CDBG-DR AND CDBG-MIT GRANT ADMINISTRATION

TAYLOR COUNTY BOARD OF
COMMISSIONERS
(Taylor County BOCC)
REQUEST FOR PROPOSAL
CDBG-DR AND CDBG-MIT GRANT ADMINISTRATION
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TAYLOR COUNTY, FLORIDA
GRANT ADMINISTRATION
REQUEST FOR PROPOSAL
Taylor County, Florida is requesting qualifications from qualified individuals or firms to provide grant
administration services for the County's Community Development Block Grant Disaster Recovery (CDBG-
DR) and/or Mitigation (CDBG-MIT) contract number(s):
I0183 in the amount of $2,500,000 (Mitigation-Critical Facility Hardening, DMH)
MS045 in the amount of $1,050,000 (2023-24 Storms IRP- Steinhatchee Roads paving project)
MS047 in the amount of $4,969,425 (2023-24 Storms IRP- TC Emergency Shelter project)
The projects are funded by the State of Florida, Department of Commerce, Community Development
Block Grant Disaster Recovery (CDBG-DR) and Mitigation (CDBG-MIT) programs.
Grant Administration services shall include but not be limited to the following Scope of Work for this
Request for Proposal for Grant Administration Services:
SCOPE:
Attendance at the Project Monitoring Visits conducted by Florida Commerce as well as the Completion
of all Required Reports
Prepare Project Amendments
Prepare all required advertisements
Participate in all State and/or Federal Monitoring visits
Prepare the monthly, quarterly or grant close out status reports for the project
Participate in bi-weekly conference calls with Florida Commerce
Prepare the Preliminary Contract and Final close-out documents for the project
Project Administration/Financial Supervisor
Create and maintain an independent set of financial records for the project
Prepare all Request for Funds for the project
Coordinate 504 (handicapped accessibility) requirements with the County.
Carry out required quarterly Fair Housing activities
Coordinate with the State on any new and/or additional program requirements
Community Coordination
Meet with the Board of Commissioners and County on a regular basis to keep the project
progressing smoothly
Coordination with FloridaCommerce Staff
Maintain continuous telephone and written coordination with State staff to ensure smooth flow
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of the project through the state system
Walk any required amendments and approvals through the State to ensure quick approval
Prepare the Environmental Review
Carry out the HUD Environmental Review, including all required mail-outs
Prepare the Advertising required as part of the Environmental Review process
Coordination with the Project Architect and/or Engineer and Contractor
Coordinate with the architect and/or engineer on all Federal and State requirements associated
with the project
Participate in the Pre-bid conference for the project
Obtain contractor approval from Florida Commerce
Coordinate the Pre-construction conference with the project architect and/or engineer
Review contractor package for grant information completion
Insure "Notice to Proceed" is issued to the contractor
Conduct required Employee Interviews
Review and approve contractor payroll requests along with the architect and/or engineer
Review and recommend approval of all change orders as they relate to State contract compliance
GOVERNING FEDERAL REGULATIONS/STATE STATUTES/RULES LOCAL
Procurement and contracting for all services shall conform to CDBG guidelines as well as the state
statutes, state rule and federal regulations including 2 CFR, Part 200, Appendix II of Part 200, OMB
Circular A-102, attachment O; s. 255.0525 and 287.055 Florida Statutes, Rule 73C-23 Florida
Administrative Code.
To ensure compliance with 2 CFR 200.320 proposers for the RFP are to include pricing within the
submittals. Once the Taylor County BOCC's ranking committee establishes the most qualified individual
or firm, the Taylor County BOCC will negotiate the price and profit with the selected individual or firm.
All records shall be maintained in accordance with state and federal CDBG requirements.
SOLICITATIONS
To maximize competition, the Taylor County BOCC is advertising this RFP in the Tallahassee Democrat, a
Metrolpolitan Statistical Area (MSA) newspaper, the and will also be emailed to the County's Minority
and Women Business Enterprise list as updated from the Florida Office of Supplier Diversity. The
solicitation will also be posted on the County's website at www.taylorcountygov.com. .
SUBMITTAL PARAMETERS AND DISQUALIFICATION
Proposals will be publicly opened on June 1, 2026 at 6:10 or as soon thereafter at a regularly scheduled
Board of Commissioners meeting. Proposers shall submit one (1) signed original and three (3) complete
copies of the package. All submissions shall be sealed, and clearly marked with the "CDBG-DR and
CDBG-MIT Grant Administration Project" and delivered to the Clerk of Courts, 1st Floor Courthouse , 108
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North Jefferson Street, Suite 102, Perry, Florida 32347 no later than May 29, 2026 at 4:00 p.m. The
Respondent's name and mailing address MUST be clearly marked on the outside of the proposal
envelope. Proposals must be clear, concise, and specific. To facilitate effective evaluation by the County,
proposals shall be limited to 70 pages, excluding sectional dividers, and front and back covers. Proposals
which exceed this length will be considered non-responsive and will not be evaluated.
Proposals are due and must be received by the due date outlined in this RFP. Responses/qualifications
proposals received later than the date and time specified will be deemed non-responsive and will not be
considered. The Taylor County BOCC will not be responsible for the late delivery of any
proposals that are incorrectly addressed, delivered in person, by mail, or any other type of delivery
service.
Responses/qualifications proposals must be signed by an individual of the respondent's organization
legally authorized to commit the respondent's organization to the performance of the product(s) and/or
service(s) contemplated by this document.
The Taylor County Board of County Commissioners reserves the right to accept or reject any or all
qualifications proposals or any parts thereof; and the award; if an award is made, will be made to the
most responsible firm with the best qualifications proposal whose proposal and qualifications indicate
that the award will be in the best interest of Taylor County and reserves the right to waive irregularities
in the RFP responses.
PROPOSAL REQUIREMENTS
The following information shall be submitted in all responses in the format as specified herein. Failure
to submit the requested information in this format may result in a reduction of the evaluation points
assigned to your proposal and possibly rejection of the entire submittal.
SECTION A
COVER LETTER/LETTER OF INTEREST
Letter of interest including reference to this solicitation. (2 pages maximum)
SECTION B
Company Information:
The Proposer shall provide the following information about their firm and any proposed sub-contractors:
1) Name of firm and parent company, if any.
2) Name of firm's principal business.
3) Name, address, phone number of person to receive notification and to reply to County inquiries.
Company Experience:
Firm Experience - The Proposer shall provide the total number of years of experience with administering
projects through the Community Development Block Grant (CDBG) Program and similar municipal
projects, as well as a list of CDBG and similar municipal projects successfully implemented by the firm.
Staff Experience: The Proposer shall provide a one (1) page resume of each of the key personnel that
may perform work under this contract, including educational background, academic degrees,
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professional associations, job title, responsibilities, type of work performed, years of experience, and
experience on similar projects to that requested herein.
SECTION C
Proposer Project Approach and Project Management -RFP
The Proposer shall provide a comprehensive narrative statement of each project to include:
1. The anticipated project timeline;
2. Tasks to be performed including the staff member responsible for the tasks;
3. Project management and quality control methods including scheduling, monitoring, and reporting;
4. The firm's capability to commit staff to the project, staff availability for the project, and the ability to
complete the required services in a timely manner; and the maximum number of staff hours to be
extended on the project.
SECTION D
References
The Proposer shall submit a minimum of five (5) references from other client communities (which the
County will evaluate for the degree of performance quality) of CDBG or similar government project
contracts awarded to your firm during the last five (5) years to include the awarding entity and contact
information; amount of grant; grant program and category; grant work description; the Grant
Administrator responsibilities; completion period; and whether work was completed satisfactorily and
on time. Proposer shall include the client community name, current contact person, email, and phone
number. The County anticipates contacting each reference provided. If the current contact person and
their current contact information are not provided, the reference will not be considered.
SECTION E
Fee Schedule:
Per 2 CFR 200.320, a fee, fee schedule, or price are to be provided with the proposal. The Taylor County
BOCC will negotiate the fee, including profit with the Proposer determined by the ranking committee to
be most qualified.
SECTION F
Forms (attached)
Non-Collusion Affidavit of Prime Proposer Certification, Drug-Free Workplace Certification, Insurance
Certification, Indemnification, Public Entities Crime Statement, Contracting with M/WBE, Access to and
Retention of Records, E-Verify, Domestic Preference, Sam.Gov Registration and Excluded Parties,
Conflicts of Interest, Section 3, and Appendix II, 2 CFR 200. In addition, provide respondents' licenses (if
applicable), W9, insurance certificates, and MBE/WBE certificate (if applicable). MBE/WBE certification
will not be considered if a copy of the official certificate is not included.
This Space Left Blank Intentionally
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EVALUATION
EVALUATION METHODS AND CRITERIA
Proposals for grant Administration services will be evaluated by a selection committee utilizing the
following scoring criteria:
Evaluation Criteria Score
1. KNOWLEDGE OF STATE AND FEDERAL REGULATIONS GOVERNING Up to 20 Points
THE CDBG PROGRAM AS WELL AS OTHER GRANT PROGRAMS
2. EXPERIENCE WITH CDBG FUNDED PROJECTS Up to 20 Points
3. PROPOSED APPROACH TO ADMINISTRATION OF THE GRANT Up to 20 Points
INCLUDING AN OUTLINE OF THE PROPOSED TASKS TO BE
PERFORMED
4. THE QUALITY OF RESPONSES FROM CLIENT REFERENCES Up to 10 Points
PROVIDED FROM OTHER COMMUNITIES
5. MBE/WBE/DBE OR VETERAN OWNED BUSINESS AND Up to 10 Points
DOCUMENTATION OF CERTIFICATION
6. FEE OR PROPOSED FEE BASIS Up to 20 Points
The Taylor County BOCC shall be the sole judge of the best interests of the County, the submission and
the resulting negotiated agreement.
SELECTION PROCESS
The evaluation committee will be comprised of members who will be responsible for evaluating and
ranking the qualifications proposals submitted by all of the respondents regarding this RFP in accordance
with the criteria contained in this RFP. The evaluation committee will evaluate the qualifications
proposals and may require some or all of the respondents to provide additional information at a later
date in the form of an interview/presentation. The evaluation committee will make its recommendation
to County Commission for award and execution of a contract. The County reserves the right to reject
any and all responses, or portions thereof, received as a result of this request, as may be deemed to be
in the best interest of Taylor County. The County Commission further retains the right to waive any
irregularities of any submission. They shall make its selection in accordance with Florida laws and the
Taylor County Codes, Ordinances, and Adopted Policies.
CONTRACT AWARDS
The County anticipates awarding a Grant Administration Services contract for the project outlined in this
RFP solicitation. Any contracts, if awarded pursuant to this RFP, shall be subject to the limitations and
restrictions described therein. The proposer understands that this RFP does not constitute an agreement
or a contract with the County. An official contract or agreement is not binding until the submission is
reviewed and accepted by County Commission and executed by all parties.
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ANTICIPATED RFP TIMELINE
Advertisement Date: May 15, 2026
Proposals due: May 29, 2026 by 4:00 p.m.
Evaluation and ranking of firms: June 4, 2026
Interviews/Presentations (if necessary): June 16, 2026
Approval by the Taylor County BOCC Council:
ADDITIONAL TERMS AND CONDITIONS
1) Information or Clarification
Qualifications proposers are urged to promptly review the Solicitation Definitions Addendum as well as
the requirements of all solicitation specifications and submit questions to LaWanda Pemberton, County
Administrator at LPemberton@tylorcountygov.com or 850-843-5381. All questions will be answered up to
three (3) business days prior to the opening of the proposals and emailed to all interested parties and
potential Proposers. Otherwise, this will be construed as acceptance by the qualifications proposers
that the intent of the specifications is clear and that competitive responses may be obtained as specified
herein. Protests with regard to specification documents shall not be considered after qualifications
proposals are opened. All addenda to the RFP will be posted online at www.taylorcountygov.com a minimum
of three day in advance of the Proposal submission deadline.
2) Development Costs
Neither the County nor its representatives shall be liable for any expenses incurred in connection with
the preparation of a response to this solicitation. Respondents should prepare their submittals simply
and economically, providing a straightforward and concise description of the respondent's ability to
meet the requirements of the solicitation.
3) Solicitation Response
All responses shall become the property of the Taylor County Board of County Commissioners. The
County, at its discretion, reserves the right to waive minor informalities or irregularities in any response,
to reject any and all responses, in whole or in part, with or without cause, and to accept that response,
if any, which in its judgment will be in its best interest.
4) Equal Opportunity
The County recognizes fair and open competition as a basic tenet of public procurement and qualified
MBE's, DBE, WBE's and Veterans owned businesses are encouraged to submit proposals.
5) Public Records Requirement
The Grant Administrator is required to keep and maintain public records that ordinarily and necessarily
would be required by the County in order to perform the service sought herein. Each Grant
Administration firm the County contracts with is required to provide the public with access to public
records on the same terms and conditions that the County would provide the records and at a cost that
does not exceed the cost provided in Ch. 119.07 et seq, Fla. Stat. or as otherwise provided by law. The
Grant Administration firm the Taylor County BOCC contracts with must ensure that public records that
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are exempt or confidential and exempt from public records disclosure requirements are not disclosed
except as authorized by law and must meet all requirements for retaining public records and transfer, at
no cost, to the Taylor County BOCC all public records in possession of the contracted firm upon
termination of the contract and destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. All records stored electronically must be provided
to the Taylor County BOCC in a format that is compatible with the information technology systems of
the Taylor County BOCC.
6) Legal Requirements
Federal, State, County, and local laws ordinances, rules and regulations that in any manner affect the
item(s) covered herein are applicable to this solicitation. Lack of knowledge by the respondent will in
no way be cause for relief from responsibility.
GENERAL TERMS AND CONDITIONS
Successful qualifications proposers shall comply with all laws, ordinances, rules, orders, and regulations
relating to the performance of the services. In the event of any legal action , the legal venue is
exclusively Taylor County, Florida.
ACCEPTANCE AND WARRANTY: Neither the final certificate of payment nor any provision in this
document, or partial or complete use of the project by the Taylor County BOCC shall constitute an
acceptance of work not done in accordance with the contract document or relieve the Grant
Administrator of liability in respect to any expressed or implied warranties or responsibilities for faulty
material or workmanship. The Grant Administrator shall remedy any defects and pay for any damages
resulting there from which appear within a period of one year after final acceptance of the work unless
otherwise stated in the specifications herein.
ADDENDUMS: If it becomes necessary to revise or amend any part of this document, an addendum
will be issued. It shall be the sole responsibility of the qualifications proposers to check the County
website at www.taylorcountygov.com to ensure that all available information has been received prior to
submitting qualifications proposals.
ASSIGNMENT: Awarded Firms shall not assign this contract, as a whole or in part, or any monies due
hereunder, without the written consent of the Taylor County BOCC.
CHANGE ORDERS: The signed contract serves to define the terms and conditions for the services, work
or project as described in the RFP and contract documents. A Change Order shall be considered a written
order to the Grant Administrator upon approval and execution by the Taylor County BOCC authorizing
a change in the work or an adjustment in the contract price or the contract time.
CONTACT INFORMATION: LaWanda Pemberton, County Administrator a 850-843-5381 or at t
LPemberton@taylorcountygov.com. Any interpretation, clarification, correction or change to this document
will be made by written addendum issued by the County and provided to firms that contacted the Taylor
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County BOCC and requested the RFP, or that contacted the Taylor County BOCC and inquired about the
RFP. Any oral or other type of communication concerning this document shall not be binding.
Respondents to this solicitation or persons acting on their behalf may not contact, between the release
of the solicitation and the end of the 72-hour period following the Taylor County BOCC posting the notice
of staff recommendation, excluding Saturdays, Sundays, and state holidays, any employee or official of
the Taylor County BOCC concerning any aspect of this solicitation, except in writing to the purchasing
agent or as provided in the solicitation documents. Violation of this provision may be grounds for
rejecting a response.
COPYRIGHTS:
1) If awarded a contract, the Grant Administrator agrees that the work requested herein is "work
for hire" and shall irrevocably transfer, assign, set over, and convey to the Taylor County BOCC all right,
title, and interest, including sole exclusive and complete copyright interest, in any and all copyrightable
works created pursuant to the contract. The Grant Administrator further agrees to execute such
documents as the Taylor County BOCC may request to affect such transfer or assignment.
2) Further, the Grant Administrator agrees that the rights granted to the Taylor County BOCC by this
section are irrevocable. Notwithstanding anything else in this invitation, the Grant Administrator's
remedy in the event of termination of or dispute over any agreement entered into as a result of this
invitation shall not include any right to rescind, terminate or otherwise revoke or invalidate in any way
the rights conferred in this section. Similarly, no termination of any agreement entered into as a result
of this invitation shall have the effect of rescinding, terminating, or otherwise invalidating the rights
acquired pursuant to the provisions of this "Copyright" section.
3) The use of subcontractors or third parties in developing or creating input into any copyrightable
materials produced as part of any agreement entered into as a result of this invitation is prohibited
unless the Taylor County BOCC approves the use of subcontractors or third parties in writing in advance
and such subcontractors or third parties agree to include the provision of this section as part of any
contract they enter into with the Grant Administrator for work related to this contract.
4) If anything included in a deliverable limit the rights of the Taylor County BOCC to use the
information for its own internal use, the deliverable shall be considered defective and not acceptable.
DEFAULT: In any action brought by either party for the interpretation or enforcement of obligations of
either party, including appeals, the prevailing party shall be entitled to recover reasonable attorney fees,
court and other costs from the non-prevailing party, whether incurred before or at trial, on appeal, in
bankruptcy, or in post judgment collections. The legal venue is exclusively Taylor county, Florida.
DUE CARE AND DILIGENCE has been exercised in the preparation of this document and all information
contained herein is believed to be substantially correct; however, the responsibility for determining the
full extent of the service required rest solely with those making response. Neither the Taylor County
BOCC nor its representative shall be responsible for any error or omission in the responses submitted,
nor for the failure on the part of the respondents to determine the full extent of the exposures.
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EARLY TERMINATION: The Taylor County BOCC may, by written notice, terminate the contract in whole
or in part at any time, either for Taylor County BOCC's convenience or because of failure of Grant
Administrator to perform any material provision or portion of the services or project, including a failure
to pay vendors, suppliers, or sub-subcontractors as required and failure to undertake adequate safety
measures during the performance of the services or project. Upon receipt of such notice, services shall
be immediately discontinued (unless the notice directs otherwise) and all materials as may have been
accumulated in performance of the contract, whether completed or in process, shall be delivered to the
Taylor County BOCC. If the termination is for the convenience of the Taylor County BOCC, an equitable
adjustment in the contract price shall be made, but no amount shall be allowed for anticipated profit on
unperformed services. If the termination is due to failure to fulfill the Grant Administrator's obligations,
the Taylor County BOCC may take over the work and prosecute the same to completion by contract or
otherwise. In such case, the Grant Administrator shall be liable to the Taylor County BOCC for any
additional cost occasioned to the Taylor County BOCC thereby. If, after notice of termination for failure
to fulfill contract obligations, it is determined that Grant Administrator had not failed, the termination
shall be deemed to have been affected for the convenience of the Taylor County BOCC. In such event,
adjustment in the contract price shall be made as described in the first sentence of this paragraph.
EQUIPMENT: Grant Administrator will provide, at Grant Administrator's expense, all machinery,
equipment, tools, superintendence, labor, insurance, and all other accessories necessary to provide the
product(s) or service(s) in accordance with the description of the work described herein.
INDEPENDENT CONTRACTOR: The parties expressly recognize that the relationship between the Taylor
County BOCC and the Grant Administrator is that of independent contractors, and that neither the Grant
Administrator nor any of its agents or employees shall ever be considered as an agent or employee of
the Taylor County BOCC.
INSPECTION & CORRECTION OF WORK: All work done by the awarded Grant Administrator will be
monitored by an authorized designated Taylor County BOCC employee. A Grant Administrator shall
notify the designated person of completion of each cycle within twenty-four hours of such completion.
The designated contact person will then inspect the work and if they find it has not been done
satisfactorily, said work shall be promptly corrected by the Grant Administrator at the Grant
Administrator's expense.
INSURANCE REQUIREMENTS: Unless otherwise stated in the specifications, the following insurance
requirements must be met before delivery of goods and services:
Grant Administrator, upon its part, agrees to protect, indemnify, save harmless, and ensure the Taylor
County BOCC from any liability to any persons for injuries to the person, including homicide, or damage
to property, resulting from the acts or omissions of the Grant Administrator for performing its obligations
under this contract. The parties expressly recognize that the relationship between the Taylor County
BOCC and the Grant Administrator is that of independent contractors, and that neither Grant
Administrator, nor any of its agents or employees shall ever be considered to be an agent or employee
of the Taylor County BOCC. Grant Administrator shall obtain and maintain, at Grant Administrator's
expense, the following insurance and shall not commence work hereunder until such insurance is
obtained and approved by the Taylor County BOCC:
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