Request for Qualifications for SRP Coordinator Professional Services Contract
Introduction: The Cleveland Neighborhood Development Coalition (CNDC, or the contractor), in cooperation with the City of Cleveland's Department of Community Development (the City), is seeking one-year contracts for the professional services of (2) individuals to act in the capacity of Storefront Renovation Program (SRP) Coordinator "at large" (the Consultants). The main goal of the Consultant is to intensively assist eligible commercial property owners and Community Development Corporations' (CDCs) SRP Marketers presently on staff, in successfully completing the SRP procedural steps necessary in order to execute project rebate or loan contracts with the City in the stated contract period and bring those projects to successful completion.
Background: The Storefront Renovation Program assists targeted neighborhood retail districts in becoming attractive , economically viable, and diverse places to shop. The program helps fund the rehabilitation/renovation of (primarily) traditional storefront building exteriors including:
- Bringing them into Building Code compliance
- Correct on of maintenance items and code violations.
- Renovation of architectural/historic details
- Site improvements
- Design and installation of new signage
The Storefront Program offers financial incentives (rebate or loan) combined with free design assistance to applicants considering an exterior rehabilitation of a commercial structure. Additionally, the City provides free technical construction and design advice from the SRP's City Design Specialists charges with ensuring the project's compliance with federal commercial design standards as published in the City's Storefront Renovation Program Design Manual.
The City currently employs (2) Design Specialists who provide all design and technical expertise to applicants and a Compliance Officer who ensures projects met all applicable standards and regulations.
The City also partners with neighborhood Community Development corporations. The primary function of the CDC is to market the SRP Program, refer interested parties to the City, and to act on behalf of the neighborhood as necessary.
The City's Manager of Commercial Revitalization supervises and directs all aspects of the Program to achieve an annual goal of funding and completing (50) projects each year.
Consultant Responsibilities: The Consultant will have the responsibility of personally undertaking the primary role of "SRP Coordinator" for the SRP Program. In this role, the Consultant will be an applicant's primary contact throughout project development. The Consultant will be responsible for explaining Program regulations and requirements, completing program applications, and serving as a liaison between applicants and City SRP staff. The Consultant will also be responsible for assisting applicants in collecting and maintaining proper project documentation as required by program regulations. At project completion, the Consultant will be responsible for assembling and packaging all necessary do cementation, on behalf of the applicant, for submission to the City for approval. The Consultant will also be responsible for coordinating all project communication between applicants, City SRP staff, CDC representatives, and other as necessary, to facilitate successful project completion.
Upon commencement of the contract, each Consultant will be assigned multiple CDC service areas, in which they will become responsible for any currently active applications or projects, in addition to all new applications in those designated areas. Currently, Consultants are responsible for coordination tasks in (23) of the (28) CDC service areas in the City of Cleveland, however, this is subject to change at any time. Additionally, these "SRP Coordinator" duties may also be extended to any SRP-based pilot programs the City may institute in a given CDC service area.
The following list represents typical "SRP Coordinator" responsibilities on a given project. Actual duties will vary depending on the needs of a specific project.
- Set up initial meeting with potential applicant
- Explain program requirements and regulations
- Complete program applications with all necessary attachments
- Coordinate meetings between applicants and City Design Specialist
- Assist applicant in obtaining all necessary documentation as required, including but not limited to, construction bids, debarment forms, employee payrolls, waivers of lien, property owner consent forms, and others
- Assist or represent applicants in City regulatory reviews as needed, such as Local Design Review, Landmarks, Zoning Appeals, etc.
- Prepare SRP contracts
- Monitor construction of projects and inform City SRP staff of progress.
- Conduct on-site employee interviews when required
- Compile and submit final project documentation to City
- Provide monthly reports of commercial activity on behalf of each CDC assigned
- Other general administrative tasks as needed
Contract Goals/Deliverables: As a Consultant assigned to assist the City's Storefront Renovation Program, the Consultant will be expected to assist the City in achieving its goal of funding and completing (50) projects city-wide and completing at least (1) project in each CDC service area in a calendar year. However, individual Consultants will be evaluated based upon the following criteria:
- Number of completed applications submitted
- Number of SRP contracts executed
- Number of Rebate Disbursement Requests submitted
- Accuracy and timeliness of monthly CDC reports
- Providing service equally to all assigned projects and service areas.
- Quality of general customer service provided
- Quality and accuracy of all SRP related paperwork
Contract terms: Contract term will begin July 1, 2013 and expire December 31, 2013. Contract may be renewed for a second six-month term starting January 1, 2014 and expiring June 30, 2014. Contract renewal will be based on a performance evaluation and review of available funds conducted by CNDC and the City in December 2013.
Payment for Consultant services will be budgeted at $22,000 for the first six-month term and, if renewed, $22,000 for the second six-month term. Compensation fro the entire one-year term will be budgeted at $44,000. Payments will be issued monthly, in equal installments, based on the submission of daily log sheets and CDC performance/evaluation reports, submitted monthly to the City, as well as forms detailing the Consultant's own progress/accomplishments for the projects for which they have primary responsibility.
The selected individual will be responsible for providing their own equipment and work space as necessary to perform the required duties. Specifically, the selected individual must own, or have reasonable access to, a cell phone, computer, printer, scanner, copy machine, email account, and personal vehicle to successfully perform the required duties. The use of these personal items will be at the expense of the Consultant and are not reimbursable by CNDC. The Consultant will be responsible for all tax obligations associated with independent contractor status.
All files and project related paperwork will be the property of CNDC and will be required to be returned at the end of the contract period, if contract is not renewed.
Consultant Qualifications: The selected Consultant should possess the following skills:
- High school diploma or GED;
- High level of attention to detail;
- Ability to manage various and diverse tasks at one time;
- High degree of self-motivation and follow through and flexibility in changing conditions;
- Ability to attend meetings that are scheduled by the CDC SRP Coordinator with: the City Design Specialist, applicant, architect, and/or contractors throughout the development of the project;
- Ability to communicate and assist CDC SRP Coordinator in understanding and in some cases, assisting in the completion of the program's regulatory, procedural paperwork. This applies to the project's contractors as well;
- Grasp of associated language/terminology to meet the understanding levels of all audiences including SRP applicants, contractors etc.;
- A general understanding of construction management is helpful, but not mandatory;
- Previous experience in non-profit, community development, or related field preferred, but not mandatory.
RFP Submission Requirements and Deadline: Interested parties should submit, via email, the following items: a cover letter, current resume and a written narrative (narrative should be no more than 2 pages) explaining how their job skills and background meet the requirements of the RFP and serve the purposes of the Storefront Renovation Program. The submission should demonstrate a familiarity with the Storefront Renovation Program and its regulations/procedures, a basic understanding of CDC operations, and proven administrative proficiency. The submission must also list any employment or consulting contracts, current or future, which will be undertaken concurrently with this proposed contract term.
Submissions will be reviewed by the City of Cleveland's Storefront Renovation Program Staff, the Commissioner of Neighborhood Development and the Director of Community Development. Decisions will be weighed towards proven experience in the Program and the ability to undertake multiple/diverse tasks requiring equal attention. Interviews (in person or by phone)will be conducted only if necessary.
Questions regarding the RFQ can be directed to Ms. Terri Sandy, SRP Manager, City of Cleveland, at 216-664-4031. Submissions are due no later than 5:00 p.m. on May 31, 2013. Only PDF files will be accepted. Submissions should be emailed to Colleen Gilson, Executive Director, Cleveland Neighborhood Development Coalition at firstname.lastname@example.org.
Business and Finance Manager (Part-time)
Cleveland Restoration Society
The Cleveland Restoration Society (CRS) is a non-profit, 501 (c) (3) membership organization dedicated to the preservation of greater Cleveland's historic resources. The Society advocates for the preservation of historic landmarks in greater Cleveland; promotes awareness of historic resources through educational programs and publications; sponsors events for its members; operates a Sacred Landmarks Assistance Program to aid the caretakers of religious landmarks with repair and maintenance issues; and operates a Heritage Home Program that provides free technical assistance and low-interest loans to homeowners in 27 cities in Northeast Ohio.
The Business and Finance Manager is a part-time staff person (3 days a week) for all financial and business affairs of the Cleveland Restoration Society, and innovative non-profit organization with an annual budget and accounts of over $1.0 million. The Business & Finance Manager reports to the Chief Operating Officer who works with the Treasurer and Program staff, and is the staff liaison to the Finance Committee of the Board.
- Send out and monitor invoices for all receivables.
- Process and input all payables. Record W-9 information where appropriate and prepare 1099 reports for the auditor.
- Process and input all receivables and other revenues.
- Process payroll, prepare 403 (b) reports and BWC workers compensation filings.
- Prepare all monthly, quarterly and annual financial statements for analysis, oversight and planning. (Summary of revenues and expenses, balance sheet, detail of current assets, and cash flow projection, etc).
- Oversee restricted accounts, investments and the Endowment Fund.
- Administer budgets and/or financial reporting and work as a team with Development & publications Director fro various public and private grants, including Community Development Block Grant Funds, and the Ohio Cultural Data Project.
- communicate with directors the financial activity of their programs.
- Prepare and maintain sub-budget reporting for events and restricted funding.
- Perform escrow accounting, maintain escrow accounts and process escrow disbursements in collaboration with Heritage Home Program staff.
- Manage the annual audit with the auditor.
- Serve as the staff liaison for the Finance Committee.
- Perform other duties as assigned.
Qualifications: The Business & Finance Manager must have a strong background in organizational finance, including the development of financial statements and business operations. Experience in the non-profit sector is desirable but not a pre-requisite for the experienced candidate. Financial analysis and forecasting skills are necessary. An excellent working knowledge of business software programs, including QuickBooks, Excel, and Word, and the facility to learn new programs is a prerequisite to successful implementation of this job. A team player with the ability to work successfully with a range of people, including staff members, trustees, and officials from governmental funding agencies are necessary.
Cleveland Restoration Society
The Database Assistant is an entry level position that reports to the Director of Development & Publications.
The primary responsibility of the position is to maintain Raiser's Edge (RE) constituent database.
Other Responsibilities include:
- Entering accurately and timely all incoming donations into Raiser's Edge.
- Generating acknowledge letters for each gift using RE: Mail, RE: Export, and mail merges in Microsoft Word.
- Producing monthly invoices for membership billing through RE: Query, RE: Export and merges in Microsoft Word.
- Monthly reconciliation with the Business & Finance Manager to confirm Raiser's Edge and QuickBooks totals.
- Maintenance of Raiser's Edge records, including address updates, duplicate record changes and other basic record changes.
Additional duties will include assisting with direct mailing, updating the database of email contacts, helping with events, and other tasks as assigned.
The Database Assistant ;position can either be a part-time position with the foregoing duties or a full-time position with additional duties of an administrative assistant nature.
- Excellent attention to detail required;
- Strong writing skills for editing of gift acknowledgements;
- Experience in using Microsoft Word and Excel, including mail merge functions.
- knowledge and prior experience with Raiser's Edge donor database and QuickBooks is helpful but not required.
- Passion for the mission of the Cleveland Restoration Society is helpful.
Resumes for the two positions above should be sent to Felicia Hall, Director of Administration, Cleveland Restoration Society, 3751 Prospect Ave., Cleveland, OH 44115 or by email to email@example.com. Deadline is Friday, May 31st at 5 p.m.
Cleveland Green Infrastructure Program Manager
The Trust for Public Land
The Cleveland Green Infrastructure Program Manager is responsible for implementation of a portion of The Trust for Public Land's Ohio's Green Infrastructure Program. This position will assist the Program Director in carrying out assigned aspects of the design and pre-development of green infrastructure (GI) projects.
The Program Manager will report to the Program Director. The position involves forming collaborative relationships with the legal, technical and outreach staff of the program's first client, the Northeast Ohio Regional Sewer District, in order to expedite the pre-development process of various GI projects within the City of Cleveland. Critical tasks include vetting project locations and designs with relevant municipal staff and community organizations, facilitating negotiation of numerous property interest and other agreements, engaging the community in project design, and identifying opportunities to incorporate additional benefits for the community into its projects.
- Project Renaissance: During the early stage of each contract, participate in a needs assessment process with client that establishes protocols with client's legal staff, examines each project in detail. Conduct in the field survey of each assigned GI site.
- Civic Relations: Build effective working relationships with representatives of public agencies and non-profit organizations. For the Cleveland GI program, these could include staff of various City's departments, Cleveland City Council, community development corporations, and other organizations.
- Project-specific Requirements: Facilitate, on behalf of clients 1) the acquisition of fee simple or easement interests in private properties directly impacted by GI project plans, 2) the execution of various project agreements, easements and license agreements with municipal agencies for public properties impacted, 3) the execution of agreements and easements with certain private building owners to connect their existing drainage systems to the new GI infrastructure, 4) other related duties as assigned.
- Community-level Engagement: Organize and participate in project-specific community meetings aimed at garnering public input into and support for GI project designs and conducting all follow-up activities.
- Project Enhancement: Coordinate with other staff and/or consultants, in recommending to client(s) cost-effective enhancements to GI projects, such as demonstration rain gardens, that will provide further benefits to the communities in which they are located. Further identify and advance feasible opportunities for supplemental community benefits, such as parks, located on or near GI project sites that could be built concurrently with or following the client's program.
- Partnership Development: Identify take-out partners for certain enhancement or supplemental community projects. Develop stewardship plans and agreements with take-out agencies.
- Project Management: Assist in developing and updating tracking and reporting systems. Collaborate with other GI team members on developing and sharing best practices.
- Bachelor's degree and a minimum of three (3) years of work experience in the field of community development, project management or another related field is required. Master's degree in Urban Planning, Urban Affairs, Landscape Architecture, Civil Engineering; MBA or JD is a plus.
- Real estate development, real estate acquisition, real estate law, Comerica real estate lending, green infrastructure or closely-related background is strongly preferred.
- Experience with the negotiating process and demonstrated skill at reaching consensus agreements.
- Demonstrated ability to build and maintain relationships and work effectively with a broad range of personalities, cultures, and work styles.
- Excellent oral and written communication, skill including experience with public speaking.
- Work experience in Cleveland, Ohio is preferred.
- Ability and willingness to attend evenings and weekend meetings.
- Experience within an environmental or conservation organization a plus.
- Possess valid driver's license. Some local travel required.
- Expertise in Microsoft Excel, Word and PowerPoint required, and Microsoft Project a plus.
Please submit resume and cover letter to tpl.catsone.com/careers/?portal