Independent_Inspector_Procurement_Intake_Request.pdf

Background

The City of Homestead's Community Development and Human Services (CDHS) Division is implementing an Emergency Repair Program (ERP) funded through the Florida Housing Finance Corporation's State Housing Initiatives Partnership (SHIP) Program. The program is intended to assist eligible very low-, low-, and moderate-income homeowners with emergency repairs necessary to address conditions that threaten the health, safety, and welfare of occupants.

As part of the program, the City will establish a pool of qualified contractors to perform repairs on eligible properties. To ensure impartial oversight, regulatory compliance, quality control, and effective coordination among all parties, the City seeks estimates from qualified firms to provide independent inspection and construction project management services.

Scope of Work

The selected firm shall serve as an independent third-party representative of the City and provide project oversight services for homes approved under the Emergency Repair Program. Services may include, but are not limited to, the following:

1. Property Evaluation and Scope Development

• Conduct on-site assessments of approved properties to identify eligible emergency repair needs.

• Document existing conditions through written reports and photographic records.

• Prepare detailed repair specifications, scopes of work, and cost estimates suitable for contractor bidding purposes.

• Recommend corrective measures necessary to address health and safety deficiencies.

• Revise scopes of work as necessary based on field conditions or program requirements.

2. Procurement and Contractor Coordination Support

• Assist the City with preparing project-specific bid packages and technical specifications.

• Participate in contractor walkthroughs, site visits, and pre-bid meetings.

• Respond to contractor questions related to project scopes and technical requirements.

• Review contractor submissions for completeness and conformance with project specifications.

• Provide technical recommendations to City staff regarding proposed repair approaches.

3. Construction Monitoring and Project Management

• Serve as the primary liaison between City staff, consultants, homeowners, and contractors throughout the construction process.

• Monitor project progress to ensure work is performed in accordance with approved scopes, applicable building codes, permits, and program requirements.

• Conduct site visits as necessary during construction.

• Review contractor requests for payment and verify completion of work prior to recommending payment.

• Review and document any proposed change orders and provide recommendations to City staff.

4. Final Inspection and Project Closeout

• Conduct final inspections upon completion of repairs.

• Verify that all contracted work has been completed satisfactorily and in accordance with the approved specifications.

• Prepare final inspection reports and project closeout documentation.

• Document completed work through written summaries and photographic records.

• Identify any deficiencies requiring correction prior to project acceptance.

5. Reporting and Documentation

• Maintain project files and inspection records for each assigned property.

• Provide written reports, inspection findings, photographs, and supporting documentation electronically to the City.

• Coordinate with City staff and the City's housing consultants regarding project status, issues, and completion milestones.

Deliverables

The selected firm shall provide, at a minimum:

• Property assessment reports

• Photographic documentation

• Detailed scopes of work and specifications

• Cost estimates

• Bid support documentation

• Construction monitoring reports

• Change order recommendations (if applicable)

• Final inspection reports

• Project closeout documentation

Term

Services will be provided on an as-needed basis for properties approved under the City's Emergency Repair Program.

Minimum Qualifications

Firms should demonstrate experience in:

• Residential rehabilitation, repair, or construction inspection services

• Federally and/or state-funded housing rehabilitation programs

• Preparation of construction scopes of work and cost estimates

• Construction project management and inspection services

• Coordination with homeowners, contractors, and local governments

Procurement Objective

The City is seeking estimates from qualified firms to determine the most appropriate procurement method and establish a Professional Services Agreement (PSA) for independent inspection and project management services supporting the Emergency Repair Program.