6b.Option_B_Pinellas_CDBG-DR_RFP_Cost_Matrix_Detail.xlsx

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XLSX spreadsheet 58 KB Posted May 23, 2025

Attached to: 25-0425-RFP Management, Administration & Implementation of Community Development Block Grant -Disaster Recovery (CDBG-DR) Program
Solicitation number: 25-0425-RFP
Issued by: Pinellas County, Florida

Written by GovTribe AI · Jun 27, 2025

This is a detailed cost matrix and pricing document for Pinellas County, Florida's Community Development Block Grant-Disaster Recovery (CDBG-DR) Housing Program Management Request for Proposal (RFP), specifically Option B. The document outlines a three-year contract for managing multiple housing recovery programs, including Homeowner Rehabilitation/Reconstruction, Homeowner Reimbursement, and Small Rental Rehabilitation/Reconstruction programs. The scope encompasses program management, application processing, construction management, and related services, with estimated volumes of 1,100 applicants for Homeowner Rehabilitation/Reconstruction, 350 applicants for Homeowner Reimbursement, and 177 applicants for Small Rental Rehabilitation/Reconstruction.

The cost matrix includes detailed staff rate sheets with hourly rates ranging from $65 for Administrative Assistants to $250 for Senior Project Managers, and fixed-price rates for various services such as environmental reviews, inspections, and program documentation. The document specifies minimum levels of service for each program component, including application intake, eligibility verification, construction management, and reporting requirements. The overall contract is part of Pinellas County's $813,783,000 CDBG-DR funding allocation, with specific emphasis on comprehensive disaster recovery housing assistance. The pricing structure includes performance-based payment limitations and penalty clauses for key staffing and production targets, ensuring accountability and quality service delivery.

File	Type	Posted
25-0425-RFP_Management,_Administration_&_Implementation_of_Community_Development_Block_Grant_-Disaster_Recovery_(CDBG-DR)_Program_(Addendum_#4_Revision).pdf	PDF	Jun 24, 2025
5b.Option_A_PinellasCDBG-DR_RFPCostMatrixDetail.6.24.25.Unlocked.xlsx	XLSX spreadsheet	Jun 24, 2025
5b.Option_A_PinellasCDBG-DR_RFPCostMatrixDetail.6.24.25.xlsx	XLSX spreadsheet	Jun 24, 2025
5b.Option_A_Pinellas_CDBG-DR_RFP_Cost_Matrix_Detail.6.24.25.xlsx	XLSX spreadsheet	Jun 24, 2025
6b.Option_B_Pinellas_CDBG-DR_RFP_Cost_Matrix_Detail.6.24.25.xlsx	XLSX spreadsheet	Jun 24, 2025
2._Pinellas_Procurement_Clauses__2025_Uniform_Guidancev1.2_FINAL.pdf	PDF	May 23, 2025
1._Pinellas_Vendor_Submission_Guidelines_Form..pdf	PDF	May 23, 2025
5b.Option_A_Pinellas_CDBG-DR_RFP_Cost_Matrix_Detail.xlsx	XLSX spreadsheet	May 23, 2025
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Common_Carrier_Attestation_02.05.2025.pdf	PDF	May 15, 2025
3._Pinellas_County_Request_for_Proposal_v6.4FINALSUBMITTEDDRAFT_(003).docx	DOCX document	May 15, 2025
Pinellas_County_Request_for_Proposal_v6.4_FINALSUBMITTEDDRAFT_(003).pdf	PDF	May 15, 2025
4._CBDG-DR_Scorecard_-_Template.xlsx	XLSX spreadsheet	May 15, 2025
5b.Option_A_Pinellas_CDBG-DR_RFP_Cost_Matrix_DetailV1.3_FINALDRAFTSUBMITTED.xlsx	XLSX spreadsheet	May 15, 2025
Foreign_Countries_of_Concern_Affidavit_02.05.2025.pdf	PDF	May 15, 2025
AttachmentsToInclude.pdf	PDF	May 15, 2025
Non-Competitive_Oversight_Committee_Justification_Form.docx	DOCX document	May 15, 2025

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Option B: Housing Program Management

Provide for a 3 Year Term

Other Professional Services

UNIT MEASURE

BLENDED (all inclusive)

LOADED UNIT PRICE / HOUR

The file's text, extracted by GovTribe without its formatting.

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		$ - 0	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		$ - 0
19		$ - 0
20		$ - 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	$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
		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

1	Call Center Establishment and Operation		Est. Budget	$ - 0	$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	$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 Jun 27, 2025.