Request for Proposals: CDBG grant administration

Request for Proposals (RFP)
Village of Canastota
Canastota Dairy Community Development Block Grant (CGBG)
Grant Consultation and Administration Services
RFP Solicitation Date: November 20, 2025

BACKGROUND

The Village of Canastota and Canastota Dairy Products, LLC have received a New York State Community Development Block Grant (CDBG) in the amount of $630,000 to partially fund renovations and upgrades at the Canastota Dairy facility in Canastota, New York.

The Village, on behalf of Canastota Dairy Products, is seeking the services of a qualified and experienced firm or individual to assist with the planning, administration, management, and implementation of this CDBG grant.

Canastota Dairy Products will use CDBG grant funds for building renovations and the purchase and installation of modern dairy processing equipment. This equipment will ensure the plant has the capacity for total milk balancing as needed for parent company Lowville Producers Dairy Cooperative and others in the region. The equipment and construction design firm have been selected.

SCOPE OF SERVICES

The selected firm or individual will demonstrate acceptable experience and qualifications and will be expected to provide the following services:

1. The administration of the CDBG-funded project at the Canastota Dairy, including assistance in the areas of bookkeeping, record keeping, procurement, environmental review, labor standards, fair housing, reporting, audit, acquisition and relocation, grant closeout, and all other activities of a general administrative nature.
2. Assistance in the development, administration, and implementation of the economic development project, including requirements and systems necessary for compliance associated with the use of NYS CDBG funds; technical assistance regarding the financing of commercial and industrial projects; provision of credit analysis and loan portfolio management services; and all other factors associated with the provision of public financing for economic development activities.
3. Assistance relating to the planning and implementation of community development projects including municipal infrastructure, community facilities, and public services.
4. General administrative and program delivery assistance.
5. Other general planning, implementation and community development activities as may be required including municipal planning, appropriate land use, applications for financial assistance, etc., all in accordance with the Grant Agreement.

PROPOSALS

Proposals should include the following:

1. Background information that describes the nature and history of the firm or individual, including client listings and references.
2. Specific information regarding the firm or individual’s experience and technical expertise respecting the scope of services, particularly including experience with CDBG programs. (Five (5)  years minimum).
3. Identification and resumes of the key/lead persons who will provide the services.
4. A proposed schedule of costs and fees for the services to be provided, including hourly rates for labor and the method of calculating all other costs. The elements of each hourly rate must be broken out to include labor, overhead, and profit. The Village will award a fixed price contract.

SELECTION

The Village Board of Trustees will select a contractor with which to enter into an agreement for services based on an evaluation of technical skills, staffing, experience, and price. Contractors will present a form of agreement for the services and demonstrate liability insurance in sufficient amounts and coverages for the engagement (all to be reviewed by the Village’s legal counsel). The Village is not obligated to select a contractor from this RFP and may reject any or all proposals for any reason and resolicit same.

SUBMISSION PROCEDURES

• Proposals may be sent to the Village Administrator in a .pdf format via email to: village@canastota.com.

• Proposals must be received by the Village no later than 4:00 p.m. on Wednesday, December 31, 2025.

• Alternatively, proposals may be mailed to:

“Canastota Dairy CDBG RFP”
C/O Village Administrator
Village of Canastota
205 S. Peterboro Street
Canastota, New York 13032

MISCELLANEOUS

1. The remuneration for contracted services will be funded wholly or in part by funds made available through the New York State Homes and Community Renewal Community Development Block Grant program. Contracts will therefore be subject to all applicable provisions of the NYS CDBG program.
2. This NYS CDBG allows for $12,000 to be allocated for grant administration services.
3. The selected firm will be paid via check upon completion of services.
4. The Village reserves the right to reject any or all proposals; to negotiate any elements of a proposal; to conduct interviews at its sole discretion; and to solicit and/or select contractors for the program outside of the scope of this RFP.
5. The Village assumes no responsibility or liability for costs incurred by respondents to this Request for Proposals, including any requests for additional information, interviews, or negotiations.
6. Minority and Women Owned Enterprise firms are strongly encouraged to apply.
7. Additional information regarding this Request for Proposals may be obtained at the email address listed above or by calling the Canastota village office at (315) 697-7559.