Request for Proposals - Grant Administration and Related Services (RFP 22-01)

OVERVIEW

The Grant County Digital Network Coalition  (“Coalition”) is soliciting proposals (“Proposal(s)”) from firms and consultants to provide certain grant administration, project management, and related services for and on behalf of City, all as described in this Request for Proposals (this “RFP”). 

Coalition is issuing this RFP to select a consultant to provided certain grant administration, project management, and related services concerning Coalition’s public broadband system improvements (collectively, the “Project”).  The grant administration services arise out of funding from the Department of Administrative Services HB5006 grant program and a pending Economic Development Administration grant. 

Coalition also anticipates applying for additional broadband funding for local service delivery, expansion of the Grant County CyberMills, and middle mile broadband infrastructure.  Notwithstanding anything contained in this RFP to the contrary, (a) Coalition’s award of a contract under this RFP is contingent upon Coalition’s receipt of EDA grant funds, and (b) the Services (as defined herein) will be performed subject to and in accordance with applicable granting agency requirements. 

The selected consultant will meet with the Coalition board of directors prior to the commencement of Services to discuss the planned approach to the Services needed, including, without limitation, specific deliverables.  The consultant will work with, and report directly to, the Executive Director and board.  The Services will commence upon Coalition’s execution of a grant agreement concerning the EDA funds and will be completed on or before June 30, 2024.

PROPOSAL

To be considered, please submit your Proposal to Chantal DesJardin, Office Manager, via email at cityofjohnday@grantcounty-or.gov, or by mail or hand delivery to Grant County Digital c/o City of John Day, 450 East Main Street, John Day, Oregon 97845.

Please clearly label the outside of the envelope (or fill in the email subject line with) “John Day Grant Administration Services Proposal.”  Proposals must be received by City on or before Thursday, April 14, 2022 at 2:00 p.m., Pacific Time.  Proposals received after the deadline date/time will not be considered.  Coalition will make a decision to award the contract for the Services after EDA’s grant award announcement.  Notwithstanding anything contained in this RFP to the contrary, if in Coalition’s best interest, Coalition reserves the right to, in accordance with applicable law, (a) amend and/or revise this RFP in whole or in part, (b) cancel this RFP, (c) extend the submittal deadline for responses to this RFP, (d) waive minor informalities and errors in such Proposals, and/or (e) reject all Proposals for any reason and/or without indicating reasons for rejection.  Further, Coalition reserves the right to seek clarification(s) from any consultant and/or require supplemental information from any consultant.  This RFP does not obligate Coalition to award a contract and/or to procure the Services described herein.  Without otherwise limiting the generality of the immediately preceding sentence, Coalition will not award a contract (and/or procure the Services) if Coalition is not awarded grant funding through the EDA grant program. 

AWARD OF CONTRACT

If a contract is awarded, Coalition will award the contract to the consultant whose Proposal will best serve Coalition’s interests, taking into consideration factors, including, without limitation, price, experience, specific expertise, key staff and personnel, availability, and consultant capacity.  Consultants responding to this RFP do so at their own expense; Coalition is not responsible for any costs and/or expenses associated with the preparation and/or submission of any Proposal.  Coalition reserves the right to enter into one or more contracts concerning the Services. 

If a contract is awarded, Coalition and the selected consultant will enter into Coalition’s form professional services agreement substantially in the form attached hereto as Exhibit A (the “Agreement”).  The Agreement will contain terms and conditions required under applicable law and will otherwise be in form and content satisfactory to Coalition.  Without otherwise limiting the generality of the immediately preceding sentence, the Agreement will include terms and conditions concerning, among other things, acceptable standards of performance, compensation, minimum insurance requirements, compliance with laws, indemnification, representations and warranties, and Coalition’s right to terminate the Agreement. 

If you have any questions regarding this RFP, please contact Mrs. DesJardin via email (provided above) or telephone (541-575-0028).