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HomeMy WebLinkAboutI - 05a Thoma Development RFPrti i Proposal Date: March 9, 2022, 12 P.M. Submitted By: Thoma Development Consultants 34 Tompkins Street Cortland, NY 13045 Voice: (607) 753-1433 Fax: (607) 753-6818 THOMA Development Consultants 34 TOA4PKINS STREET CORTL.AND, NY 13045 l.� (1 a a ) is a community development consulting firm founded in 1980. The company is owned and operated by Richard Cunningham, a twenty- six -year Thoma employee. Mr. Cunningham took over the day-to-day operations of the company in 2018, after Bernard Thoma, company founder, retired. As President and Senior Consultant, Mr. Cunningham takes personal responsibility for each customer, and provides a professional hands-on approach to each project. We have expertise in grant writing, project implementation, and planning. Our public sector customers are primarily towns, villages, cities, and counties in non- metropolitan areas of upstate New York. We have assisted customers from Lake Ontario to the Pennsylvania border, from the foothills of the Catskills, to the Finger Lakes, and are familiar with the unique issues and concerns of upstate communities. Thoma is a small firm of 11 persons, and we enjoy building close, trusted relationships with our customers. Our staff live, work and own properties in the same types of New York communities that we work for, allowing all of us to understand our clients and communities in a manner that others may not. We customize planning efforts to our customers' needs, rather than providing boilerplate products. Our team members are readily accessible and strive to provide individualized, personal attention to each of our customers. Thoma is located at 34 Tompkins Street in the City of Cortland's downtown historic district. Cortland is an ideal location for Thoma's office as it is the geographic heart of New York State. This allows us to remain in close physical proximity to our customers, which is key to maintaining the level of service our customers have come to expect. Thoma was recognized by New York State Secretary of State Randy Daniels as a "Quality Community Award Winner" based on our commitment to the customers we serve. We were nominated for the award by the Cortland County Business Development Corporation and several of our municipal customers. Thoma was also recognized as the "Medium Sized Business of the Year" in Cortland County by the Cortland County Chamber of Commerce. Thoma is an Affirmative Action/EEO employer, with a staff of 11. More information regarding our company, our staff, our customers can be found on our website at www.thomadevelonment.com. W111T. THOMA l kitdnpmrm Cmi,uIf, inI,' 1 TfJrgt1rr fT1 omn' roots lie in grant writing and management and are integral components of the many services we provide. Our expertise in grantsmanship is evidenced by the over $150 million in project funding that Thoma has secured for our customers since 1992. We have experience working with more than 30 different state, federal, and private funding sources. For many communities, implementing a grant can often be as challenging as securing funding. Thoma is a leader in grant project implementation and management, with particular expertise in the administration of Community Development Block Grants, including housing rehabilitation, homeownership, infrastructure, public facilities and economic development projects as well as grants from the NYS Department of State, NYS Office of Parks, Recreation, and Historic Preservation, and many others. Thoma Development Consultants approaches grant administration work with two main focuses: (1) partnering with our communities for the successful implementation and completion of their grant program by lending our expertise in meeting the regulations and requirements of the funding source, while recognizing that it is the customer's program; and (2) recognizing that program applicants will most likely need our assistance in navigating the program guidelines and process. Thoma is sensitive to these needs and strives to provide the utmost in technical assistance. Thoma's staff includes both a Grant Writing/Planning Team and a Grant Management Team. It is our Grant Management Team that will undertake the project described herein. Their resumes and job expertise are included later in this proposal. Over the course of 40 years, this Team has honed its skills in helping communities implementand complete their grant programs, resulting in positive change for the community. Our Grant Management Team will perform, but not be limited to, such grant implementation tasks as completing the necessary environmental reviews; establishing filing systems; assisting with the financial management of grant funds; acting as a liaison between our customer and the funding source; assisting with grant program monitoring; working with local contractors; processing all required paperwork in a timely manner; discussing all grant issues with our customers; working with other involved entities such as engineering firms; and answering the day-to-day questions that arise. Thoma team members will also work closely with program applicants, making them feel comfortable with the process. Thoma Provides professional, personal and friendly attention to each of our customers. THOMA I "I"I"J new Cn miltaws 2 Our expertise and our commitment to customer service have resulted in a number of municipalities being repeat customers. In order to do their jobs, our staff remains current and knowledgeable in their fields and remain up to date with ever changing program requirements as well as, maintaining the proper certification to address issues such as code, lead paint, and mold. In addition, members of our staff are knowledgeable in grant program requirements such as Fair Housing, Section 3, and Section 504; and have the proper financial management background to carry out administration of your project. THOMA 1 )riadapnu•n! CnnvJi<urL� 3 fI?,,,;,) »!>r,t fTI, r,,,o) has vast experience in developing and managing housing rehabilitation programs similar to the program proposed for your community. This experience includes implementing over 25 housing rehabilitation programs in the past five years, a sampling of which is detailed below. Grant administration and program delivery provided included, but is not limited to, assistance with or management of the following areas of the program: • Contracts • Banking Procedures • Adherence to Program Schedule • Environmental Review • Fair Housing Eligibility Determination • Client Intake/Technical Assistance • Bidding Process • Oversight of Rehabilitation Work • Legal • Drawdowns • Liaison Between Homeowner & Municipality • Completion of Performance Reports • Grant Monitoring/File Maintaining City of Cortland Income Property CDBG 2019: This $500,000 grant award, awarded through the OCR, was used to rehabilitate income properties throughout the City, where 51% of the tenants are low -to -moderate in income. In total, 5 rental properties with 26 totals units were rehabilitated. Contact person: Scott Steve, Mayor 607-753-0872 City of Cortland Water & Sewer Lateral CDBG 2019: This $451,400 grant award, awarded through the OCR, is being used to assist low -to -moderate owner occupied and rental properties with replacing aging water and sewer lateral connections throughout the City. In total, 28 properties with 41 units are being assisted. Contact person: Scott Steve, Mayor 607- 753-0872 Town of Binghamton CDBG 2018: This $500,000 grant award, awarded through the OCR, was used to rehabilitate 14 homes throughout the Town, occupied by low -to -moderate income homeowners. All homes were rehabilitated within the 24-month timeframe. Contact person: Elizabeth Rounds, Supervisor 607-773-035 Town of Marshall CDBG 2018: This $500,000 grant award, awarded through the OCR,was used to rehabilitate 13 homes throughout the Town, occupied by low -to -moderate income homeowners. All homes were rehabilitated within the 24-month timeframe. Contact person: John Buschmann, Supervisor 315-841-4473 THOMA 1)enr1opmon Cnuadaunic 4 Grant Management Team has the skills and experience to implement a grant program that meets or exceeds your expectations. A list of the team members is included below with resumes to follow. Some or all of the individuals may be assigned to your Community Development Block Grant (CDBG) Program: Grant Management Team: Rich Cunningham, Senior Consultant - Project Oversight Linda Armstrong, Program Manager - Program regulations; reporting; program compliance Daniel Ellis II, Esq., Program Manager - Environmental Reviews Annette Dunn, Program Manager - Customer service; client intake; general grant coordination; financial management; reporting Phil Connery, Program Manager - Oversight of rehabilitation projects; work scope development in consultation with program applicant; lead paint assessments, and other 1 environmental issues Kate Blaisdell, Program Assistant - Project coordination; bidding; construction contract d execution; grant agreements Stephanie Lockwood, Program Assistant- Survey and data entry; public hearing process; contracts/gather information; waiting lists; assist with the environmental review process Tina Hall, Bookkeeper - Financial management; grant monitoring THOMA [kvelolumni C)mmu fanf� rJ Education: Relevant Project Experience: BFA, Syracuse University, Rich is responsible for the day-to-day operations of our company. This 1988 includes defining grant writing, planning, and administration projects and their implementation, project scheduling, and directing staff assignments. Main Street Rich is also directly involved grant development, grant administration, and Manager planning projects. Certification Training- ♦ Developed numerous successful CFA and CDBG, including housing National Trust rehabilitation, public facilities, economic development, and downtown for Historic revitalization Preservation ♦ Developed successful NYS AHC affordable homeownership/housing Leadership rehabilitation grants Cortland Graduate ♦ Developed numerous HOME grants for homeownership and rehabilitation With Thoma Since: 1995 ♦ Developed numerous NYS EPF grants for such projects as parks, historic preservation, and trails Affiliations: ♦ Developed successful grants for New York Main Street, DOS State Vice Chair, Archives, LWRP, Historic Preservation, Restore NY and many others Tompkins Cortland ♦ Managed numerous New York Main Street Programs Community College ♦ Managed Development of several successful DRI Applications Foundation ♦ 2018 Project Lead for Village of Waterloo Comprehensive Plan THOMA 1>rrrLq�nirni C'nrnultruus 6 V Education: Relevant Project Experience: BSE; SUNY Cortland 1976 Linda started with the company in 1980 in a grant writing capacity. Her years of grant writing experience, coupled with her current position on the Grant Management Team, provide unique and varied experience. Her responsibilities With Thoma include management of economic development opportunities especially related Since: 1980 to Microenterprise Assistance Programs; administration of public infrastructure projects (water, sewer, and drainage), and public facilities projects, including federal labor compliance related to these projects; and federal reporting Affiliations: requirements. Linda has also designed and administered homeownership Neighborhood programs for lower income households. Listed below are examples of relevant Reinvestment project experiences: Corporation ♦ Designed and implementated Business Loan and Microenterprise Certified Housing Assistance Programs Counselor SUNY Cortland ♦ Small business economic development grant administration for City of College Council; Cortland Contento Recycling and Town of Cortlandville Royal Nissan Vice President Projects ♦ Public Facilities grants management for development of Women's Shelter for homeless, single females in Seneca County; rehabilitation of two not - for -profit facilities for adult, special needs populations in Otsego County; Village of Port Dickinson Municipal Building Handicapped Accessibility Project ♦ Villages of Parish, Oriskany Falls, Nunda, and Groton; Towns of Springwater and Catlin; and City of Cortland sewer, water, and drainage improvements projects ♦ Designed and implementated Multi -and Single -Family Acquisition and Rehabilitation Programs THONIA IkI"I"I' u•m Cnn vrllmtl, 7 Education: Relevant Project Experience: J.D., Albany Law School, In 2014, Dan joined the law firm of Pomeroy, Armstrong, & Casullo of 2021 Cortland, NY where he gained valuable experience in private legal practice. Prior to beginning his professional career, he earned his B.A. degree in BA, Urban & Urban and Regional Planning in 2008, graduating cum laude, from the Regional University at Buffalo. Dan earned his Juris Doctorate in 2012 from Albany Planning, Law School where he also graduated cum laude. He was a Senior Editor for University at the Albany Law Review. Dan gained valuable experience clerking for the Buffalo, 2008 New York State Department of Environmental Conservation's Office of Hearings and Mediation Services under the supervision of the Chief With Thoma Administrative Law Judge. He also clerked for an Albany based law firm Since: 2016 focused primarily on issues involving environmental and land use law. ♦ Prepared many successful CFA & CDBG grants for municipal customers Affiliations: New York State ♦ Assisted customers with preparation of two successful DRI proposals Bar Admitted in 2021 ♦ Completed numerous diverse ERR to comply with the NEPA Some recent projects include: ♦ 2021 Town of Cortlandville Economic Development Project administration for Seven Valley Specialty Cables ♦ 2020 City of Cortland CDBG Economic Development Project for NY Hemp Oil ♦ 2019 Village of Waverly Comprehensive Plan ♦ 2018 Town of Mount Morris Agricultural Plan ♦ 2018 Village of Waterloo NYMS Program THOMA llrwdnJnnrii1 12 Education: Relevant Project Experience: Manatee Junior College, FL Annette is the Grant Administration Team Coordinator and is responsible 1981-1984 for the administration, procurement, and financial management for numerous grant programs administered by Thoma. She qualifies program applicants, prepares and processes disbursement requests from funding With Thoma sources, and monitors program budgets. The majority of Annette's Since: 1995 experience has been working with the CDBG, AHC and HOME programs, though she has a familiarity with administrative requirements of other programs, such as EPF. Affiliations: Town ♦ Marketed and managed various OCR CDBG Programs Councilperson, (Former) ♦ Marketed and managed AHC Programs ♦ Marketed and managed various HOME Programs ♦ Marketed and managed various HUD CDBG Programs ♦ Fair Housing Coordinator for municipal customers ♦ Coordinated SHPO reviews, testing and energy audits for rehabilitation projects ♦ Prepared quarterly reports for grant recipients ♦ Provided program monitoring assistance to grant recipients ♦ Reviewed and qualified applications for customers approval THOMA I knrin�,mrm C'mwJt�ni�s 13 J Education: Relevant Project Experience: BA, SUNY Geneseo, 1983 After six years as a Project Coordinator at SUNY Cortland, Phil returned to Thoma as the Housing Rehabilitation Manager in 2013. Prior to that, he was with Thoma for over 20 years. Phil oversees the work of our Rehabilitation With Thoma Assistants and is responsible for housing rehabilitation projects completed Since: 2013 under the HOME, AHC and Community Development Block Grant (CDBG) (previously 1987- Programs. Additionally, he develops needed work scopes and provides 2008) project oversight for some of the New York Main Street (NYMS) Programs. ♦ Inspected owner -occupied homes, income properties and Affiliations: infrastructure properties for CDBG, HOME and AHC programs NYS DOS Code Enforcement ♦ Developed work scopes for owner -occupied, income properties and Officer infrastructure for CDBG, HOME and AHC programs American ♦ Developed cost estimates for owner -occupied, income properties and Association Home infrastructure for CDBG, HOME and AHC programs Inspectors ♦ Developed lead -paint -risk -assessments and clearance for owner - EPA Certified occupied and income properties for CDBG, HOME and AHC programs Lead Paint Risk Assessor ♦ Developed housing condition reports for clients HUD/FHA Most recent projects include: Inspector ♦ 2019 Town of Unadilla CDBG-Town-Wide Owner -Occupied Housing Rehabilitation Program ♦ 2019 City of Cortland AHC City -Wide Owner -Occupied Housing Rehabilitation Program ♦ 2019 City of Cortland CDBG Target -Area Infrastructure Water & Sewer Replacement Program *"4="' THOMA Education: Relevant Project Experience: Tompkins Cortland Kate assists in the implementation of housing rehabilitation programs by Community providing customer service to homeowners and contractors, maintaining files, College, (2018- and monitoring loan portfolios. She is currently working on a degree in Human Present) Services from TC3. She also prepares and executes housing rehabilitation contracts and loan agreements. Listed below are her relevant project experiences: With Thoma Since: 2015 ♦ Reviewed and qualified program applicants ♦ Provided customer service to homeowners, contractors and customers Affiliations: Notary Public ♦ Maintained files, and monitored loan portfolios for all OCR/CDBG/ HOME programs ♦ Assisted with Microenterprise grant program file setup and implementation ♦ Coordinated SHPO review for rehabilitation projects ♦ Assisted with file monitoring and audits of all grant programs ♦ Assisted with communication between homeowners, program managers, contractors and customers ♦ Assisted with necessary contracts and paperwork, sending and receiving letters of communication for the programs 11 Yf:' THOMA lkwlnp nenl Cnnvrhaw, is Education: Relevant Project Experience: Tompkins Cortland Stephanie is the newest member of the grant writing and planning team. Community Stephanie studied Accounting and Business Management at TC3, earning two College, 2018: associate degrees in 2018. She has a wide range of experience with non-profit Double Major organizations and volunteering in her communities. She assists in the preparation of grant writing, market analysis studies, and planning projects. Stephanie incorporates her knowledge and experience of development, With Thoma marketing and executive assistant into her projects. Since: 2020 ♦ Scheduled and coordinated required public hearings Affiliations: ♦ Coordinated and distributed housing surveys; entered and maintained Board of survey results Directors, Ithaca Free ♦ Mailed applications to property owners; created and maintained mailing Clinic (former) lists and wait lists for grants Tulip Travel ♦ Prepared and distributed newsletters to customers Women's ♦ Provided administrative support for various programs including general Opportunity correspondence, file maintenance and updated forms Center Ithaca ♦ Assisted with bidding rehabilitation projects, insurance monitoring, City Health general correspondence and filing Club Ithaca ♦ Assisted with CDBG file monitoring and audits ♦ Schedule and coordinate sample properties `W_THOMA [kudnymvnl Consaltmrts 16 Education: Relevant Project Experience: AAS, Tompkins Tina provides bookkeeping services for Thoma, as well as for our customers' Cortland programs and loan portfolios. She has expertise in managing Community payables/receivables, preparing financial statements, encumbering contracts, College 1997 preparing bills and customer abstracts, monitoring loan repayments, and completing federal and State financial reports. Tina routinely interfaces with our customers' banks, clerks, and bookkeepers and ensures that all program With financial requirements are met. Thoma Since: 2001 • Prepared financial statements, invoices and bills ♦ Completed Federal and State financial reports for all OCR/CDBG Affiliations: Programs, HOME Programs, AHC Programs Neighborhood • Completed customer abstracts Reinvestment Corporation • Monitored loan repayments Certified Housing • Assisted with file monitoring and audits of all grant programs Counselor Notary Public • Prepared and executed housing rehabilitation contracts. ♦ Implemented housing rehabilitation programs ♦ Provided services to homeowners and contractors ♦ Assisted with insurance compliance THON/tA I >rr� loj,r»riN (lmvdl<wi, 17 Introduction (E Thorna Development Consultants (Tho has a depth of familiarity in the management of Community Development Block Grant (CDBG) Housing Rehabilitation Programs and can provide exceptional services to the Town for its program. We have provided community development services for municipal customers for the past forty years and have worked with the Town of Cortlandville on other CDBG housing projects, partnering with the Town to foster an environment for a better tomorrow. We have reviewed a copy of the Town's Request for Proposals (RFP) and believe our firm is most qualified to carry out the proper program delivery and administrative tasks with respect to the Town's newly awarded CDBG Grant for a Town -Wide Single -Family Owner - Occupied Housing Rehabilitation Program. Thoma will undertake the following tasks in administering the Town of Cortlandville's CDBG Program to comply with the scope of services stated in the Town's RFP: Task 1: Program Start Up- Thoma will complete the followine tasks at the startup of the CDBG Grant Program: • Prepare the Environmental Review Record, which includes assisting the Town in complying with the State Environmental Quality Review Act (SEQRA) and National Environmental Protection Agency (NEPA) requirements. • Assist the Town in finalizing program design and guidelines. • Develop a grant accounting system and work with the Town to ensure all accounting is included in the Town's accounting system. • Develop a file maintenance system for the Town, including preparation of files for the system. • Develop an eligible contractors list, which includes advertising for contractors. • Prepare/update the Town's plans, such as Fair Housing, Implementation Plan, and other plans, related to the requirements of the CDBG Program. THOMA 1 h•i+dopniriil Cnnv'imni, 18 Task 2: Intake and Oualification of Program Participants for Rehabilitation Program- Under Task Two. Thoma will complete the followine; • Advertise for and contact potential program participants. • Establish a system to facilitate submission of applications. • Perform preliminary property inspections and discuss with property owners. • Perform work write-ups and cost estimates for selected properties. • Conduct or contract for an EPA Lead Based Paint Risk Assessment, as required. • Conduct or contract for a BPA certified Energy Audit for each project. • Assist the property owner in contractor selection for bids. • Prepare specifications and assist property owners in bidding work. • Submit program participants to the Town Board. Task 3: Monitoring and Completion of Rehabilitation Work- Under Task Three. Thoma will complete the following- . Encumber funds for the approved work. • Prepare program documents. • Monitor the progress of work expenditures on each property. • Assist the Town with required security filings on each property. • Inspect all approved work including final inspections. Y _a • Conduct or contract for an EPA Lead Based Paint Clearance, as required. THOMA Ikiodnpnu•m Cnuvdtruna V 19 Task 4: Grant Administrative Work- Under Task Four, Thoma will comulete the following_ • Prepare all payment and drawdown documentation. • Submit monthly reports to the Supervisor and Town Board. • Attend Town Board meetings, as necessary. • Advise the Town on matters relating to the grant program and/or the Office of Community Renewal (OCR). • Upon approval by the Town and Town Board, prepare grant amendments or modifications, as needed, and prepare Conflict of Interest Waivers. Prepare all reports required by the Office of Community Renewal (OCR) including status, annual performance, final reports, and close out. Program Schedule Thoma is familiar with the 24-month program schedule proposed in the Town of Cortlandville's CDBG Grant application and is also familiar with the requirements placed on the Town by the Office of Community Renewal (OCR). We feel confident that we can complete this program by the December 2023 completion deadline. Our services, however, will continue through grant monitoring and closeout, which will occur after the grant contract deadline. II THON A hm lup ow"i C "miJiimi, u 20 Administration and Program Delivery Fees Thoma will provide Program Delivery Services for a total cost of $67,500 and Administrative services for a total cost of $20,000, plus reimbursables. All fees to be disbursed according to the following schedule: Program Delivery Final Program Design: Initial Client Contact: Funds Encumbered: 10% $6,150 20% $6,150 30% $6,150 1 40% $6,150 50% $6,150 60% $6,150 70% $6,150 80% $6,150 1 90% $6,150 100% $6,150 Administration Complete Environmental Review: Funds Expended: 10% $1,550 20% $1,550 30% $1,550 1 40% $1,550 50% $1,550 60% $1,550 70% $1,550 80% $1,550 90% $1,550 100% $1,550 Total Fee for the Duration of the Program: $87,500 $3,000 $3,000 $4,500 THOMA Dewl"Pmral Cmindtrm6- 21 Reimbursable Costs Reimbursable costs will include all out-of-pocket expenses that 1'homa Development Consultants (I'hotnca incurs during the life of this project which are eligible expenditures from grant funds. These reimbursable costs include, but are not limited to, copying, postage, photographs, advertising, fax transmissions, and note and mortgage filings. Mileage is not included. Overnight travel expenses are only included when authorized in advance by the Town. Direct Proiect Costs Direct projects costs are soft costs directly associated with individual projects, including lead -based paint testing/clearance and energy audits. Thoma will provide these services directly or indirectly through a sub -consultant. Lead -based paint testing and clearance will be charged at a cost of $750 per project. Energy audits will be charged at a cost of $350 per project. Richard Cunningham, President THOMA 1 knrLipnum Cnrnalhuzi.. 22 Thoina Develol ,ant Consultants (Thont, ' has a significant number of current customers that we think will provide excellent references. The references that follow are a partial listing of our customers for whom we have done similar work, any of whom will give an honest assessment of our organization. We encourage you to contact them. Contact Person Name and Title Main Phone City of Cortland Scott Steve 607-753-0872 Mayor City of Geneva Sage Gerling 315-789-6104 City Manager Village of Waterloo Donald Northrup 315-539-9131 Village Administrator Village of Groton Nancy Niswender 607-898-3966 Clerk/Treasurer Cortland County Garry VanGorder 607-756-5005 Director, BDC/IDA Village of Dansville Peter Vogt 585-335-5330 Mayor Village of Marathon William McGovern 607-849-3812 Mayor City of Oneonta Gary Herzig 607-432-6450 Mayor Office of Community Nina Krupski 518-474-2057 Renewal(OCR) Community Dev. Rep THOMA U,�rrlopmrnl ('nmidtruii� 23