The City of High Shoals does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services

MAYOR P.O. Box 6, High Shoals, N.C. 28077 CLERK

P.J. Rathbone Tel: (704) 735-1651 - Fax: (704) 735-5595 Brandi Strange

M E M O R A N D U M

To: All Interested Parties

From: P. J. Rathbone, Mayor

City of High Shoals

Re: Request for Proposals

City of High Shoals 2024 Neighborhood Revitalization

Community Development Block Grant Project

High Shoals, North Carolina

Date: August 12, 2026

The City of High Shoals has received an award for its 2024 Community Development Block Grant

(CDBG) Application submitted for Neighborhood Revitalization funding. The City of High Shoals will carry out the activities contained in the application contingent upon satisfactory completion of the

Environmental Review and associated conditions necessary to achieve Release of Funds.

The City of High Shoals intends to select a consultant firm or individual to provide professional program administration and rehabilitation specialist services for the implementation of the project.

Services to be provided, proposal contents, evaluation of criteria and submission requirements are outlined in the attached "Request for Proposals". Firms or individuals may submit proposals for one or both positions.

Please submit written notification to the City of High Shoals should your firm be unable to respond at this time to our Request for Proposals. Should you have any questions, please do not hesitate to contact

P. J. Rathbone, High Shoals Mayor (704) 735-1651.

No bidder may withdraw his/her/their bid within 30 days after the actual date of the opening thereof.

The City of High Shoals reserves the right to waive any informalities or to reject any or all bids.

This project is being funded in whole by the Community Development Block Grant Program

(CDBG). All federal CDBG requirements will apply to the contract: Bidders on this work will be required to comply with Section 109 and E.O. 1246 which prohibits discrimination in employment regarding race, creed, color, sex, or national origin. Bidders must comply with Title VI of the Civil

Rights Act of 1964, Davis Bacon Act, Anti-Kickback Act, and Contract Work Hours and Safety

Standards Act. The City of High Shoals is committed to and supportive of efforts to effectively maintain and/or increase the use of Small and Minority/Women-Owned Business and Historically

Underutilized Businesses (HUB), and veteran owned contract participation for Construction

Projects, services (including professional and consulting services) and commodities purchases, and increase contract participation to offer employment, training and contracting opportunities in accordance with Section 3 of the Housing and Urban Development Act of 1968 (24 C.F.R Part 135).

This information is available in Spanish or any other language upon request. Please contact P. J.

Rathbone, Mayor at (704) 735-1651 or at High Shoals City Hall, 101 Thompkins Street, PO Box 6, High Shoals, NC 28077 for accommodations for this request.

Esta información está disponible en español o en cualquier otro idioma a pedido. Comuníquese con

P. J. Rathbone, alcalde al (704) 735-1651 o en High Shoals City Hall, 101 Thompkins Street, PO

Box 6, High Shoals, NC 28077 para adaptaciones para esta solicitud.

The City of High Shoals is an Equal Opportunity Employer

I. REQUEST FOR PROPOSALS – ADMINISTRATIVE AND HOUSING REHABILITATION

SPECIALIST SERVICES

SOLICITING AGENCY: City of High Shoals

PROJECT TITLE: FY24 - Community Development Block Grant

Neighborhood Revitalization Project

SERVICES SOLICITED: Professional Program Administrator and

Rehabilitation Specialist for the implementation of the CDBG project specified herein.

DEADLINE FOR SUBMISSION: September 18, 2026, 11:00 am

II. PURPOSE OF SOLICITATION

The City of High Shoals has received an award of their Community Development Block Grant

Neighborhood Revitalization Application submitted for FY 2024 funding. The grant will provide

$1,000,000 to assist in providing housing rehabilitation to approximately 3 single family homes within the City and the construction of one new single-family dwelling. The total project cost is 100% funded by CDBG Neighborhood Revitalization funds provided by the US Department of Housing and Urban

Development and the NC Department of Commerce, Rural Economic Development Division (REDD).

III. SCOPE OF SERVICES

The following will outline in detail the services to be provided by the administrative and rehabilitation specialist consultant(s):

General Administrative Services:

1. Prepare the Environmental Review Record, publish all required notices and send necessary documentation to the Department of Commerce, Rural Economic Development Division

(REDD) in order to receive release of funds.

2. Preparation of all other documents required to obtain release of funds, including all required policies and procedures for adoption by the City Council.

3. Establish and maintain a filing system in accordance with the Department of Commerce, Rural

Economic Development Division standards.

4. Assist the City in establishing a financial management system. Preparation of all requisitions, disbursement documentation, and preliminary approval of disbursements. The City will approve and sign all requisitions and disbursement checks. All posting of checks will be performed by the City.

5. Perform all tasks necessary to procure professional services, including legal, housing rehabilitation specialist, lead based paint inspection and architectural services to meet the program objectives. This will include the development of advertisements, Requests for

Proposals, Requests for Qualifications, and contract documents meeting federal requirements.

6. Coordinate with all third party professional contracts for the implementation of the project and provide assistance as needed.

7. Oversee performance on contracts. Review bid advertisement, bid procedures, and contract documents to assure conformance with all federal and state laws. Oversee the bidding of the project activities, including but not limited to rehabilitation, legal, lead based paint and environmental inspections, and any other professional services that may be required for the successful completion of the project. Coordinate and attend pre-construction conferences to advise contractor of all state and federal regulations. Review requests for payments. Handle all related citizen complaints.

8. Prepare all Annual Performance Reports required by the Department of Commerce, Rural

Economic Development Division.

9. Represent the City on all monitoring visits and prepare any responses to the Department of

Commerce, Rural Economic Development Division monitoring reports.

10. Provide necessary assistance during formal audits to the program.

11. Handle all aspects of Program Close-out including but not limited to public hearing notices, preparation of Final Performance Report, and Certificate of Completion.

12. Prepare any periodic status reports on accomplishments and expenditures of the project as required by REDD.

13. Assume all administrative responsibility for the Department of Commerce, Rural Economic

Development Division Program compliance and completion of all activities defined in the City of High Shoals FY22 Community Development Block Grant Application.

14. Preparation of other administrative procedures to be utilized in the implementation of the rehabilitation program to include all necessary forms such as application and income verification forms, deeds of trust, loan documents, modification agreements, third party legally binding commitments, contract award documentation, material lien releases, invoices, payment authorizations, contracts and change order forms.

15. Attendance at City Council meetings as required.

16. Preparation of bid award procedures to comply with equal opportunity requirements, and other

REDD contract and procurement requirements.

17. Conduct pre-construction conferences with potential contractors to review work and equal opportunity requirements.

18. Filing of all reports and completion of activities to ensure compliance with equal opportunity, Section 504, Section 3, Labor Standards, Fair Housing, and income verification requirements.

19. Preparation of required reports, documents, files and forms.

20. Preparation of a Fair Housing Plan.

21. Ensure compliance with Section 504 Handicapped Accessibility requirements.

22. Preparation of required Equal Employment, Procurement and Section 3 compliance plans and policies.

23. Prepare general policy documents to be adopted by the City Council to ensure compliance with all aspects of Certification submitted to the State.

24. Recording of all required documents with the Register of Deeds office including all deeds of trust, modification agreements, and any other such required documents related to the rehabilitation aspect of this project. The City will pay recording fees via grant funds.

25. Prepare any program amendment requests including all public hearing and environmental review requirements and all documentation to be submitted to REDD.

26. Provide any other CDBG administrative services as may be required by the Grant Agreement and Funding approval, state and federal CDBG regulations.

Rehabilitation Specialist Services:

The Rehabilitation Specialist will provide the following services for the timely and successful completion of the City ’s CDBG project:

1. Inspect each house in the project area utilizing a NC REDD-approved home inspection checklist.

2. Prepare bids for Reconstruction houses to include coordination with selected manufactured home dealership to complete a turn-key installation of a double-wide manufactured home including clearance of existing deteriorated home.

3. Prepare a detailed work write up for each house in the project area covering all aspects of the necessary repairs that the home should need to meet HUD, REDD and building code standards, ADA compliance, lead based paint regulations, Energy Star, State Historic Preservation Office requirements, and coordinate with local health department for any necessary well and/or septic permits (if any).

4. Provide itemized cost estimates for each work element on the work write-ups.

5. Inform the program administrator if any unit cost is likely to exceed $75,000 so that the City may obtain REDD approval for substantial rehabilitation.

6, Coordinate with each homeowner appropriate time(s) for all inspections in the rehabilitation process including lead paint testing for pre 1978 homes.

7. Meet with homeowner(s) to review work write- up prior to placing the unit(s) out to bid.

8. Provide copies of each work write up to the City of High Shoals planning department for review and input as needed. This would include any necessary meetings with the City of High Shoals

Planning Department and the Gaston County Building Inspections Department as needed.

9. Prepare bid packets for each unit to be mailed to the qualified contractor list.

10. Attend bid openings in coordination with Program Administrator.

11. Prepare recommendations for City approval of recommended contractors for each rehabilitation unit.

12. Coordinate and staff pre-construction meetings between homeowners, contractors, program administrator and any other appropriate person(s).

13. Issue proceed orders for each rehabilitation contract, once all parties have signed all necessary paperwork, including but not limited to: deed of trust, homeowner approval of work write up, promissory note, rehabilitation work contract, loan disclosure documents. Note: The City of

High Shoals will provide all documents for signatures and be responsible for obtaining those signatures. The City will provide each homeowner with information regarding lead-based paint and obtain written certification that each homeowner has received lead-based paint information.

14. Conduct inspections as required of each unit during construction.

15. Respond to all homeowner requests and/or complaints during rehabilitation process including conflicts between homeowner and contractor.

16. Approve and submit all progress payment invoices with appropriate back-up documentation.to the program administrator.

17. Review and prepare any and all change order requests to be signed by homeowner, contractor, rehabilitation specialist, and program administrator. Change orders will be capped at 10% of the original bid price, unless authorized by the City, REDD, and the homeowner.

18. Coordinate with lead paint inspection contract for clearance tests and reports.

19. Conduct final inspection, including pictures of completed work.

20. Approve and prepare final contractor invoice.

21. Obtain the waiver of liens from contractor (to be submitted with final invoice)

22. Obtain homeowner satisfaction/release documentation and modification agreement.

23. Respond to and manage any requests or complaints during a one-year warranty period.

24. Provide any other rehabilitation specialist services as may be required by the Grant Agreement and Funding approval, state and federal CDBG regulations.

IV. EVALUATION CRITERIA

Award of a contract for rehabilitation specialist services for this project shall be made to the responsible individual or firm whose proposal is most advantageous to the City of High Shoals. Special consideration will be given to experience, familiarity with the services to be provided, reputation, quality of work and the level of training and certifications the administrative team has specifically as it relates to the rehabilitation specialist. This is a competitive negotiation procurement process and is not a low bid process. Price will be used to evaluate “cost effectiveness”, but not a primary selection factor.

Price provided will be used in conjunction with the selection factors listed below. All proposed pricing should be Lump sum (per unit for rehabilitation specialist), or hourly not-to-exceed fee. Hourly fee schedule for additional activities beyond the scope of this request as will be mutually agreed upon between the City and the rehabilitation specialist. Open-ended contracts cannot be awarded.

Proposal evaluation will be based on five evaluation factors, to be rated on a point system. The City will select the most qualified individual or firm based on points awarded and attempt to negotiate with that consultant.

1. Previous rehabilitation specialist experience on Community Development Block Grant Projects and the success of the project. (25 Points)

2. Ability to carry out projects on schedule and to complete projects as approved by the

Department of Commerce, Rural Economic Development Division. (20 Points)

3. Experience of the proposed Project Manager and project staff on previous Community

Development Projects to also include the level of education, experience, and training the administrative team/person has achieved. (20 Points)

4. Understanding the needs of the City and responsiveness of firm to elements in Requests for

Proposals. (30 Points)

5. Lump sum per unit, or hourly not-to-exceed fee, and hourly fee schedule. (5 Points)

V. PROPOSAL CONTENTS

If you are interested in performing the services defined, herein, please submit two copies of the proposal on or before September 18, 2026 at 11:00 am. Emailed proposals are acceptable with prior approval by contacting City Hall at (704) 735-1651.

Your proposal must specifically address each of the following items:

1. A listing of previous Community Development Block Grant experience.

2. Provide your proposed staff plan by listing each individual who will work on the project.

Provide a brief explanation of the specific function of each individual and the role each will play in carrying out the project and the CDBG experience of each individual. A resume and signed

Certificate of Eligibility for each firm or individual to be assigned to the project should be attached.

3. Describe how the firm is prepared to be responsible to the local needs and local preferences.

Include any special knowledge of the local area needs of the jurisdiction.

4. Lump Sum Fee or Hourly Not to Exceed Fee.

VI. LOCATION TO MAIL OR DELIVER PROPOSAL TO:

Mail or Deliver to: P. J. Rathbone, Mayor

City of High Shoals

PO Box 6

101 Thompkins Street

High Shoals, NC 28077

VII. GRANTEE DISCLOSURE REQUIREMENTS

The total estimated cost of the Neighborhood Revitalization CDBG Project is $1,000,000.00. Of this, 100% will be provided by CDBG funds. The City of High Shoals is an Equal Opportunity Employer.

Local, minority-owned, female-owned, Section 3, historically underutilized business, veteran owned, and small businesses are encouraged to submit proposals. The City of High Shoals reserves the right to reject any or all proposals.