1-RFP 25-66 Mangement and Admin Services for HUD Lead Hazard Healthy Homes Program.pdf

Montgomery County RFP 25-66 Montgomery County Offices of Public Health & Housing and Community Development

Management and Admin Services for HUD Lead Hazard & Healthy Homes Program

INTRODUCTION

Montgomery County is located approximately twenty miles west of Center City Philadelphia, PA. Governed by a three-member Board of Commissioners, the County government is a large diverse organization whose mission is to provide quality services in an efficient and cost-effective manner.

Montgomery County, with nearly 869,000 residents, is the third most populated county in the Commonwealth of Pennsylvania. Some of the services the county government provides its citizens include health and human services, a highly regarded community college, an outstanding park and historic site system, and a judiciary recognized as one of the Commonwealth’s finest.

The Montgomery County Department of Health and Human Services (HHS) offers a full continuum of services to ensure the health, safety and well-being of county residents. The Department serves children, families, young adults, adults and older adults through its offices which include Children and Youth, Community Connections, Drug and Alcohol, Early Learning Resource Centers, Housing and Community Development, Mental Health/Developmental Disabilities/Early Intervention, Public Health, Senior Services, Managed Care Solutions, and Veterans Services. Strategic Offices for the Department support dissemination of important health information and quality and compliance. HHS is fully integrated to provide seamless, coordinated care delivery all focused on enhancing the health and well-being of the residents of Montgomery County.

The Department of Health and Human Services is mindful of:

1. Being trauma-informed, (and)

2. Maximizing diversity, equity, and inclusion, (and)

3. Working in true partnership with staff, partners, individuals and families we serve

Montgomery County, in collaboration with the U.S. Department of Housing and Urban Development (HUD), is seeking to control lead hazards in residential dwellings and provide lead-safe housing for Montgomery County children. Montgomery County’s Department of Health and Human Services’ (HHS) Office of Public Health (OPH) and Office of Housing and Community Development (OHCD) have an existing well-established HUD Lead Hazard Control (LHC) Program. This current opportunity allows for an extension and expansion of the existing Program through May 15, 2029.

MONTGOMERY COUNTY requires a qualified agency or organization to provide project management and administration services to support this LHC Program. The Subrecipient of subject RFP will employ or subcontract with an individual who meets the qualifications of program manager and will perform daily management and administration duties related to the project. The Subrecipient shall be an experienced program management and administration firm or organization that can effectively manage the daily operations of the Lead Hazard Reduction Grant program and provide administration services per the required activities outlined in the scope of work. The Program objective is to complete lead hazard reduction work and ancillary services on approximately 50 residential units within Montgomery County determined as high risk for lead poisoning.

Approximately 40 of these units will also receive healthy homes intervention repairs.

SCOPE OF WORK

The LHC Program will provide funding for a countywide program to assess and address lead hazards in units occupied by persons with income at or below 80% of the area mean income. It is anticipated that 50 housing units will receive lead hazard reduction, with at least 40 of those units to also receive healthy homes intervention repairs by May 15, 2029.

Management and Admin Services for HUD Lead Hazard & Healthy Homes Program

The successful Offeror shall be prepared to perform all of the following program management and administration activities upon award through May 15, 2029.

1. The successful Offeror shall assist OPH in development of program policies/procedures and work plan documents for the grant project.

2. The successful Offeror shall have a process in place to accept inquiries from the public concerning the Lead Hazard Reduction Grant Program and prequalify potential grant participants by phone through the completion of documents developed for use by grant program administers.

3. The successful Offeror shall have a process in place to:

a. Accept referrals of potential participants into the Lead Hazard Reduction Grant Program; and

b. Determine if potential participants meet the eligibility requirements as established by

Montgomery County and HUD.

4. The successful Offeror shall provide a process to enroll a participant and his/her property into the grant program. Enrollment process should include the administration of the forms developed by the subrecipient that are compliant with Montgomery County and HUD requirements, tracking of the forms in the project specific database; scheduling of enrollment proceedings; and securing locations where enrollment proceedings can take place. Enrollment process shall also include verification of home ownership, payment of property taxes, proof of property insurance, verification of the presence of pregnant women or of children under age six and third party verification of income of the occupants to ensure compliance with HUD regulations.

5. The successful Offeror shall provide a mechanism to ensure that all participants involved in the grant program receive proper notifications as outlined in the work plan and obtain signatures on any necessary documents at the conclusion of the lead hazard Reduction or healthy homes work.

6. The successful Offeror shall also have a process in place to bid the services, including the provision of a report, to qualified individuals determined to be acceptable by MONTGOMERY COUNTY. Procurement or subcontracting of any paint inspection/risk assessments or healthy homes assessments shall be conducted in accordance with HUD and Montgomery County regulations.

7. The successful Offeror shall have a process in place to bid the services to qualified individuals determined to be acceptable by MONTGOMERY COUNTY. Subcontracting of any work shall be conducted in accordance with HUD regulations.

8. After written verification of lead or healthy homes specification approval from MONTGOMERY COUNTY, the successful Offeror shall have a process in place to ensure the completion of lead hazard Reduction of each lead hazard identified in the lead specifications, or remediation of each healthy home hazard identified during a visual assessment. Each lead abatement contractor must have on file with MONTGOMERY COUNTY proof of liability insurance, vehicle insurance and workers compensation, if applicable. In addition, proof of licensure by Commonwealth of Pennsylvania Department of Labor and Industry. for lead hazard reduction work must be on file and proof of certification with the U.S.

EPA Renovation, Repair and Painting Rule. The successful Offeror shall provide a process to maintain records associated with each lead abatement contractor’s EEO information, a log of each lead abatement contractor as to the number of current jobs, satisfactorily completed jobs, complaints, resolution of complaints, and performance within the allowed time period. The successful Offeror shall have a process in place to bid the services to qualified individuals determined to be acceptable by MONTGOMERY COUNTY. Subcontracting of any work shall be conducted in accordance with HUD regulations.

9. When an eligible property is enrolled and the lead hazard reduction, work may require temporary relocation of the occupants. Offeror shall have a process to assist participants in relocation by arranging for lodging and meals for the participants and their families for the duration of the lead abatement project. The successful Offeror will demonstrate the ability to comply with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, the Uniform Relocation Act

Management and Admin Services for HUD Lead Hazard & Healthy Homes Program

Amendment of 1987 and HUD rules and regulations, which state a person involuntarily displaced as a result of federally funded projects and programs will not suffer disproportionate injuries as a result of the grant program.

10. The successful Offeror shall have the means to ensure up to three (3) monitoring visits are conducted of each lead hazard reduction and healthy homes intervention project as work is ongoing.

11. The successful Offeror will work with MONTGOMERY COUNTY to maintain a sufficient lead abatement contractors capable of bidding and completing Paint Inspections/Risk Assessments, Healthy Homes Rating Process assessments, Lead Hazard Reduction Specifications, Healthy Homes Intervention specifications, Lead Hazard Reduction work and Healthy Homes repairs.

12. The successful Offeror will have a working knowledge of HUD’s Healthy Homes Grants Management Process (HHGMS) or equivalent.

13. The successful Offeror must attend all grant-related events as required by HUD.

14. The successful Offeror shall collaborate with all grant partners in the administration and completion of grant related services.

The successful Offeror must submit on a monthly basis to the MONTGOMERY COUNTY contract manager the following:

1. All documents generated for grant- related services performed must be provided prior to the release of compensation. Required documentation can be provided through entry into the Montgomery County Lead-Paint Hazard Reduction Program or by providing completed documents at the time of invoicing. These documents include, but are not limited to the following:

a. Prequalification form, property deed, rental agreement, homeowner’s insurance, birth certificates of any child under six years of age and/or medical records documenting the blood lead levels of any child residing in the home.

b. Copy of the lead specifications for a property as completed by OPH’s licensed lead abatement staff

c. Copy of each paint inspection/risk assessment report, as completed by a certified lead risk assessor.

d. Copy of the clearance examination report, as completed by a certified lead risk assessor.

e. Final report during the close-out phase of the grant period.

REQUIREMENTS

The successful Offeror shall be prepared to perform the program management and administration activities upon award through May 15, 2029, according to the requirements of the funding source. The successful Offeror will have a minimum of three (3) years of experience in managing a HUD Lead-based Hazard Control and Healthy Homes grant or other housing program similar in scope and size.

The successful Offeror will be firms, agencies or organizations with the resources and capacity to manage and administer services associated with the Montgomery County Office of Public Health Lead Hazard Reduction Grant Program as described in the scope of work.

The successful Offeror should be able to demonstrate the following:

1. Minimum of three (3) years of experience in managing a HUD Lead-Based Paint Hazard Reduction Grant or Reduction program or other housing program similar in scope and size.

2. Knowledge of and ability to comply with HUD Lead Hazard Reduction grant policies, procedures, notice of funding ability requirements and all other HUD requirements.

3. Previous Fiscal oversight/management experience in a grant project similar in scope and size.

Management and Admin Services for HUD Lead Hazard & Healthy Homes Program

4 Mechanism in place to seek reimbursement of grant related expenditures through submission of invoices and ensure payment to subcontracted vendors.

The successful Offeror must employ or subcontract with one (1) individual who meets the following: Day-to-day Housing Advocate must be experienced in housing rehabilitation and/or lead hazard Reduction.

Offeror must complete and upload a technical proposal that will be evaluated on the following criteria:

• The Offeror must demonstrate previous work experience with HUD Housing related grant programs.

• The Offeror must document the following: Company history - Number of years in business, Number of employees, Financial stability and Capacity to do the work.

• The Offeror shall demonstrate that it has a mechanism in place to seek reimbursement of grant related expenditures through submission of invoices and ensure payment to subcontracted vendors. The Offeror shall be able to demonstrate knowledge of and ability to comply with HUD Lead Hazard Reduction Grant policies, procedures, notice of funding ability requirements, and all other HUD requirements.

• The Offeror shall demonstrate previous experience in fiscal oversight and management of projects of a similar scope and size, particularly within past five (5) years. Include specific examples

• The Offeror must describe the assigned and key personnel’s formal education and professional experience. The Offeror must employ staff who have managed a project of a similar size, scope and nature to this RFP’s requirements with details for each.

• The Offeror’s proposal must provide a detailed staffing plan and must include additional staff such as a financial manager and any administration staff required to perform the work.

• The Offeror must fully describe its current capacity, approach, methods, and specific work steps for doing the work in this project. The Offeror must demonstrate its understanding in detail as to how it proposes to accomplish this project.

o Prequalification and intake of potential project participants o Pre-lead hazard Reduction enrollment and post-lead hazard Reduction notices.

o Coordination/completion of paint inspection/risk assessment and healthy homes assessment services.

o Coordination/completion of lead and/or healthy homes work specifications and remediation services.

o Lead remediation services.

o Coordination of relocation services.

o Relocation services.

o Coordination/completion of project monitoring.

o Coordination/completion of clearance examinations/healthy homes reassessments.

o Progress reports and file maintenance.

o Healthy homes intervention repairs.

METRICS AND/OR OUTCOMES

At least 50 new properties will be identified, assessed and made lead-safe or lead-free to include 40 of those properties to receive additional healthy homes intervention repairs by May 15, 2029.

INFORMATION TECHNOLOGY

The successful vendor will have technology capacity to do this work.

Management and Admin Services for HUD Lead Hazard & Healthy Homes Program

COST PROPOSAL

The contract amount for the entire grant period is a total of $1,425,000.00 which must include the following fixed costs in the contract amount:

1. Lead Hazard Reduction – 50 units @ $17,000 each ($850,000.00)

2. Relocation services – 50 units @ $1,000 each ($50,000.00)

3. Healthy Homes Supplement: Radon Testing on all 50 units & Healthy Homes Intervention Repairs on at least 40 of those units ($300,000.00)

The successful Offeror will provide costs associated with coordination and completion of other grant-related services not considered fixed costs. These costs will be evaluated for 50 units, unless otherwise indicated.

Project costs include the following:

1. Prequalification and intake of potential project participants,

2. Pre-project enrollment,

3. Post project notices,

4. Coordination/completion of project monitoring,

5. Lead risk assessments and clearance examinations,

6. Healthy homes assessments,

7. Lead/healthy homes work specifications,

8. Completion of progress reports and file maintenance (single amount for entire project).

VALUE ADDED CONSIDERATION

Additional skills, value-added components

CONTRACT PERIOD WITH OPTION TO EXTEND

The contract period is March 1, 2026, through May 15, 2029. Contingent upon the availability of funding, the County may extend all or part of this Contract at the discretion of OPH for a period of one or more months and subject to the satisfactory performance of the Contractor and the needs of the Agency.

PROPOSAL SUBMITTAL

Submissions are to be made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its Proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

QUESTIONS

All questions related to this Request for Proposal are to be submitted through the Bonfire Portal.

Management and Admin Services for HUD Lead Hazard & Healthy Homes Program

RFP Response Narrative Format Template

INTRODUCTION

The format that follows is to be used in preparing your proposal in response to the RFP. The applicant’s operations, plans, capabilities, and prior experience are of primary interest to Montgomery County Department of Health and Human Services, Office of Public Health. The completed proposal must follow the format shown and may not exceed 14 pages, excluding title page and requested attachments.

TITLE PAGE: showing RFP number, due date and time, proposer name, address, telephone number, contact person, email address, and EIN number.

BACKGROUND STATEMENT AND PRIOR EXPERIENCE

• Please describe the history of your agency, mission statement and how it relates to this Lead Hazard Control and Healthy Homes Project.

• Please describe the number of years your company has been in business, the number of employees your company currently has and your staffing plan including roles such as a financial manager and administrative staff required to perform the work.

• Please provide evidence that your company has the capacity to perform the required work, including experience that your staff has had in managing a project of similar size, scope, and nature to this RFP.

SERVICE DESCRIPTION

Please describe how your company will:

• Conduct prequalification and intake of potential project participants

• Manage pre-lead hazard reduction enrollment and post-lead hazard reduction notices

• Coordinate and complete Lead Inspection/Risk Assessments and healthy homes assessment services

• Coordinate and complete lead and/or healthy homes work specifications and remediation services

• Coordinate relocation services for affected participants

• Coordinate and complete project monitoring activities

• Coordinate and complete clearance examinations and healthy homes reassessments

COMMUNICATION, FISCAL, COST PROPOSAL/BUDGET, INVOICING, AND DATA REPORTING

Please describe how your company will communicate with Montgomery County staff, prepare progress reports, maintain project files and submit invoices.

LIST OF ATTACHMENTS TO BE SUBMITTED

• Organizational chart

• Job descriptions pertinent to contract

• Budget or cost proposal

• Certificate of Insurance (if awarded contract a COI will need to be issued listing the specific office as a holder)

• License(s), certification(s) (if applicable)

• Most recent audit report