Project Information

Bid Title

Program Management

Issuing Agency

State Government of Louisiana

Location

Louisiana

Published Date

Jul 6, 2026

Closing Date

Jul 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

9876-2026-PM-01

Original Source

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Project Description

Bid Number	Description	Date Issued	Bid Open Date/Time
9876-2026-PM-01	Program Management Original: 9876-2026-PM-01	06/11/2026	07/09/2026 3:00:00 PM CT

Contact Information for Bid # 9876-2026-PM-01

Department	Non State - Town of Abita Springs
Section	Administration
Dept Code	9876
Contact	Leanne Schaefer
Address	72077 Live Oak St Abita Springs, LA 70420
Phone	985-892-0711, Ext. 3951
Fax	800-884-8410
Email	lschaefer@abitaspringsla.gov

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TOWN OF ABITA SPRINGS

REQUEST FOR QUALIFICATIONS RFQ# 2026-PM-01

PROJECT MANAGEMENT, GRANT ADMINISTRATION, AND ADMINISTRATIVE SERVICES

The Town of Abita Springs, Louisiana (“Town”) requests Statements of Qualifications from

qualified firms to provide project management, grant administration, and related

administrative support services for federally and state funded programs, including but not

limited to FEMA Public Assistance (PA), Hazard Mitigation Assistance (HMA), BRIC, FHWA

programs, GOHSEP programs, HUD programs, and CDBG/CDBG-DR funding.

The scope of work includes grant compliance support, documentation management,

reimbursement tracking, and administrative coordination necessary to support federally

funded disaster recovery and infrastructure programs as they become available.

This procurement is conducted as a competitive proposal procurement for non-A/E

professional, consulting, project management, grant administration, and administrative

services. It is intended to comply with applicable federal, state, and local procurement

requirements, including the Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards, 2 C.F.R. Part 200, including 2 C.F.R. §§ 200.318 through

200.327, as applicable; Louisiana Public Bid Law to the extent a task order or related

procurement involves public works, materials, or supplies; Louisiana law applicable to

municipalities and political subdivisions; the Town’s written procurement policies; and any

additional requirements imposed by the applicable federal or state awarding agency or pass-

through entity. If requirements conflict, the Town will apply the stricter requirement to the extent

necessary to preserve eligibility for federal or state reimbursement

The Town reserves the right to reject any or all submissions, cancel or amend this solicitation,

waive minor informalities that do not affect price, competition, responsiveness, responsibility,

or material solicitation requirements, and issue one or more addenda before the submission

deadline.

SUBMISSION DEADLINE AND OPENING

All responses must be received no later than 3:00 P.M. on Thursday, July 9, 2026.

Responses will be opened and reviewed thereafter in accordance with RFQ procedures.

Written questions concerning this solicitation must be submitted to the Town Clerk at the

address or email designated by the Town no later than five (5) business days before the

submission deadline, unless extended by written addendum. Oral statements, explanations,

or instructions shall not bind the Town.

Any interpretation, clarification, correction, or change to this solicitation shall be made only

by written addendum issued by the Town. Respondents are responsible for confirming receipt

of all addenda and shall acknowledge all addenda in their proposals. The Town may extend

the deadline by addendum when necessary to preserve fair competition.

SUBMISSION REQUIREMENTS

Respondents shall submit a Statement of Qualifications including:

• Transmittal letter

• Firm background and experience

• Resumes of key personnel assigned

• Relevant experience with federally or state funded grant programs

• Description of approach to services

• List of similar governmental clients within the past six (6) years

• Description of relevant project experience, including scope and contract value

• Manhour analysis and fee schedule

• Description of any proposed subcontractors and the services to be performed by each

All respondents shall submit:

• Four (4) hard copies of the RFQ response

• One (1) digital copy on a USB flash drive

Submittals shall be clearly marked with:

“RFQ #2026-PM-01 – Project Management, Grant Administration, and Administrative

Services”

Failure to properly label submissions may result in rejection or delayed consideration.

EVALUATION AND SELECTION

Fee schedules and compensation data shall be submitted separately from the technical

proposal. Cost proposals will be evaluated as part of the overall selection process and

considered in conjunction with qualifications, experience, technical approach, capacity, and

other evaluation criteria set forth herein.

Responses will be evaluated and ranked based on the criteria below. The Town will assign

relative weight to each factor and may consider both qualifications and cost in determining the

proposal that provides the best overall value to the Town.

Evaluation Factor

Maximum

Points

Specialized experience with federally funded grant programs, including FEMA

PA, HMA, BRIC, GOHSEP, FHWA, HUD, and CDBG/CDBG-DR programs

20

Past performance on similar projects, including documented results,

timeliness, compliance outcomes, and references

15

Experience with municipal or similar governmental entities in Louisiana or

comparable jurisdictions

10

Understanding of required services, proposed approach, quality control, grant

documentation, reimbursement tracking, and compliance methodology

20

Firm capacity, staffing plan, availability, and qualifications of assigned

15

personnel

Cost proposal, including reasonableness of hourly rates, reimbursable

expenses, task-order pricing methodology, and overall value to the Town

15

Participation plan and demonstrated efforts, where applicable, to use small

businesses, minority businesses, women’s business enterprises, veteran-

5

owned businesses, and labor surplus area firms

Total

100

Selection shall be based on the evaluation criteria above and the proposal determined to

provide the best overall value to the Town. The Town may determine a competitive range,

conduct interviews, request clarifications, or hold discussions with one or more highly ranked

respondents.

The Town reserves the right to negotiate final scope, pricing, staffing, and contract terms with

the highest-ranked respondent. If negotiations are unsuccessful, the Town may terminate

negotiations and proceed to the next highest-ranked respondent.

The selected firm will be engaged under a Professional Services Agreement executed with the

Town. Work will be authorized exclusively through written Task Orders or Notices to Proceed

issued by the Town. No work shall be performed without written authorization.

No Retainer or Guaranteed Work. Award of a contract does not guarantee any minimum

amount of work, compensation, task order, or funding. Services are contingent upon the

availability of funds, eligibility of work, written authorization by the Town, and applicable grantor

or pass-through entity approval when required.

ANTICIPATED CONTRACT TERM

The Town anticipates awarding a contract with an initial term of three (3) years with the option

to renew for up to two (2) additional one (1) year periods, subject to availability of funding,

performance, and mutual agreement. Any renewals or amendments will be made in writing.

INSURANCE AND COMPLIANCE (POST-SELECTION REQUIREMENT)

The selected firm will be required to comply with all applicable insurance requirements,

including general liability, automobile liability, workers’ compensation, and any other

coverage required by federal, state, or Town requirements.

Insurance documentation and certificates will be required prior to issuance of a Notice to

Proceed or contract execution.

GENERAL CONDITIONS

The Town reserves the right to amend or cancel this solicitation at any time. All costs incurred

in preparing a response shall be borne by the respondent.

The Town of Abita Springs is an Equal Opportunity Employer and encourages participation by

small, minority-owned, women-owned, and Section 3 businesses.

Unsuccessful respondents will be notified following completion of the selection process.

SUBMITTAL LOCATION

Town of Abita Springs

Attn: Town Clerk Leanne Schaefer

72077 Live Oak St.

P.O. Box 461

Abita Springs, Louisiana 70420

Respondents are solely responsible for timely delivery. The Town is not responsible for delays

caused by mail, courier, electronic delivery, weather, emergency conditions, or any other

cause.

Attachment A – Required Federal Contract Clauses

Applicability

The following clauses shall be incorporated into the Professional Services Agreement and

each federally funded task order to the extent applicable. If a federal or state awarding

agency, pass-through entity, program statute, regulation, grant agreement, or notice of

award requires additional or different language, the Town may supplement or revise these

clauses before contract execution or task-order issuance.

FIRST.- Administrative, Contractual, and Legal Remedies. For any contract or task order

exceeding the applicable federal simplified acquisition threshold, the contract shall

address administrative, contractual, and legal remedies for violation or breach of contract

terms and shall provide for sanctions and penalties as appropriate. The contractor shall be

liable for damages, costs, or other remedies available to the Town under the contract and

applicable law.

SECOND.- Termination for Cause and Convenience. For any contract exceeding

$10,000, the Town may terminate the contract or any task order for cause or for

convenience, in whole or in part, by written notice. The contract shall state the manner of

termination, effective date, basis for settlement, allowable costs through the termination

date, and the contractor’s obligation to deliver all work product, records, and

documentation requested by the Town.

THIRD.- Equal Employment Opportunity. If the contract is a federally assisted

construction contract as defined in 41 C.F.R. Part 60-1.3, the contractor shall comply with

the equal opportunity clause required by 41 C.F.R. § 60-1.4(b), Executive Order 11246, as

amended, and applicable Department of Labor regulations. For non-construction services,

the contractor shall comply with all applicable federal and state nondiscrimination

requirements imposed by the funding source.

FOURTH.- Davis-Bacon Act and Copeland Anti-Kickback Act. The Davis-Bacon Act, as

amended, and Copeland Anti-Kickback Act requirements apply only when required by

federal program legislation or when the contract or task order includes covered

construction, alteration, or repair work. If applicable, the contractor shall pay laborers and

mechanics not less than the prevailing wages specified in the applicable wage

determination, pay wages not less than once per week, comply with 29 C.F.R. Parts 3 and

5, and ensure that the required wage determination and labor standards clauses are

included in covered subcontracts. The Town shall report suspected or reported violations

to the applicable federal awarding agency or pass-through entity.

FIFTH.- Contract Work Hours and Safety Standards Act. Where applicable, for contracts

exceeding $100,000 that involve employment of mechanics or laborers, the contractor

shall comply with 40 U.S.C. §§ 3702 and 3704 and applicable Department of Labor

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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