RFQ - GRANT ADMINISTRATION SERVICES - INFRASTRUCTURE IMPROVEMENTS

REQUEST FOR QUALIFICATIONS
GRANT ADMINISTRATION SERVICES FOR INFRASTRUCTURE IMPROVEMENTS
CITY OF BAXLEY, GEORGIA
Issue Date: April 20, 2026
Response Deadline: May 20, 2026 at 3:00 PM EST
1. PURPOSE
The City of Baxley, Georgia (the "City") is requesting Statements of Qualifications from
qualified firms to provide grant administration services for Federal and/or State grant
programs. These services may support infrastructure improvement projects funded
through programs such as Community Development Block Grant (CDBG), State Disaster
Recovery grants, and other applicable funding sources.
The selected firm(s) will be qualified to provide comprehensive grant administration, from
application preparation through project closeout. This RFQ establishes a pool of qualified
firms available for future grant-funded projects involving water system improvements,
sewer system improvements, stormwater drainage improvements, and related public
works infrastructure.
The City reserves the right to issue task orders or enter into specific project agreements
with selected firms as funding becomes available and projects are identified.
2. BACKGROUND
The City of Baxley seeks experienced grant administration firms to ensure successful
implementation of grant-funded infrastructure projects. This RFQ identifies firms capable
of managing Federal and State grant compliance requirements from inception through
completion.
3. SCOPE OF SERVICES
Selected firms must be capable of providing the following services:
- Grant Application Preparation: Assistance with grant applications, needs assessments,
and supporting documentation
- Grant Management: Budget development, drawdown requests, progress reporting, and
compliance monitoring
- Procurement Support: Guidance on procurement processes, bid document preparation,
and contract administration

- Financial Administration: Tracking expenditures, cost allocation, audits, and financial
reporting
- Project Closeout: Final reporting, reimbursement claims, and record retention
- Compliance Services: Ensuring adherence to Federal (e.g., 2 CFR 200, 24 CFR 570) and
State requirements, including environmental reviews and Davis-Bacon wage compliance
4. BIDDER REQUIREMENTS
Responding firms must meet the following qualifications:
- Experience: Proven track record administering Federal and/or State grants for local
governments, particularly CDBG or similar programs
- Certifications: Compliance with all applicable Federal certifications:
- Non-debarment
- Conflict of interest
- Drug-free workplace
- Lobbying restrictions
- Section 3 requirements (where applicable)
- Capacity: Ability to manage multiple grants simultaneously for infrastructure projects
- Licensure: Licensed or certified as required for grant administration services in Georgia
5. SUBMISSION REQUIREMENTS
Statements of Qualifications must include:
- Company Information: Firm name, address, phone number, email, and primary contact
person
- Notarized Affidavit: A signed notarized affidavit as required by O.C.G.A. 13-10-91(b)(1)
- Qualifications Summary: Overview of firm qualifications and grant administration
experience
- Project References: List of at least three (3) similar grants administered within the past
five (5) years, including:
- Grant program and funding source
- Grant amount
- Client name and contact information
- Services provided

- Year completed
- Key Personnel: Identification of key personnel, including credentials and relevant
experience
- Subcontractors: List of proposed subcontractors (if applicable) and their qualifications
- Basis of Pricing: Proposed fee structure or rate schedule (e.g., percentage of grant
amount, hourly rates, fixed fee)
- Certifications: Documentation of all required Federal certifications and compliance
statements
- Insurance: Evidence of current professional liability insurance and general liability
insurance
6. EVALUATION CRITERIA
Statements of Qualifications will be evaluated based on:
- Relevant grant administration experience with Federal/State programs
- Success rate in securing and administering grants for local governments
- Quality of references and client satisfaction
- Capacity and availability
- Proposed fee structure and value
- Compliance with submission requirements
- Qualifications of key personnel
Price must be considered as a selection factor
7. SELECTION PROCESS
A Selection Review Committee will evaluate submissions and recommend qualified firms
to the Baxley City Council for approval. Selected firms will receive notification and may be
assigned task orders for specific grants.
8. RESPONSE DEADLINE AND SUBMISSION INSTRUCTIONS
Deadline: May 20, 2026 at 3:00 PM EST
Responses received after this time will not be considered.

Submission Methods:
1. Email: To City Manager Keri Orvin at manager@baxley.org Subject: "RFQ - Grant
Administration Services"
2. In-Person: Sealed to City Hall, 282 East Parker Street, Baxley, GA 31513 Mark: "RFQ -
Grant Administration Services - DO NOT OPEN"
9. GENERAL CONDITIONS
- Right to Reject: The City may accept or reject any/all submissions and waive informalities.
- Questions: Submit in writing to manager@baxley.org by May 8, 2026 at 5:00 PM EST.
- Confidentiality: Submissions become public record unless protected by law.
- Insurance/Bonding: Required for selected firms per project needs.
- All contracts are subject to Federal and State contract provisions prescribed by the
Georgia Department of Community Affairs. The City of Baxley' also abides by the following
laws as they pertain to HUD Assisted Projects: Title VI of the Civil Rights Act of 1964;
Section 109 of the Housing and Community Development Act of 1974, Title 1; Title VII of
the Civil Rights Act of 1968 (Fair Housing Act); Section 104(b)(2) of the Housing and
Community Development Act of 1974; Section 504 of the Rehabilitation Act of 1973 as
amended; Title II of the Americans with Disabilities Act of 1990 (ADA); and the Architectural
Barriers Act of 1968.
- Firms interested in submitting a proposal should be aware that the project may be subject
to the Build America, Buy America Act (BABA). BABA requires products purchased in
connection with infrastructure projects funded by Federal financial assistance programs to
be produced in the United States, known as the "Buy America Preference (BAP)".
Specifically, this is a statutory requirement that Federal funding for infrastructure projects
use "covered materials" that are "American-made" which applies to the following products:
Iron and steel; Manufactured products; and Construction materials.
- This project is covered under the requirements of Section 3 of the HUD Act of 1968, as
amended and Section 3 Business Concerns are encouraged to apply.
10. PROCUREMENT COMPLIANCE
This RFQ complies with:
- Georgia Department of Community Affairs (DCA) guidelines for grant procurement[1]
- O.C.G.A. 13-10-91(b)(1) (notarized affidavits)
- Federal standards (2 CFR 200, 24 CFR 85.36)

- Local Government Public Works Construction Law (O.C.G.A. 36-91 et seq.)
11. CONTACT INFORMATION
Keri Orvin
City Manager
City of Baxley
282 East Parker Street
Baxley, GA 31513
Email: manager@baxley.org