26-PLA03 Award Letter.pdf

This is an Award Notification Letter issued by the City of Sun Prairie, Wisconsin Department of Planning for RFP #26-PLA03 regarding Service Management for the Home Repair Loan Program. The City has announced its intent to award the contract to Project Homes Inc, the bidder receiving the highest evaluation team ranking. The procurement sought a qualified contractor to administer a comprehensive home repair loan program including client intake, income verification, home inspections, loan underwriting and closing, progress inspections, and lead-based paint testing for owner-occupied homes. The RFP required proposals to be submitted electronically by Friday, March 6, 2026, at 2:00 PM CST, with a question deadline of February 13, 2026, and answers posted by February 19, 2026. The contract is scheduled to commence on Monday, April 13, 2026, and terminate on Thursday, December 31, 2026, with an option for one additional year extension under mutually agreed terms. The Award Notification Letter is subject to City Council approval and execution of a written contract, and no legal rights are acquired by the vendor until a fully executed contract is in place.

The evaluation criteria employed a weighted point system assessing Qualifications of Firm (35 points), Relevant Experience of Firm (35 points), Costs (15 points), DBE/WBE/DVB certification (5 points), and Local Preference (10 points). Minimum qualifications required three years of experience administering a home repair loan program and three years of experience with federally, state, locally, or non-profit administered programs. Total 2026 program funding of $276,000 is derived from the Sun Prairie Affordable Housing Fund, with up to $36,000 designated for the selected contractor's service delivery and administrative costs and $240,000 allocated for loan awards capped at $12,000 per homeowner. Contractors must maintain comprehensive insurance prior to commencing work, including worker's compensation with $1,000,000 employer's liability limits, commercial general liability and automobile liability of $1,000,000 per occurrence with $2,000,000 general aggregate, $5,000,000 umbrella liability coverage, and $1,000,000 professional liability insurance. Contract pricing for any extended terms will be adjusted based on Consumer Price Index (CPI-U).