................................................................................... 6 3 SECTION ONE: GENERAL INFORMATION 1.1. Purpose: The City of Charleston, West Virginia, is soliciting Expressions of Interest (EOI or Proposals) from qualified accounting and/or grant management firms to provide federal grant compliance services related to the Citys allocation under the American Rescue Plan Act Coronavirus State and Local Fiscal Recovery Fund. 1.2. Background: The American Rescue Plan (ARP) is one of the largest pieces of spending legislation ever passed by the U.S. Congress. The legislations $1.9 trillion touches almost every market and social cross-section of the American economy. The main thrust behind the legislation is centered around economic recovery, but many infrastructure and social safety net projects and programs are a key focus of the legislation, as well. The Coronavirus State and Local Fiscal Recovery Funds (SLFRF) provide a substantial infusion of resources to help turn the tide on the pandemic, address its economic fallout, and lay the foundation for a strong and equitable recovery. The funding objectives are: Support urgent COVID-19 response efforts to continue to decrease spread of the virus and bring the pandemic under control Replace lost revenue for eligible state, local, territorial, and Tribal governments to strengthen support for vital public services and help retain jobs Support immediate economic stabilization for households and businesses Address systemic public health and economic challenges that have contributed to the inequal impact of the pandemic The City of Charlestons allocation under the Act is $36,801,358.00 1.3. City Governance: The City has established a special advisory committee of City Council with the directive to establish a framework budget for the use of funds to be presented to the full City Council. The committee is made up of the mayor and 10 councilmembers. The City, at the direction of the West Virginia State Auditors Office, has established a special revenue fund and separate bank account to receive and expend the funds related from the SLFRF. 4 The Citys special revenue fund will be allocated and expended pursuant to the approved budget recommended by the special advisory committee and approved by City Council. SECTION TWO: SCOPE OF SERVICES 2.1. Expectations: The City recognizes the unprecedented size of the allocation coming to Charleston and is cognizant of the importance of proper grant management and compliance. The selected firm will be a part of a team that includes internal finance staff, outside legal counsel, and community partners. The firm will be responsible for assisting with eligibility determinations, grant distribution, monitoring (internal and sub-recipient), and reporting. The firm will ensure procedures for management of the SLFRF follow the Treasury rules and the applicable provisions of the Uniform Guidance. 2.2. Timeline: The SLFRF must be obligated by December 31, 2024 and fully expended through December 31, 2026. It is anticipated that the selected firm will be engaged through the obligation deadline with possible extension as funds are expended. SECTION THREE: INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS 3.1. The Proposal: Proposals should be prepared simply and economically, providing straightforward, concise descriptions of the firms capabilities to satisfy the Citys service needs. Emphasis should be placed on completeness and clarity of content. Ownership of all data, materials, and documentation originated and prepared for the City pursuant to this solicitation will belong to the City and subject to the West Virginia Freedom of Information Act, unless the content is proprietary in nature such that it is excluded from production. All pages or sections of submitted documents considered by the firm to be proprietary in nature should be clearly labeled. 3.2. Questions About the Solicitation: All questions must be transmitted according to established deadlines to Ms. Jamie Bowles, Purchasing Director, by emailing Jamie.Bowles@cityofcharleston.org. mailto:Jamie.Bowles@cityofcharleston.org 5 3.3. Submission of Proposal: All proposals must be submitted in writing and in electronic format as a PDF file readable with Adobe Acrobat software. Proposals must be transmitted according to established deadlines to Ms. Jamie Bowles, Purchasing Director, by emailing Jamie.Bowles@cityofcharleston.org. 3.4. Qualifications, Experience, and Past Performance: Firms should provide information regarding its employees, such as staff qualifications and experience in completing similar services including past projects involving grant management and compliance; copies or descriptions of any staff certifications or degrees applicable to this solicitation; proposed staffing plan; and proposed fee arrangement. SECTION FOUR: PROPOSAL EVALUATION 4.1. Evaluation Committee: All proposals will be reviewed by an Evaluation Committee, which will consider the statements of qualifications and performance data and other material submitted by the interested firms. The City of Charleston will evaluate the firms that have been determined most qualified and economical and able to perform the desired services. The evaluation criteria are based on a 50-point total score: Evaluation Criteria Experience & Qualifications.35 pts Professional competence Timeline References Experience providing services to comparable entities Cost15 pts mailto:Jamie.Bowles@cityofcharleston.org 6 SECTION FIVE: SCHEDULE OF EVENTS Release of the EOI ............................................................................................................. 8/23/21 Written Questions Submission Deadline ................................................. 9/08/21, 4:00 PM (EDT) Addendum ........................................................................................................................ 9/10/21 Expressions of Interest Due Date .................................................. 9/17/2021, 4:00 PM (EDT) Scoring of Proposals ........................................................................................... Week of 9/20/21 Contract Award by City Council .................................................................................. 10/04/2021 NOTE: This schedule is subject to change. Please visit the following City website for updates: https://charlestonwv.gov/bids-purchasing/current-bids https://charlestonwv.gov/bids-purchasing/current-bids