Project Management Grant Management and Administration Services

The vendor is required to provide project management (PM), grant management (GM), and administrative related services, for the year 2026 with an option to renew for the following two (2) years in accordance with all applicable local, state and federal compliance and program requirements for requested services.
- Project management services
1. Pre-award and planning phase:
•    Develop project work plans, implementation strategies, and master schedules.
•    Assist in defining project scope, deliverables, and performance benchmarks.
•    Support preliminary engineering, feasibility assessments, hydrologic and hydraulic studies, and benefit-cost analyses (BCA).
•    Facilitate environmental and historic preservation (EHP) reviews and consultations.
•    Participate in public meetings, workshops, and stakeholder engagement sessions.
•    Coordinate with local, state, and federal partners to align project objectives.
2. Implementation and execution phase:
•    Manage procurement processes in compliance with part 200 and local procurement policies.
•    Oversee contractor selection, bidding, contract administration, and quality assurance.
•    Monitor project budgets, schedules, and deliverables to ensure timely and cost-effective implementation.
•    Coordinate permitting activities, utility relocations, and site access issues.
•    Conduct regular field inspections, progress meetings, and technical reviews.
•    Track milestones, identify risks, and implement corrective actions.
3. Project closeout and reporting:
•    Manage final inspections, punch lists, and acceptance documentation.
•    Compile closeout documentation, including as-built drawings, warranties, and final reports.
•    Support audits, monitoring visits, and compliance reviews.
•    Develop post-project evaluations and lessons-learned reports.
- Grant management services
1. Pre-award and application support:
•    Prepare and submit grant applications, sub applications, and supporting documentation.
•    Coordinate with state and federal agencies.
•    Support BCA documentation, cost estimates, and funding justification.
•    Assist in assembling EHP review documentation and mitigation strategies.
2. Post-award grant administration:
•    Establish compliant financial management systems, including tracking, reporting, and reimbursement procedures.
•    Manage quarterly reporting, progress updates, and budget amendments.
•    Prepare reimbursement requests with all required supporting documentation.
•    Oversee procurement and contract compliance with federal, state, and local requirements.
•    Maintain a secure, web-based document management system with audit-ready records.
•    Coordinate project worksheets (PWS), version updates, and time extension requests.
3. Compliance, monitoring, and closeout:
•    Conduct internal compliance reviews to ensure adherence to act and 2 C.F.R. part 200 requirements.
•    Support audit preparation, monitoring visits, and corrective action responses.
•    Compile final closeout packages, including cost reconciliations, certifications, and supporting documentation.
•    Provide technical support during appeals, de obligations, or funding disputes.
•    Deliver comprehensive final reports summarizing funding, outcomes, and project impacts.
- Related administrative services
•    Facilitate stakeholder coordination between the city-parish, state agencies, act, contractors, and community partners.
•    Support public outreach, communication, and engagement efforts, including public notices and meetings. 
•    Assist with the development and implementation of policies, procedures, and internal controls. 
•    Provide training, workshops, and technical assistance to city-parish staff and subrecipients. 
•    Conduct strategic planning and prioritization for future mitigation and resilience initiatives. 
•    Monitor and track legislation, regulatory changes, and funding opportunities that may impact project delivery. 
•    Support litigation, appeals, or other legal matters related to disaster recovery funding and project eligibility. 
•    Assist in insurance claim coordination, duplication of benefits reviews, and cost allocation strategies. 
•    Develop dashboards, reporting tools, and executive summaries for leadership and stakeholders. 
•    Provide support for cross-jurisdictional coordination and multi-agency project alignment.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: October 29, 2025