1-ER Services RFP 2025.pdf

SOLICITATION SPECIFICATIONS

I. PROJECT DESCRIPTION

The purpose of this Request for Proposals (“RFP”) is to obtain the services of a qualified consultant or firm, hereinafter referred to as “Consultant,” to perform a service for the City of Columbus, Ohio, hereinafter referred to as the “City.” The City is seeking qualifications and proposals from consultants interested in assisting the City in producing the U.S. Department of Housing and Urban Development (HUD) mandated environmental reviews. The environmental reviews shall be conducted in accordance with the applicable laws and authorities under the National Environmental Policy Act of 1969 (NEPA).

II. BACKGROUND AND SCOPE OF SERVICES

Background

All Federal Agencies must comply with the National Environmental Policy Act of 1969 (NEPA).

This means that all activities proposed to receive Federal funding must be reviewed for compliance with applicable Federal laws and authorities (including Executive Orders and Agency regulations) which collectively protect and enhance the environment by removing healthy and safety related concerns and providing citizens with the benefits of a healthy environment. A few of these laws and authorities are: the Endangered Species Act, the National Historic Preservation Act, the Clean Air Act, the Flood Insurance Reform Act, as well as regulations and policies implemented by other federal agencies. These laws and authorities help the Department of Housing and Urban Development (HUD) in its mission to provide "safe, decent and affordable housing."

NEPA provides the basic requirements for the review process. Title II of the Act established the Council on Environmental Quality (CEQ) within the White House. The CEQ regulations that implement NEPA are spelled-out in the Code of Federal Regulations (CFR) at 40 CFR Parts 1500

- 1508.

Each federal agency has their own regulations that implement NEPA and fall in line with those of the CEQ. For HUD, regulations listed at 24 CFR apply to their programs and operations as a whole. Within 24 CFR there are numerous "Parts." Of particular importance to the environmental review process are Parts 35, 51, 55, and 58.

Generally, Federal agencies have their own staff to conduct their environmental reviews; the one notable exception is HUD. Due to the vast number of projects and activities that HUD assists, they delegate many, but not all environmental review responsibilities to states and units of local government. In this capacity each is referred to as a "Responsible Entity" (RE). As an RE, the City of Columbus, Ohio acts as an official agent of HUD, taking-on legal obligations on behalf of HUD, and overseeing the ongoing implementation and monitoring of grant funded activities. The specific portion of HUD's regulation that outline's the City's obligations and procedures for the environmental review process is 24 CFR Part 58.

As an entitlement community, the City of Columbus must review large numbers of activities. These include projects funded through the following programs:

• Community Development Block Grant Program (CDBG)

• HOME Investment Partnerships Program (HOME)

• Neighborhood Stabilization Program (NSP)

• Emergency Solutions Grant Program (ESG)

• Housing Opportunities for Persons with HIV/ADS (HOPWA)

• Section 108 funded projects

Frequently, non-profit agencies become direct recipients of other HUD grant funds. In these circumstances, such grantees must request the City to act as the Responsible Entity for the purposes of performing environmental review. The grantee must provide the ERS with a formal request to act as RE and provide full project information. The grants typically involved are:

• Community Project Funding (CPF)

• Self-Help Homeownership Opportunity Program (SHOP);

• Public Housing Authority (Capital Fund Program, RAD conversions etc.) grants

• A complete listing of programs that REs review can be found at 24 CFR 58.1(b)

Scope of Services

The Checklist shall be prepared in compliance with the requirements of the National Environmental Policy Act (NEPA), Council on Environmental Quality (CEQ) regulations, 24 CFR Part 58, and 24 CFR Part 93.301.

Prepare the appropriate HUD Statutory Checklist for each project. The Checklist for the project shall describe the project; evaluate the effect of the project or activities on the human environment and the effect of the human environment on the project; document compliance with the applicable statutes and authorities; and record the written determination and other review findings as required by the relevant authorities. The Checklist shall contain verifiable source documents and relevant base data used or cited in the project review documents.

Review and analyze the proposed project using the criteria, standards, policies and regulations including those identified in 24 CFR 58.5 and 58.6.

Identify mitigation measures, if any, necessary to bring the project into compliance with all appropriate authorities as well as those identified in 24 CFR 58.5 and 58.6.

Monitor and document compliance with mitigation measures after completion of Environmental Review Record and during/after project implementation.

List and submit all credible, traceable and supportive source documentation that is necessary to support determination of whether the proposed activity achieves compliance or conformance with each applicable statute, Executive Order or regulation.

The following work tasks are necessary to prepare the Checklist:

• Review proposed project in consultation with the Owner/Developer.

• Determine appropriate level of review and the applicable checklist required for that level of review under 24 CFR Part 58, and if applicable in consultation with the Owner/Developer.

• Identify and obtain supporting documentation to demonstrate compliance with each requirement of the Checklist.

• Prepare a final Checklist for the City of Columbus and the Owner/Developer to review.

Once it is agreed that the Checklist is complete, the Responsible Entity (City) will perform final review and obtain necessary final signatures.

• Participate in regular project status update meetings with City staff.

The city expects that between 15-20 projects will need to be evaluated under this proposal each year. This proposal may be renewed annually for a period of up to 5 years.

III. RESPONDENT MINIMUM QUALIFICATIONS AND SUBMITTAL REQUIREMENTS

Respondent Minimum Qualifications Eligible respondents must meet the following minimum qualifications:

• Have prior experience working with federal agency environmental reviews, preferably

HUD;

• Not be debarred or suspended from working on federally-assisted projects or projects in Ohio or with the City of Columbus;

• Have a City of Columbus Contract Compliance Number and be in “Contract Compliance in Status Active;”

• Be willing and able to participate in in-person meetings and on-site environmental assessments in Columbus; and

• Have proven administrative, fiscal, and program capacity to immediately implement the work described in this RFP upon award.

Submittal Requirements Proposals should:

• Describe the approach and methodology the Consultant will employ in carrying out the work described in this RFP.

• Include any services the Consultant may require from the City to perform the work described in the proposal.

• Provide a description of the Consultant’s background, qualifications and experience, and the background and qualifications of the staff to be assigned to the project.

• Provide at least three (3) references within the last two years of past clients with similar Scope of Services conducted and the timeframe to complete each of the client’s projects.

• Provide the timing and schedule of work to be performed, with a completion date for this project.

• Proposals must be submitted no later than 12:00 PM Eastern Time on Friday, September 12, 2025.

Selection Process

• Proposals are due no later than 12:00 PM Eastern Time on Friday, September 12, 2025.

• Reviews, negotiations, and legislation to authorize the contract will take place in

September, October, and November 2025.

• The contract’s period of performance will approximately one year, beginning January

2026 through December 2026. The final term will be negotiated with the finalist.

• Subject to mutual agreement, the period covered by the ensuing contract, under the same terms and conditions stated therein can be extended for four (4) additional one-year periods on a year-by-year basis at the same pricing structure.

• The City will select a Consultant based on its evaluation of the scope of services to be provided and the best price for such scope of work. Detailed pricing will only be requested of finalists and will be scored at that time.

IV. SUBMISSION AND AWARD INFORMATION

A. General Instructions

Ownership Copyright: Any work produced under this grant will be the property of the City of Columbus. The City’s ownership will include copyright.

Respondents’ technical proposals must include and be structured in the following order.

Technical proposals are limited to 12 pages (excluding contract exceptions, resumes, section dividers, and the cover page) typed in Arial Size 12 font double-spaced.

• Transmittal Letter signed by an individual authorized to negotiate a contract on behalf of the respondent organization and representing that the respondent commits to keeping its bid valid for 90 calendar days from the date of submission;

• Minimum Qualifications – Explain how the respondent meets the minimum qualifications;

• Competence – Provide sufficient information in a clear, concise manner to the City and

County to evaluate the competence of consultant to perform the requested services.

Information should include:

o Experience providing environmental consulting services for preparation of the HUD Statutory Checklist.

o Staff capacity to perform several checklists over a short period of time as well as the ability to quickly respond to sporadic requests for a checklist throughout a given year.

o Related technical training of staff assigned to perform on this project.

o Knowledge of and experience with regulatory requirements including current local, state and federal regulations. The applicable laws and regulations include, but are not limited to: Historic Preservation [36 CFR 800], Floodplain Management [24 CFR 55, Executive Order 11988], Wetlands Protection [Executive Order 11990], Coastal Zone Management Act [Sections 307(c), (d)], Sole Source Aquifers [40 CFR 149], Endangered Species Act [50 CFR 402], Wild and Scenic Rivers Act [Sections 7(b), (c)], Air Quality [Clean Air Act, Sections 176(c) and (d) and 40 CFR 6,51,93], Farmland Protection Policy Act [7 CFR 658], Environmental Justice [Executive Order 12898], Noise Abatement and Control [24 CFR 51 B], Toxic/Hazardous/Radioactive Materials, Contamination, Chemicals or Gases [24 CFR 58.5(i)(2)], Siting of HUD-Assisted Projects Near Hazardous Operations [24 CFR 51 C], Flood Disaster Protection Act [58.6 (a)], Coastal Barrier Resources Act/Coastal Barrier [58.6 (c)], Airport Runway Clear Zone or Clear Zone Disclosure [58.6 (d)], Toxic Substances Control Act and Resource Conservation and Recovery Act.

o Experience of lead project manager assigned to oversee this project.

• Proposed Project Team – Please identify the key personnel included within the proposed team. Key personnel include the project executive, project manager, and lead senior consultant. Include an explanation of applicable, relevant experience and qualifications of each key person. Resumes are required for all key personnel. The Key personnel may not be reassigned, removed, or replaced from the project with the prior written approval of the City. In addition, please include any subcontractors for specialized studies or testing services such as noise studies, contamination and toxic substance testing, Phase I environmental assessments, historic preservation, etc.;

• Project Approach – Present the respondent’s understanding of the project and its approach to completing the required deliverables;

• Ability to Perform Competently and Expeditiously – Please explain how the respondent will deliver the requested services competently and expeditiously given both the respondent’s workload and the availability of necessary personnel, equipment, and facilities;

• Contract Exceptions – Attached to this RFP is the City’s standard contract terms and conditions. In addition, it is anticipated that this contract will be paid using federal funds.

Accordingly, the City is required to include contract provisions appearing in Appendix II to 2 CFR Part 200, Contract Provisions for Non-Federal Entity Contracts Under Federal Awards. If the offeror has any exceptions to the standard terms and conditions or applicable portions of Appendix II to 2 CFR Part 200, the offeror is hereby instructed to include a table of exceptions that specifies the specific term, condition, or provision number in question, a brief explanation of the exception, and the requested revision. Failure to provide exceptions will be deemed as the offeror’s having accepted the terms and conditions without revision.

• Past Performance – Provide a list of at least three (3) past projects of similar size and scope that illustrate the respondent’s ability to execute the requested services in a competent, responsible manner. The following data elements are required to be included for each past performance example:

o Name of client;

o Title of project;

o Description of the project;

o Relevance of project to the current offering;

o Name(s) of individuals on the project who have been proposed to work on the current offering;

o Start and end date of project; and o Initial awarded contract value, final contract value, and an explanation for any change in contract value.

• Detailed pricing will only be requested of finalists and will be scored at that time.

Do not include cost in your initial proposal (Evaluation Criteria E)

All proposals must be submitted electronically; paper and/or email bids will not be accepted.

Proposals must be submitted electronically through the City of Columbus Bonfire hub at https://columbus.bonfirehub.com/projects. Follow the link to create a new vendor registration. Once the expiration has passed, no proposal may be amended, unless amendment has been requested by the City.

Proposals must be received by 12:00 PM Eastern Time on Friday, September 12, 2025. Late submissions will not be accepted.

Funding decisions will be based on the highest scoring proposals that address the work and criteria described in this RFP. Based on recommendations provided by the RFP Evaluation https://columbus.bonfirehub.com/projects

Committee, the City reserves the right to adjust funding amounts requested based on availability of funds, or as deemed necessary to achieve the best use of the funds. Receipt of an award letter is not a guarantee of funding. The City, at its sole and absolute discretion, with or without cause, and without liability of any kind to any respondent, reserves the right to accept or reject any and/or all proposals either in whole or in part, waive any informalities or irregularities of any proposals, cancel this RFP at any time and/or take any action in the best interest of the City. The City’s decision in all matters shall be final. The City reserves the right to contact an applicant if additional information is required.

B. Questions Questions regarding this solicitation document and/or procurement process must be submitted in Bonfire no later than 12:00 PM Eastern Time on Friday, August 22, 2025. The City anticipates responding to questions on a rolling basis, but by no later than 12:00 PM Eastern Time on Friday, August 29, 2025.

C. Award Recommendation Respondents will be notified of contract recommendations on or around Monday, September 29, 2025.

V. EVALUATION CRITERIA

Submitted proposals will be evaluated using the following process:

1. Procurement official completes a compliance review of the proposals. Failure to comply with the provisions of this RFP is grounds for disqualification. Proposals passing the compliance review will be forwarded to a committee of City employees comprising an evaluation committee for additional consideration.

2. The Evaluation Committee will review and determine whether the respondent meets the minimum qualifications required to be further considered. Failure to meet minimum qualifications will result in exclusion from further consideration.

3. The Evaluation Committee will then score technical proposals using the following scale.

CRITERIA MAXIMUM POINTS OR Pass/Fail A. Competence 40 B. Quality and Feasibility 20 C. Ability to perform services competently and expeditiously

D. Past Performance 15 E. Pricing 5

TOTAL POINTS 100

4. Detailed pricing will only be requested of finalists and will be scored at that time.

Do not include cost in your initial proposal.

5. Final funding recommendations will be presented to the Director of the Department of Finance and Management and Columbus City Council for final approval. All funding decisions are final.

6. Release of funds will be contingent upon satisfactory review of the activities and expenditures and the availability of funds.

VI. COMMUNICATIONS

During the solicitation and evaluation process, Offerors are strictly prohibited from communicating with any City employees or officers regarding this solicitation except through the method stated immediately above during the Question & Answer period. Any communication from the vendor to the City after the Question & Answer period should be limited to only what is necessary. Necessary communication required by the City will be communicated clearly to Offerors. If any Offeror has a need to communicate with the City, the communication should come only to the Chair of the Committee. If a City employee attempts to communicate with an Offeror contrary to this provision, the Offeror shall report said incident to the Chair of the Committee. The Chair, Lucie McMahon, can be reached at lmmcmahon@columbus.gov. A violation of this section on the part of the Offeror may lead to disqualification.