6b.Option_B_Pinellas_CDBG-DR_RFP_Cost_Matrix_Detail.6.24.25.xlsx
XLSX spreadsheet 59 KB Posted
- Solicitation number
- 25-0425-RFP
- Issued by
- Pinellas County, Florida
About this file
This document is a detailed cost matrix for Pinellas County, Florida's Community Development Block Grant-Disaster Recovery (CDBG-DR) Program, specifically Option B: Housing Program Management. The solicitation covers a three-year contract for comprehensive housing recovery services following Hurricanes Helene, Idalia, and Milton in 2024. The project includes managing three primary housing programs: Homeowner Rehabilitation/Reconstruction (estimated 1,100 applicants), Homeowner Reimbursement (estimated 350 applicants), and Small Rental Rehabilitation/Reconstruction (estimated 177 applicants). The cost matrix outlines staffing rates, environmental review processes, construction management services, and application processing requirements, with an expectation of delivering complete rehabilitation and reconstruction services across these program areas.
The pricing structure includes detailed hourly rates ranging from $65 for Administrative Assistants to $250 for Senior Project Managers, with comprehensive requirements for program management, compliance, and reporting. The total CDBG-DR funding is $813,783,000, with $598,653,065 (85%) allocated to housing programs. Key program features include up to $375,000 for homeowner repairs, up to $50,000 for homeowner reimbursements, and up to $375,000 for small rental property rehabilitation. The procurement emphasizes strict compliance with HUD regulations, including 2 CFR Part 200 standards, Davis-Bacon labor requirements, and detailed documentation and reporting protocols. Vendors must demonstrate expertise in program management, environmental reviews, construction oversight, and applicant intake processes, with payment contingent on successful application processing and unit completion.
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Cost Matrix
| 25-0425-RFP Management, Administration & Implementation of Community Development Block Grant -Disaster Recovery (CDBG-DR) Program |
| Management, Administration & Implementation of |
Community Development Block Grant -Disaster Recovery (CDBG-DR) Program
| Option B: Housing Program Management | 3 Year Cost Estimates | ||||
| ITEM No. | CATEGORY | ||||
| (PPM/RRM) | PROGRAM DESCRIPTION | COST | |||
| PROJECT/PROGRAM MANAGEMENT SERVICES | |||||
| 1 | Project Management | $ - 0 | |||
| 2 | Other Professional Services | $ - 0 | |||
| 3 | Homeowner Rehabilitation/Reconstruction Program | $ - 0 | |||
| 4 | Homeowner Reimbursement Program | $ - 0 | |||
| 5 | Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program) | $ - 0 | |||
| TOTAL CDBG-DR PROJECT COST | $ - 0 |
Complete areas highlighted in yellow.
All pricing afforded shall be all inclusive of labor, materials, travel and shipping.
Staff Rates Option B: Housing Program Management
| Provide Staff Rates for a 3 Year Term | |||||
| Example for Information Purposes Only | |||||
| Staff | Staff Position | Billable Rate (Hourly) | Staff | Staff Position | Billable Rate (Hourly) |
| 1 | $ - 0 | 1 | Sr. Project Manager | $ 250.00 | |
| 2 | $ - 0 | 2 | Subject Matter Expert | $ 225.00 | |
| 3 | $ - 0 | 3 | Program Lead | $ 205.00 | |
| 4 | $ - 0 | 4 | Financial Analyst | $ 205.00 | |
| 5 | $ - 0 | 5 | Environmental Specialist | $ 200.00 | |
| 6 | f | f | 6 | Construction Manager | $ 175.00 |
| 7 | $ - 0 | 7 | Grant Manager | $ 165.00 | |
| 8 | $ - 0 | 8 | Compliance Lead | $ 165.00 | |
| 9 | $ - 0 | 9 | Project Coordinator | $ 150.00 | |
| 10 | $ - 0 | 10 | Inspector | $ 150.00 | |
| 11 | $ - 0 | 11 | Jr. Project Manager | $ 150.00 | |
| 12 | $ - 0 | 12 | Monitoring Analyst | $ 140.00 | |
| 13 | $ - 0 | 13 | Lead Business Analyst | $ 130.00 | |
| 14 | $ - 0 | 14 | QA/QC Analyst | $ 120.00 | |
| 15 | $ - 0 | 15 | Trainer | $ 100.00 | |
| 16 | $ - 0 | 16 | Case Manager | $ 95.00 | |
| 17 | $ - 0 | 17 | Administrative Assistant | $ 65.00 | |
| 18 | f | ||||
| 19 | $ - 0 | ||||
| 20 | f | $ - 0 |
| Penalty Clause for key staffing: |
| Should any key staff leave or be replaced within an agreed upon time frame, the Contractor shall incur a penalty as stipulated by the contract terms |
Env Reviews_Inspection Rates Option B: Housing Program Management
| Environmental Reviews and Inspection Rates | ||||||
| ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | ||
| LOADED UNIT PRICE / Measure | AMOUNT |
| 1 | Environmental Review Tier 1* (County-wide) | Fixed Price | $ - 0 | $0.00 | |||
| 2 | Environmental Review Tier 2 (Per Site/Project) | Fixed Price | $ - 0 | $0.00 | |||
| 3 | Environmental Assessment (As Needed Per Project) | Fixed Price | $ - 0 | $0.00 | |||
| 4 | Interim Inspections (As Applicable) | Fixed Price | $0.00 | ||||
| 5 | Final Inspection (As Applicable) | Fixed Price | $ - 0 | $0.00 | |||
| 6 | Lead-Based Paint Inspection (As Needed) | Fixed Price | $ - 0 | $0.00 | |||
| 7 | Lead-Based Paint Risk Assessment (As Needed) | Fixed Price | $ - 0 | $0.00 | |||
| 8 | Mold Inspection (As Needed) | Fixed Price | $ - 0 | $0.00 | |||
| 9 | Asbestos Inspection (As Needed) | Fixed Price | $ - 0 | $0.00 | |||
| 10 | Davis Bacon Compliance | Fixed Price | $ - 0 | $0.00 | |||
| For any item you are not managing or responsible for mark 0 in the Quantity Field | |||||||
| Example for informational purposes only | |||||||
| Environmental Reviews and Inspection Rates | |||||||
| ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |||
| LOADED UNIT PRICE / Measure | AMOUNT |
| 1 | Environmental Review Tier 1* (County-wide) | 1 | Fixed Price | $ 12,000.00 | $12,000.00 |
| 2 | Environmental Review Tier 2 (Per Site/Project) | 1 | Fixed Price | $ 6,000.00 | $6,000.00 |
| 3 | Environmental Assessment (As Needed Per Project) | 1 | Fixed Price | $ 2,000.00 | $2,000.00 |
| 4 | Interim Inspections (As Applicable) | 0 | Fixed Price | $ - 0 | $0.00 |
| 5 | Final Inspection (As Applicable) | 1 | Fixed Price | $ 1,000.00 | $1,000.00 |
| 6 | Lead-Based Paint Inspection (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
| 7 | Lead-Based Paint Risk Assessment (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
| 8 | Mold Inspection (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
| 9 | Asbestos Inspection (As Needed) | 0 | Fixed Price | $ - 0 | $0.00 |
Project Management
| Option B: Housing Program Management | ||||||
| Provide for a 3 Year Term | ||||||
| ITEM No. | PROJECT ROLE | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | ||
| LOADED UNIT PRICE / HOUR | AMOUNT |
| 1 | Hour(s) | $ - 0 | $0.00 | |
| 2 | Hour(s) | $ - 0 | $0.00 | |
| 3 | Hour(s) | $ - 0 | $0.00 | |
| 4 | Hour(s) | $ - 0 | $0.00 | |
| TOTAL PROJECT MANAGEMENT FEES for 3 Years | $0.00 | |||
| Minimum Level of Service | ||||
| 1 | Establish and Manage Project charters, project timelines, goals, metrics and deliverables for the management of the programs | |||
| 2 | Project Management Oversight for the Programs under the vendors purview | |||
| 3 | Weekly & Monthly Status Reports | |||
| 4 | Reporting - Timelines, Budgets, Risks, Compliance, etd. | |||
| 5 | Administrative Oversight | |||
| 6 | Submit Invoices, timesheets, Record Keeping | |||
| 7 | Status Meetings | |||
| 8 | Communications Collaboration | |||
| 9 | Transition and Continuity of Operations | |||
| 10 | Managing Change Orders | |||
| 11 | Onboarding, training, and technical assistance |
Other Prof Svcs
| Option B: Housing Program Management | ||||||
| Provide for a 3 Year Term | ||||||
| Other Professional Services | ||||||
| ITEM No. | SERVICE | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | ||
| LOADED UNIT PRICE / HOUR | AMOUNT |
| 1 | Call Center Establishment and Operation | Est. Budget | $0.00 | |||
| 2 | In-Person Customer Service Center Establishment and Operation | Est. Budget | $ - 0 | $0.00 | ||
| 3 | Training | Est. Budget | $ - 0 | $0.00 | ||
| 4 | Grant Compliance and Monitoring (3 Programs) | Hour(s) | $ - 0 | $0.00 | ||
| 5 | Project & Program Closeout (3 Programs) | Hour(s) | $0.00 | |||
| TOTAL OTHER PROFESSIONAL SERVICE FEES | $0.00 | |||||
| Minimum Level of Service | ||||||
| Call Center Establishment and Operation |
1. Provide trained, U.S.-based personnel familiar with CDBG-DR and Pinellas-specific requirements to provide application intake and support.
2. Operate a dedicated, functional call center with live support and a published contact number.
3. Implements feedback mechanisms (e.g., customer service surveys) to measure performance, program efficiency and effectiveness.
In-Person Customer Service Centers Establishment and Operation
1. Provide trained, U.S.-based personnel familiar with CDBG-DR and Pinellas-specific requirements to provide in-person application intake and support during weekday, evening, and weekend hours.
2. Operate during key program phases with ADA-accessible, transit-friendly, and rotating physical locations.
3. Include language assistance, pop-up/mobile options, and customer satisfaction surveys.
Training
1. Deliver comprehensive training before program engagement and within 3 days of regulatory changes.
2. Cover HUD, CDBG-DR, URA, Davis-Bacon, financial, procurement, and environmental topics as necessary.
3. Provide Training and Reviews on Standard Operating Procedures or Program Policies
4. Maintain and submit attendance logs and training records for audit purposes.
Grant Compliance and Monitoring
1. Provide trained staff with experience in 2 CFR Part 200 and HUD cross-cutting regulations.
2. Conduct regular subrecipient/contractor monitoring and develop risk-based plans.
3. Generate reports, checklists, and assist with audits, QPRs, and technical compliance.
Program and Project Closeout
1. Finalize and organize all documentation and reports in compliance with HUD and County standards.
2. Support audits, submit all certifications and performance metrics, and provide a transition plan.
3. Deliver all closeout deliverables (e.g., final case files, outcome reports) by end of contract or as agreed.
Sheet9
HomeOwn Rehab_Recon
| Option B: Housing Program Management | Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary. | ||||||
| HOMEOWNER REHABILITATION/RECONSTRUCTION PROGRAM | |||||||
| Documentation Deliverables (30 Days) | |||||||
| ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |||
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: |
• Up to $375,000 in repairs that have not been covered under other programs.
• Work to be completed after the application is approved.
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 | |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 | |
| 3 | Develop intake workflows | Fixed Price | $ - 0 | $0.00 | |
| 4 | Develop standardized application forms (Intake and Appeals) | Fixed Price | $ - 0 | $0.00 | There should only be 1 Intake Application form created and used for Home Owner Rehab/Recon, Home Owner Reimbursement and Small Rental Rehab/Recon Local Landlord |
| 5 | Develop and publish appeals process | Fixed Price | $ - 0 | $0.00 | |
| 6 | Develop NOFA | Fixed Price | $ - 0 | $0.00 | |
| TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service | |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR within 30 days of Program Launch Date Including drafts, County Approvals and Final Version |
| HOMEOWNER REHABILITATION/RECONSTRUCTION PROGRAM | ||||||
| Progam Management (3 Years) | ||||||
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |
| LOADED UNIT PRICE / Measure | AMOUNT |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service | |
| · | Maintain secure digital and physical files in accordance with 2 CFR 200.303 and HUD standards. |
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. |
| · | Conduct regular reconciliations to verify proper allocation and flag anomalies. |
| · | Maintain logs of assistance provided and common applicant challenges for process improvements. |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Maintain QC logs and checklists for all disbursements and draw packets. |
| · | Ensure appeal decisions are issued within 15 business days of submission. |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
| HOMEOWNER REHABILITATION/RECONSTRUCTION PROGRAM | ||||||
| Application Completion (3 Years, Est. 1100 Applicants) | ||||||
| Item Number | Task | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | ||
| LOADED UNIT PRICE / Measure | AMOUNT |
| 1 | Processed Application | Each | $ - 0 | $0.00 | |
| TOTAL APPLICATION PROCESSING FEES - 1100 | $0.00 | ||||
| Application Intake & Award Minimum Level of Service | |||||
| Application Intake & Award | |||||
| 1. Perform complete verification of applicant ownership, occupancy, income, and damage. | |||||
| 2. Utilize standard tools (e.g., FEMA, SBA, insurance) to conduct compliant DOB analysis. | |||||
| 3. Provide written DOB determinations and maintain clear documentation in each applicant file. | |||||
| 4. Provide applicants with case updates within 3 business days of inquiry. | |||||
| 5. Issue awards or vouchers only after full eligibility, DOB clearance, and documentation review. | |||||
| 6. Complete draw requests within 5 business days of receipt, barring documentation issues. | |||||
| 7. Resolve payment issues or discrepancies within 7 business days. | |||||
| Payment Limitation Clause for Application Intake & Award: | |||||
| The County will only authorize payment for services tied to successfully processed and approved applications. No compensation shall be provided for incomplete, withdrawn, ineligible, or denied applications that do not result in an eligible award or disbursement under the applicable CDBG-DR program guidelines. |
| HOMEOWNER REHABILITATION/RECONSTRUCTION PROGRAM | |||||||
| From Staff Rate Sheet | Construction Management Services (3 Years) | ||||||
| ITEM No. | PROJECT ROLE | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |||
| LOADED UNIT PRICE / HOUR | AMOUNT | ||||||
| Enter Staff to perform Construction Management Tasks over 3 Years | |||||||
| Hour(s) | $ - 0 | $0.00 | |||||
| Hour(s) | $ - 0 | $0.00 | |||||
| Hour(s) | $ - 0 | $0.00 | |||||
| Hour(s) | $ - 0 | $0.00 | |||||
| TOTALCONSTRUCTION MANAGEMENT FEES | $0.00 | ||||||
| Construction Management Minimum Level of Service | |||||||
| · | Review and confirm project scope, budget, and timeline and assist with development of scopes of work (SOW) for each property or project. | ||||||
| · | Participate in homeowner meetings to explain repair/reconstruction processes. | ||||||
| · | Coordinate environmental review clearance (24 CFR Part 58 compliance). | ||||||
| · | Assist with procurement of general contractors in compliance with 2 CFR Part 200.317–326 reviewing contractor competive bids and supporting selection process. | ||||||
| · | Ensure contractors meet licensing, bonding, and insurance requirements and Manage contractor onboarding and pre-construction meetings | ||||||
| · | Monitor construction progress and adherence to approved SOW. | ||||||
| · | Conduct regular interim inspections and quality assurance site visits and Address construction deficiencies and issue correction notices. | ||||||
| · | Verify compliance with Davis-Bacon labor standards, and ensure compliance with Florida Building Code, HUD Housing Quality Standards (HQS), and local codes. | ||||||
| · | Maintain project files, including permits, inspection reports, change orders, and photos. | ||||||
| · | Prepare construction progress reports and updates for County review and county upload to HUD DRGR system, and .Track and report on timelines, budgets, milestones, and contractor performance. | ||||||
| · | Ensure all work is complete and meets federal and local code requirements. | ||||||
| · | Coordinate final inspections and obtain Certificates of Occupancy and Document completion of work, including signed homeowner acceptance forms. | ||||||
| · | Manage contractor payments and closeout packages. | ||||||
| · | Identify and assist in resolving any construction-related issues or complaints. | ||||||
| HOMEOWNER REHABILITATION/RECONSTRUCTION PROGRAM | |||||||
| Rehab/Reconstruction Services | |||||||
| Unit Completion (3 Years, Est. 1100 Units) | |||||||
| ITEM No. | QUANTITY | UNIT MEASURE | BLENDED | ||||
| LOADED UNIT PRICE / HOUR | AMOUNT |
| 1 | Single-Family Home and MHU Rehab/Recon | 1 | Unit | $0.00 |
| TOTAL CONSTRUCTION COST | $0.00 | |||
| Rehab/Reconstruction Minimum Level of Service | ||||
| · | The contractor will be responsible for managing unit delivery using a fixed-price model, adhering to pass-through cost restrictions ensuring 100% completion of projects prior to invoicing. | |||
| Payment Limitation Clause for Rehab/Reconstruction Services: | ||||
| The contractor will only be paid for completed units that pass inspection and receive certificate of occupancy | ||||
| Penalty Clause for Rehab/Reconstruction Services: | ||||
| Failure to meet minimum quarterly production targets will result in financial consequences to be determined during contract negotiations | ||||
| TOTAL DOCUMENTATION FEES | $0.00 | |||
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 | |||
| TOTAL APPLICATION PROCESSING FEES | $0.00 | |||
| TOTALCONSTRUCTION MANAGEMENT FEES | $0.00 | |||
| TOTAL CONSTRUCTION COST | $0.00 | |||
| HOMEOWNER REHAB/RECONSTRUCTION PROGRAM TOTAL | $0.00 |
HomeOwn Reimbursement
| Option B: Housing Program Management | Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary. | ||||||
| HOMEOWNER REIMBURSEMENT PROGRAM | |||||||
| Documentation Deliverables (30 Days) | |||||||
| ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |||
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: |
•Up to $50,000 reimbursed for eligible repairs already completed by the homeowner.
•Work to be completed after the application is approved.
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 | |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 | |
| 3 | Develop intake workflows | Fixed Price | $ - 0 | $0.00 | |
| 4 | Develop standardized application forms (Intake and Appeals) | Fixed Price | $ - 0 | $0.00 | There should only be 1 Intake Application form created and used for Home Owner Rehab/Recon, Home Owner Reimbursement and Small Rental Rehab/Recon Local Landlord |
| 5 | Develop and publish appeals process | Fixed Price | $ - 0 | $0.00 | |
| 6 | Develop NOFA | Fixed Price | $ - 0 | $0.00 | |
| TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service | |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR within 30 days of Program Launch Date Including drafts, County Approvals and Final Version |
| HOMEOWNER REIMBURSEMENT PROGRAM | ||||||
| Progam Management (3 Years) | ||||||
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |
| LOADED UNIT PRICE / Measure | AMOUNT |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service | |
| · | Maintain secure digital and physical files in accordance with 2 CFR 200.303 and HUD standards. |
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. |
| · | Conduct regular reconciliations to verify proper allocation and flag anomalies. |
| · | Maintain logs of assistance provided and common applicant challenges for process improvements. |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Maintain QC logs and checklists for all disbursements and draw packets. |
| · | Ensure appeal decisions are issued within 15 business days of submission. |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
| · | Conduct or Consult on Inspections and Receipt Reviews as required |
| HOMEOWNER REIMBURSEMENT PROGRAM | ||||||
| Application Completion (3 Years, Est. 350 Applicants) | ||||||
| Item Number | Task | QUANTITY | UNIT MEASURE | BLENDED | ||
| LOADED UNIT PRICE / Measure | AMOUNT |
| 1 | Processed Application | 1 | Each | $ - 0 | $0.00 |
| TOTAL APPLICATION PROCESSING FEES - 350 | $0.00 | ||||
| Application Intake & Award Minimum Level of Service | |||||
| Application Intake & Award | |||||
| 1. Perform complete verification of applicant ownership, occupancy, income, and damage. | |||||
| 2. Utilize standard tools (e.g., FEMA, SBA, insurance) to conduct compliant DOB analysis. | |||||
| 3. Provide written DOB determinations and maintain clear documentation in each applicant file. | |||||
| 4. Provide applicants with case updates within 3 business days of inquiry. | |||||
| 5. Issue awards or vouchers only after full eligibility, DOB clearance, and documentation review. | |||||
| 6. Complete draw requests within 5 business days of receipt, barring documentation issues. | |||||
| 7. Resolve payment issues or discrepancies within 7 business days. | |||||
| Payment Limitation Clause for Application Intake & Award: | |||||
| The County will only authorize payment for services tied to successfully processed and approved applications. No compensation shall be provided for incomplete, withdrawn, ineligible, or denied applications that do not result in an eligible award or disbursement under the applicable CDBG-DR program guidelines. | |||||
| TOTAL DOCUMENTATION FEES | $0.00 | ||||
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 | ||||
| TOTAL APPLICATION PROCESSING FEES | $0.00 | ||||
| HOMEOWNER REIMBURSEMENT PROGRAM TOTAL | $0.00 |
Small RentalRR_Local Landlord
| Option B: Housing Program Management | Attach any assumptions, detailed rate justifications, reuse of documentation or quantity discount schedules as necessary. | ||||||
| SMALL RENTAL REHABILITATION/RECONSTRUCTION (LOCAL LANDLORD PROGRAM) | |||||||
| Documentation Deliverables (30 Days) | |||||||
| ITEM No. | TASK | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |||
| LOADED UNIT PRICE / Measure | AMOUNT | What it would cover: |
• Up to $375,000 in eligible repairs or reconstruction.
• Work to be completed after the application is approved.
| 1 | Develop & Deliver Program Policies | Fixed Price | $ - 0 | $0.00 | |
| 2 | Develop Program Standard Operating Procedures | Fixed Price | $ - 0 | $0.00 | |
| 3 | Develop intake workflows | Fixed Price | $ - 0 | $0.00 | |
| 4 | Develop standardized application forms (Intake and Appeals) | Fixed Price | $ - 0 | $0.00 | There should only be 1 Intake Application form created and used for Home Owner Rehab/Recon, Home Owner Reimbursement and Small Rental Rehab/Recon Local Landlord |
| 5 | Develop and publish appeals process | Fixed Price | $ - 0 | $0.00 | |
| 6 | Develop NOFA | Fixed Price | $ - 0 | $0.00 | |
| TOTAL DOCUMENTATION FEES | $0.00 |
| Documentation Minimum Level of Service | |
| · | Program Policies, SOPs, and NOFAs to be created within 30 days of contract start date OR within 30 days of Program Launch Date Including drafts, County Approvals and Final Version |
| SMALL RENTAL REHABILITATION/RECONSTRUCTION (LOCAL LANDLORD PROGRAM) | ||||||
| Progam Management (3 Years) | ||||||
| From Staff Rate Sheet | Staff Number | Staff Position | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |
| LOADED UNIT PRICE / Measure | AMOUNT |
| Enter Staff to perform Program Management Tasks over 3 Years | Hours | $ - 0 | $0.00 |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| Hours | $ - 0 | $0.00 | |
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 |
| Program Management Minimum Level of Service | |
| · | Maintain secure digital and physical files in accordance with 2 CFR 200.303 and HUD standards. |
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. |
| · | Conduct regular reconciliations to verify proper allocation and flag anomalies. |
| · | Maintain logs of assistance provided and common applicant challenges for process improvements. |
| · | Conduct periodic self-audits and provide documentation during County or HUD reviews. |
| · | Update policies and procedures promptly as regulations evolve or as directed by the County. |
| · | Keep all team members trained on latest applicable federal, state, and local requirements. |
| · | Maintain QC logs and checklists for all disbursements and draw packets. |
| · | Ensure appeal decisions are issued within 15 business days of submission. |
| · | Maintain logs of appeals, decisions, and resolutions for monitoring purposes. |
| · | Submit monthly and quarterly reports with updates on application status, fund usage, and compliance. |
| · | Provide ad hoc reports upon County request within 3 business days. |
| · | Ensure all reports align with DRGR metrics and County formatting requirements. |
| · | Maintain accurate and real-time records of all program actions in the SOR. |
| SMALL RENTAL REHABILITATION/RECONSTRUCTION (LOCAL LANDLORD PROGRAM) | ||||||
| Application Completion (3 Years, Est. 177 Applicants) | ||||||
| Item Number | Task | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | ||
| LOADED UNIT PRICE / Measure | AMOUNT |
| 1 | Processed Application | 1 | Each | $ - 0 | $0.00 |
| TOTAL APPLICATION PROCESSING FEES - 177 | $0.00 | ||||
| Application Intake & Award Minimum Level of Service | |||||
| Application Intake & Award | |||||
| 1. Perform complete verification of applicant ownership, occupancy, income, and damage. | |||||
| 2. Utilize standard tools (e.g., FEMA, SBA, insurance) to conduct compliant DOB analysis. | |||||
| 3. Provide written DOB determinations and maintain clear documentation in each applicant file. | |||||
| 4. Provide applicants with case updates within 3 business days of inquiry. | |||||
| 5. Issue awards or vouchers only after full eligibility, DOB clearance, and documentation review. | |||||
| 6. Complete draw requests within 5 business days of receipt, barring documentation issues. | |||||
| 7. Resolve payment issues or discrepancies within 7 business days. | |||||
| Payment Limitation Clause for Application Intake & Award: | |||||
| The County will only authorize payment for services tied to successfully processed and approved applications. No compensation shall be provided for incomplete, withdrawn, ineligible, or denied applications that do not result in an eligible award or disbursement under the applicable CDBG-DR program guidelines. |
| SMALL RENTAL REHABILITATION/RECONSTRUCTION (LOCAL LANDLORD PROGRAM) | |||||||
| From Staff Rate Sheet | Construction Management Services (3 Years) | ||||||
| ITEM No. | PROJECT ROLE | QUANTITY | UNIT MEASURE | BLENDED (all inclusive) | |||
| LOADED UNIT PRICE / HOUR | AMOUNT | ||||||
| Enter Staff to perform Construction Management Tasks over 3 Years | |||||||
| Hour(s) | $ - 0 | $0.00 | |||||
| Hour(s) | $ - 0 | $0.00 | |||||
| Hour(s) | $ - 0 | $0.00 | |||||
| Hour(s) | $ - 0 | $0.00 | |||||
| TOTALCONSTRUCTION MANAGEMENT FEES | $0.00 | ||||||
| Construction Management Minimum Level of Service | |||||||
| · | Review and confirm project scope, budget, and timeline and assist with development of scopes of work (SOW) for each property or project. | ||||||
| · | Participate in homeowner meetings to explain repair/reconstruction processes. | ||||||
| · | Coordinate environmental review clearance (24 CFR Part 58 compliance). | ||||||
| · | Assist with procurement of general contractors in compliance with 2 CFR Part 200.317–326 reviewing contractor competive bids and supporting selection process. | ||||||
| · | Ensure contractors meet licensing, bonding, and insurance requirements and Manage contractor onboarding and pre-construction meetings | ||||||
| · | Monitor construction progress and adherence to approved SOW. | ||||||
| · | Conduct regular interim inspections and quality assurance site visits and Address construction deficiencies and issue correction notices. | ||||||
| · | Verify compliance with Davis-Bacon labor standards, and ensure compliance with Florida Building Code, HUD Housing Quality Standards (HQS), and local codes. | ||||||
| · | Maintain project files, including permits, inspection reports, change orders, and photos. | ||||||
| · | Prepare construction progress reports and updates for County review and county upload to HUD DRGR system, and .Track and report on timelines, budgets, milestones, and contractor performance. | ||||||
| · | Ensure all work is complete and meets federal and local code requirements. | ||||||
| · | Coordinate final inspections and obtain Certificates of Occupancy and Document completion of work, including signed homeowner acceptance forms. | ||||||
| · | Manage contractor payments and closeout packages. | ||||||
| · | Identify and assist in resolving any construction-related issues or complaints. | ||||||
| SMALL RENTAL REHABILITATION/RECONSTRUCTION (LOCAL LANDLORD PROGRAM) | |||||||
| Rehab/Reconstruction Services | |||||||
| Unit Completion (3 Years, Est. 177 Units) | |||||||
| ITEM No. | QUANTITY | UNIT MEASURE | BLENDED | ||||
| LOADED UNIT PRICE / HOUR | AMOUNT |
| 1 | Single-Family Home – Rehab/Reconstruction | 1 | Unit | $ - 0 | $0.00 |
| TOTAL CONSTRUCTION COST -177 | $0.00 | ||||
| Rehab/Reconstruction Minimum Level of Service | |||||
| · | Track and log all disbursements in SOR and provide to County to update HUD DRGR with applicant-level detail maintaining audit-ready records for each disbursement including source, amount, and recipient. | ||||
| Payment Limitation Clause for Rehab/Reconstruction Services: | |||||
| The contractor will only be paid for completed units that pass inspection and receive certificate of occupancy | |||||
| Penalty Clause for Rehab/Reconstruction Services: | |||||
| Failure to meet minimum quarterly production targets will result in financial consequences to be determined during contract negotiations | |||||
| TOTAL DOCUMENTATION FEES | $0.00 | ||||
| TOTAL PROGRAM MANAGEMENT FEES | $0.00 | ||||
| TOTAL APPLICATION PROCESSING FEES | $0.00 | ||||
| TOTAL CONSTRUCTION MANAGEMENT FEES | $0.00 | ||||
| TOTAL CONSTRUCTION COST | $0.00 | ||||
| SMALL RENTAL REHABILITATION/RECONSTRUCTION (LOCAL LANDLORD PROGRAM) TOTAL | $0.00 |
File details come from the government source that posted it. Updated .