1._Pinellas_Vendor_Submission_Guidelines_Form..pdf

25-0425-RFP Management, Administration & Implementation of Community

Development Block Grant -Disaster Recovery (CDBG-DR) Program Proposal

Submission Guidelines

Pinellas County seeks qualified vendors to support its comprehensive Community

Development Block Grant-Disaster Recovery (CDBG-DR) initiative. Vendors may submit proposals for Disaster Recovery Program Management, Housing Program Management, or both. However, separate proposals must be submitted for each selected area.

Vendor Proposal Submission

Check one or more options below to indicate your submission choice:

☐ Option A: Disaster Recovery Program Management, submit the Option A Cost Matrix

Workbook with multiple worksheets with your proposal

☐ Option B: Housing Program Management, submit the Option A Cost Matrix Workbook with multiple worksheets with your proposal.

☐ Option C: Both Disaster Recovery Program Management and Housing Program

Management, submit both Option A and Option B Cost Matrix Workbooks, with multiple worksheets, with your proposal.

Vendor/Company Name:

Authorized Representative (Print):

Signature: ______________________________________ Date: _______________

Ensure this completed page is included as a cover page for each submitted proposal.

Important Notes:

1. Proposals will be evaluated for Disaster Recovery Program Management and Housing

Program Management.

2. Contracts awarded may include flexibility to address future disasters and additional funding as authorized.

Scope of Work by Proposal Type

Option A: Disaster Recovery Program Management

Program

ID

Programs

1D Strategic Relocation and Revitalization Program Administration

2D Homebuyer Assistance Program Administration

3D Disaster Relief Reimbursement Program Administration

4D People First Small Business and Community Recovery Program Administration

5D Non-Profit Community Recovery Program Administration

6D Local Mitigation Planning Program Administration

7D Local Mitigation Infrastructure Program Administration

The vendor bidding on Disaster Recovery

Program Management will be bidding to be the project manager, program manager, and grant administrator for program initiatives 1D to 7D, which includes but is not limited to

1. Developing program standards, policies, and workflow

2. Setting up a Call Center, Customer Service

Center, and providing staffing for

a. Application intake, eligibility screening, and case management

b. Reviewing for Duplication of Benefits

(DOB) per the Robert T. Stafford Act and unmet needs verification

c. Implementing an Appeals Criteria

Process

3. Program Implementation and Fund

Distribution

4. Notices of Funding Availability (NOFAs)

5. Financial management, Grant compliance, monitoring, and reporting

6. Training for staff and subrecipients on

HUD/CDBG-DR requirements

7. Environmental Reviews (Tier 1 & Tier 2, HEROS system compliance)

8. Coordination of temporary housing/relocation as necessary (URA compliance)

9. Be familiar with the floodplain management regulations (24 CFR Part 55) and Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA) (49 CFR Part 24)

10. Initial property inspections

11. Transition, close-out, and records retention planning

Note: Programs 1D-7D do not have a rehab/reconstruction component.

Option B: Housing Program Management

Program

ID

Programs

1H Homeowner Rehabilitation/Reconstruction Program Construction Services

2H Homeowner Reimbursement Program Administration

3H

Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program) Construction Services

The vendor bidding on the Housing Program

Management services will be bidding to be the project manager, program manager, and grant administrator for program initiatives 1H to 3H, which includes a construction component. This undertaking includes, but is not limited to

1. Developing program standards, policies, and workflow

2. Setting up a Call Center, Customer Service

Center, and providing staffing for

a. Application intake, eligibility screening, and case management

b. Reviewing for Duplication of Benefits

(DOB) per the Robert T. Stafford Act and unmet needs verification

c. Implementing an Appeals Criteria

Process

3. Program Implementation and Fund

Distribution

4. Notices of Funding Availability (NOFAs)

5. Financial management, Grant compliance, monitoring, and reporting

6. Training for staff and subrecipients on

HUD/CDBG-DR requirements

7. Construction Management

8. Single-family, Mobile Home, and Small

Rental housing rehabilitation/reconstruction

(1H and 3H)

9. Initial property inspections and damage assessments

10. Development and approval of Scopes of

Work (SOW)

11. Contractor/Subcontractor procurement, management, and invoice processing

(Pass-through invoicing)

12. Interim inspections, construction oversight, and final inspections

13. Compliance with Davis-Bacon Act, Section

3, and HUD housing standards

14. Lead-based paint assessments and mitigation

15. Elevation and hazard mitigation measures for flood-prone properties

16. Coordination of temporary housing/relocation as necessary (URA compliance)

17. Ensuring timely project completion and adherence to HUD requirements

18. Environmental Reviews (Tier 1 & Tier 2, HEROS system compliance)

19. Mold Inspections

20. Asbestos Inspections

21. Transition, close-out, and records retention planning

Note: “Programs 1H and 3H both involve active rehabilitation and reconstruction components.

Program 2H does not include direct reconstruction activities, but it requires a strong understanding of rehabilitation and reconstruction reimbursements for work previously completed and paid for out-of-pocket by the homeowner.”