Grant Research Application Preparation and Grant Administration Services

The vendor required to provide comprehensive grant research, application preparation, and grant administration services to secure and manage funding related to:
•    Water and wastewater treatment facilities.
•    Distribution and collection system improvements and expansions.
•    Regulatory compliance and environmental projects.
•    Capital improvement program (CIP) projects.
•    Asset management, resiliency, conservation, and reliability improvements.
•    Planning, design, and construction of water and wastewater projects.
- Provide the following services.
•    Grant research.
•    Utilities planning and priority alignment.
•    Utilities department water and wastewater strategic plans.
•    Water and wastewater master plans and related planning documents.
- Utilities capital improvement program (CIP) documents
•    Asset management plans and condition assessments.
•    Applicable regulatory compliance orders or consent decrees.
•    City-wide strategic and financial plans related to utilities.
•    Using these documents, the contractor shall:
o    Develop and maintain a grant funding matrix and pipeline that matches department project concepts to applicable grant and funding programs.
o    Identify priority projects that are strong candidates for external funding, including short, mid-, and long-term opportunities.
- Eligibility and feasibility assessment
•    Summary of program purpose and eligible activities.
•    Eligibility requirements, including match and local commitments.
•    Key evaluation and scoring criteria.
•    Assessment of competitiveness and likelihood of award.
•    Application deadline and required preparation timeline.
•    Recommended next steps and decision points.
- Research reporting
•    Provide periodic (e.g., monthly or as requested) summary reports of grant research activities, including opportunities monitored, opportunities recommended, and status of upcoming and in-progress submittals. 
- Grant application preparation
1. Application planning and scope development
•    Work with department staff and applicable city consultants (e.g., engineers, planners, financial advisors) to define a project scope, budget, schedule, and anticipated outcomes tailored to the specific grant program.
•    Identify all application requirements, including narrative sections, forms, engineering or planning documents, maps, cost estimates, benefit-cost analyses, letters of support, resolutions, environmental documentation, and other supporting materials
2. Coordination of technical inputs
•    Department staff, city staff, and other consultants to obtain necessary technical, financial, and environmental information.
•    Advise the department if additional professional services are required (eg, engineering design, environmental reports, benefit-cost analysis) and assist in defining the scope of those services.
3. Stakeholder and public involvement (if required)
•    Assist the department in planning and documenting required outreach activities such as public notices, public meetings, or stakeholder engagement associated with the application.
4. Application development
•    Draft complete grant applications, including narratives, forms, budgets, schedules, performance measures, and all supporting documentation.
•    Ensure that applications conform to all program instructions, eligibility criteria, and evaluation factors.
•    Provide at least one complete draft of the application to the department for review and incorporate comments.
- Grant administration and compliance
1. Start-up and compliance planning
•    Review grant award documents, terms, and special conditions. 
•    Assist the department in establishing compliant financial, procurement, reporting, and record-keeping processes pursuant to 2 cfr part 300 and specific grant program requirements.
2. Environmental, real property, and labor requirements (as applicable)
•    Assist with environmental review and documentation required by funding agencies assist, when needed, with property acquisition and relocation processes consistent with applicable laws and regulations. 
•    Assist with Davis-bacon and other labor standards compliance for eligible construction projects, including monitoring and reporting.
3. Procurement and contract management support
•    Assist the department in developing and documenting procurement processes and contract documents that meet federal, state, and local requirements. 
•    Help ensure procurement files are complete and auditable.
4. Financial and performance reporting
•    Assist with preparation and submission of required financial, reimbursement, and performance reports to funding agencies. 
•    Assist in tracking expenditures, match requirements, reimbursements, and program income. as applicable.
5. Monitoring, audit, and closeout support
•    Serve, when requested, as liaison in communications with granting agencies, auditors, and monitors. 
•    Assist the department with responses to monitoring reports, audit findings, and corrective actions. 
•    Assist with grant closeout activities, including final reports and required documentation.
6. Ongoing communication and status updates
•    Provide regular written status updates for active grants (e.g., monthly or as requested), including progress, upcoming deadlines, issues, and decisions needed from the department.

- Questions/Inquires Deadline: December 3, 2025