Federal and State Grant Administration and Consortium Planning Services

The Vendor is required to provide administrative support services for federal and state funded projects, including the preparation of the five-year consolidated plan, first year annual action plan (2027-2028), analysis of impediments, updated citizen participation plan, and limited access plan for the consortia.
- Federal and state grant administration support
• The consultant shall assist the town with the administration of federal and state funded programs and projects.
• Services may include:
• Technical guidance on federal and state grant requirements.
• Assisting with program setup, implementation, program and project management, tracking, and closeout.
• Assisting with the preparation of program specific P&P, guidelines, and applicable forms.
• Preparing and maintaining project files in accordance with applicable recordkeeping requirements.
• Reviewing project activities for eligibility and compliance.
• Assisting with procurement documentation and compliance review.
• Supporting contract administration for grant-funded projects and services.
• Coordinating with town staff, consultants, contractors, subrecipients, and partner agencies.
• Assisting with funding agency correspondence, reporting, and requests for information.
• Providing guidance on cost eligibility, documentation, and reimbursement requirements.
• Supporting the town during monitoring visits, audits, and funding agency reviews.
• Assisting with corrective actions or follow-up responses, if needed.
- CDBG, home, PLHA, economic development and related program support
• The consultant shall provide administrative support for the town’s housing, community development, and related grant programs.
• Assisting with community development block grant program administration.
• Assisting with home investment partnerships program administration for consortia.
• Assisting with permanent local housing allocation program administration.
• Assisting with state program administration.
• Supporting housing rehabilitation, public service, infrastructure, accessibility, and community development projects.
• Reviewing project eligibility under applicable funding sources.
• Assisting with income eligibility procedures, beneficiary documentation, and project tracking.
• Assisting with subrecipient agreements, monitoring, and performance tracking.
• Preparing reports and documentation required by the us housing and urban development (HUD), housing and community development (HCD), or other funding agencies.
• Supporting grant closeout and long-term record retention requirements.
- Preparation of five-year consolidated plan
• Developing a project schedule and public participation timeline in coordination with both the town and the city.
• Reviewing existing plans, studies, demographic data, housing data, community development information, and prior consolidated plan documents for both jurisdictions.
• Preparing a needs assessment and market analysis that reflects conditions within both the town and city.
• Identifying priority needs, goals, strategies, and expected outcomes for the consortium, while recognizing jurisdiction-specific needs and funding priorities.
• Evaluating housing, homelessness, special needs, public service, infrastructure, economic development, and fair housing needs in both jurisdictions.
• Coordinating public outreach, stakeholder engagement, surveys, meetings, and community input opportunities for both the town and the city.
• Assisting with the preparation of required public notices, summaries, presentation materials, and public hearing support for both entities, as needed.
• Facilitating coordination meetings with town staff, city staff, and other applicable partners to ensure consistency, compliance, and timely completion of the consolidated plan.
• Preparing the draft and final consolidated plan in accordance with hud requirements applicable to consortium participants.
• Clearly identifying consortium-wide priorities, as well as any jurisdiction-specific goals, projects, or funding strategies.
• Assisting with public review, comment responses, revisions, and final adoption processes for both the town and the city.
• Supporting entry and submission of required information into applicable federal reporting systems.
• Providing final documents, data, outreach summaries, and supporting materials in formats acceptable to both jurisdictions and hud.
- Analysis of impediments to fair housing choice
• The consultant shall prepare or update the town’s analysis of impediments to fair housing choice, or similar fair housing planning document, as required.
• Reviewing demographic, housing, lending, disability access, transportation, economic, and fair housing data.
• Evaluating existing public policies, zoning, land use, housing programs, and community conditions that may impact fair housing choice.
• Reviewing prior fair housing complaints, community feedback, and available regional data.
• Identifying impediments, contributing factors, and priority fair housing issues.
• Conducting stakeholder interviews and community outreach, as appropriate.
• Preparing goals, actions, and measurable strategies to affirmatively further fair housing.
• Preparing a draft and final analysis of impediments document.
• Presenting findings to town staff, stakeholders, and decision-makers.
- Limited access plan and language access plan
• Reviewing applicable requirements related to access for individuals with limited English proficiency.
• Analyzing local demographic data and language needs.
• Evaluating current town and consortia practices for translation, interpretation, notices, outreach, and public engagement.
• Identifying priority languages and service needs.
• Preparing procedures for providing meaningful access to programs, services, meetings, notices, and documents.
• Developing recommendations for translated materials, interpretation services, and staff guidance.
• Preparing a final limited access plan for consortia use and implementation.
- Staff support and technical assistance
• Participating in meetings with town staff, funding agencies, contractors, and subrecipients.
• Providing written guidance, templates, checklists, and procedural recommendations.
• Assisting with development or updates of internal policies and procedures.
• Providing training or knowledge transfer to town staff.
• Advising on grant compliance, eligible uses, procurement requirements, public participation, reporting, and documentation.
• Supporting the town in identifying opportunities to improve program efficiency, compliance, and project delivery.