16 - Grant Application & Administrative Services with Grand Works for TxCDBG Main Street Program

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Item No. 16 TO: Mayor, Mayor Pro Tem and City Council Grayson Path, City Manager FROM: Andrew Mack, AICP Director Planning & Community Development SUBJECT: Approve a resolution awarding the City of Paris Grant Application & Administrative Services with Grant Works, Inc. for 2022-2023 TX CDBG Main Street Program. MTG. DATE: May 23, 2022 BACKGROUND The Community Development Main Street Department proposes to re -apply for the TX CDBG Main Street Grant again for 1st St. SE improvements between Lamar and Kaufman. The City applied for the grant last year, but was unsuccessful in receiving a project award. This was largely as a result of not having the previous grant project completed and closed out on Main Street between the square and court house which was completed last summer after the grant application deadline. This year's opening for grant funding provides for a total project scope of up to $575,000 in estimated cost. Of that amount, $500,000 is the state portion (85%) with $75,000 being the local match (15%). The request now before the City Council is two- fold: 1. Award the grant application assistance which is provided to the City at no charge. 2. Pre -authorize the award of the grant administration should the City be successful in being selected for approval of the grant (see attached sample state approved contract format). The grant deadline is July 7, 2022. There are a number of steps, including preparing a carefully defined scope of work and a number of other specific factors which must be identified in the new grant application to be submitted to this year. The announcement timeframe for the grant in relation to the grant deadline was a shortened window this year. This is why this item is being brought to the council a few months earlier than in 2020. The City Engineer will be the designated project engineer for this work. The state guidelines require that a minimum of 3 state qualified grant writing firms be contacted with an RFP. These were sent out on May 4th of this month. They were: ARK-TEX COG, Grant Works, Inc. and Hayter Engineering. Of these 3, only ARK-TEX COG and Grant Works, Inc. submitted proposals. These proposals were reviewed by a Main Street grant sub -committee consisting of Council Member Pankaj, Rob Vine, Andrew Mack and Cheri Bedford. The sub -committee reviewed the 2 proposals and scored Grant Works, Inc. with the highest ranking. RECOMMENDATION Staff recommends approval of a resolution award of the City of Paris Grant Application & Administrative Services with Grant Works, Inc. for 2022-2023 TX CDBG Main Street Program.