RFP Grant Administration Services – CDBG-I WWTP Rehabilitation

The Town of Belhaven has received a Community Development Block Grant – Infrastructure (CDBG-I) award in the amount of $3,000,000 by the North Carolina Department of Environmental Quality (NCDEQ) and a Clean Water State Revolving Fund (CWSRF) loan of $3,000,000 for Town of Belhaven Waste Water Treatment Plant Rehabilitation.
The project will consist of conducting like-for-like rehabilitation/replacement on the Waste Water Treatment Plant (WWTP) located at 488 Plant Road, Belhaven, North Carolina. The project will make improvements to the headworks, influent pump station, rapid mix basin, aeration basin and systems, clarifier, tertiary filter, UV basin, final aeration basin, solids processing, old SCADA system, and add cybersecurity. This project is co-funded with the Division of Water Infrastructure (DWI) State Revolving Funds (SRF). Construction must be completed by June 7, 2029.
Contingent upon this award, the Belhaven Board of Aldermen is soliciting proposals for grant administration services to assist the Town in the administration and management of this project in compliance with all applicable requirements under the North Carolina CDBG-I Program. The fee for grant administration services will be paid with CDBG-I funds.
Scope of Services:
Grant administration services shall include, but are not limited to, standard tasks necessary for the implementation of the project in conformance with the following CDBG compliance areas:
1. Environment Review Compliance and Release of Funds and other Funding Conditions;
2. Citizen Participation Compliance;
3. Fair Housing Compliance;
4. Equal Employment and Procurement Compliance;
5. Section 3 Compliance;
6. Section 504 Compliance;
7. Completion of Language Access Plan;
8. Completion of Anti-Displacement and Relocation Assistance Plan;
9. Complaints and Grievance Procedures for Compliance Plans;
10. Labor Standards Compliance;
11. Completion of all required reports and documentation;
12. Assistance with Financial Reimbursements Forms; and
13. Setting up and managing official records.
The services will not include the disbursement or account of funds distributed by the Town’s financial officer, legal advice, fiscal audits, or assistance with activities not related to the CDBG-I project.
Proposal Submission:
Submissions provided to the Town shall include at a minimum:
1. Individual or Firm Information: the consultant or firm’s legal name, address, email, and telephone number, the principal(s) of the firm and their experience and qualifications;

2. CDBG Grant Administration Experience: description of specialized experience and technical competence of the staff to be assigned to the project with respect to CDBG grant administration, description of firm’s prior experience, including any similar projects (in particular those funded by CDBG), size of community, location, total construction cost, and name of local official knowledgeable regarding the firm’s performance. Include at least three references;

3. Consultant / Firm Capability: description of firm’s current work activities, capability of carrying out all aspects of CDBG related activities, and firm’s anticipated availability during the term of the project;

4. Cost of Services: Indicate a fee for service and explanation of the basis for the fee; and

5. Documentation of compliance with state and federal debarment/ eligibility requirements.
Proposal Evaluation Criteria:
Proposals for grant administrative services will be evaluated by a Selection Committee. Proposals will be considered on an equal competitive basis. The following criteria will be used in the evaluation process: [Identify the criteria that shall receive priority weighting in the final selection, in addition to fee].
1. CDBG-I Grant Administration Experience (25 points)
Evaluation will be based on the firm’s experience in administering CDBG-I grants, including the qualifications and technical competence of the staff assigned to the project. Consideration will be given to the firm’s prior experience with similar CDBG-I-funded projects, including project size, location, and community context.

2. Consultant/Firm Capability (20 points)
Evaluation will focus on the firm’s ability to handle all aspects of the CDBG-I project, including current workload, capacity to meet project demands, and availability of the firm during the project term. This will also consider the firm’s track record for timely completion of similar projects.

3. Cost of Services (20 points)
Evaluation will be based on the proposed fee for service, including the reasonableness of the fee in relation to the scope of services provided and the justification for the proposed costs

4. Technical Approach and Project Schedule (20 points)
Evaluation will be based on the proposed approach to managing the project and the clarity and feasibility of the project schedule. This includes how the firm plans to meet the project’s objectives while adhering to all compliance requirements and deadlines.

5. Completeness of Submission (15 points)
Evaluation will be based on the thoroughness and organization of the submission, including
whether all required documents and information have been provided in accordance with the submission guidelines.

Upon completion of the review, the Committee will make its recommendation to the Town for approval.
Respondents may review the CDBG-I application which includes a description of the proposed project including activities, budget, schedule, and other pertinent information by visiting the Town’s website, www.TownofBelhaven.com, or Town offices at 315 E. Main Street, Belhaven offices during regular office hours.
The above information should be submitted via email no later than Tuesday, November 10, 2026, by 4PM. For more information, contact Sierra Alligood, Town Clerk, at 252-943-3055. Submissions should be emailed to townclerk@townofbelhaven.com.
The Town of Belhaven is an Equal Opportunity Employer and invites the submission of proposals from small and minority and women-owned firms, veteran-owned, historically underutilized businesses, and certified/registered Section 3 businesses concerns.
This information is available in Spanish or any other language upon request. Please contact Sierra Alligood at 252-943-3055 or at 315 E. Main Street, Belhaven, NC for accommodation for this request.
Esta información está disponible en español o en cualquier otro idioma bajo petición. Por favor, póngase en contacto con Sierra Alligood al 252-943-3055 o en 315 East Main Street, Belhaven, NC de alojamiento para esta solicitud.