Pinellas_County_Request_for_Proposal_v6.4_FINALSUBMITTEDDRAFT_(003).pdf

PINELLAS COUNTY REQUEST FOR PROPOSAL (RFP)

Program Management, Administration & Implementation of Community Development Block Grant -Disaster Recovery (CDBG-DR) Program

SECTION 1 - GENERAL TERMS AND CONDITIONS

Townsend, Keiah This looks different from the usual Purchasing template, I would confer with Purchasing to confirm there are no missing Purchasing provisions and that this is formatted correctly for solicitation. Additionally the attachments to include need to be updated with the correct attachments the County is utilizing (I saw a few that I’m not aware of the County asking for and a few affidavits missing). Construction Management is also a part of this solicitation is the successful bidder a builder or a consultant? It isn’t quite clear but those are two processes that should be considered here if applicable.

Are these the standard terms and conditions online or the general submittal terms and conditions?

SECTION 2 - SCOPE OF SERVICES

SUMMARY

Pinellas County is soliciting proposals from interested vendors to provide Disaster Recovery Program Management services and Housing Program Management services for their Community Development Block Grant – Disaster Recovery (CDBG-DR) programs. Pinellas County has received $813,783,000 in overall CDBG-DR funding. Pinellas County will receive proposals from vendors having specific experience and qualifications in the area identified in this solicitation. For consideration, proposals for this project must contain evidence of the vendor’s experience and abilities in the specified area and other disciplines directly related to the proposed services. Pinellas County reserves the right to select a vendor to provide any or all these services and Pinellas County may choose to select multiple vendors using this same

RFP.

DEFINITIONS

Action Plan Describes Pinellas County’s disaster recovery, unmet long-term recovery needs, the programs that will address those unmet needs, and the method of distribution of funds across those programs.

ADA

Americans with Disabilities Act. The act that prohibits discrimination against individuals with disabilities in several areas, including employment, transportation, public accommodations, communications and access to state and local government' programs and services.

Addendum/ Addenda

A written change, addition, alteration, correction or revision to a bid, proposal or contract agreement. Addendum/Addenda may be issued following a pre-bid/pre-proposal conference or as a result of a specification or work scope change to the solicitation.

AMI Annual Median Income. The median family income for the metropolitan statistical area (MSA).

Approved Alternate

Solicitation documents may make reference of specific manufacturer(s) or product(s). These references serve only as a recommendation and a guide to minimum quality and performance.

The references are not intended to exclude approved alternatives of other manufacturers (s) or product(s).

BABA Build America, Buy America Act BCC Refers to Pinellas County Board of County Commissioners

CDBG-DR

Community Development Block Grant – Disaster Recovery. Grant fund issued by HUD for the purpose of recovery, repair, and rebuilding in the affected disaster area. The grant is intended to serve qualified low-income areas and include vulnerable and special needs populations.

Contractor/Vendor The entity that enters into an agreement with the County to provide services as described in the Scope of Services/Work.

County Refers to Pinellas County Board of County Commissioners

DRGR

Disaster Recovery Grant Reporting System. HUD system used to access grant funds and report performance accomplishments for grant-funded activities.

Due Date and Time/Opening

Is defined as the date and time upon which a bid or proposal shall be submitted to the Pinellas County Procurement Management Division via Open.gov. Only bids or proposals received prior to the established date and time will be considered.

Extremely Low Income

Very low-income families whose incomes do not exceed the higher of

1) the poverty guidelines updated periodically by the Department of Health and Human Services or 2) 30% of the median family income for the area, as determined by HUD, adjusted for family size.

FEMA Federal Emergency Management Agency

HUD Refers to the United States Department of Housing and Urban Development.

IA Individual Assistance. FEMA Individual Assistance for homeowners in Pinellas County

LOW

Low-income families whose incomes do not exceed 80% of the median family income for the area, as determined by HUD, adjusted for family size.

KPI

A Key Performance Indicator (KPI) is a quantifiable metric used to evaluate an organization's progress towards specific strategic goals and objectives. KPIs provide a measurable way to track performance and make informed decisions.

Liquidated Damages

Damages paid usually in the form of monetary payment, agreed by the parties to a contract which are due and payable as damages by the party who breaches all or part of the contract. May be applied on a daily basis for as long as the breach is in effect.

LMI Low- to Moderate-Income. Households whose total annual gross income does not exceed 80% of AMI, adjusted for family size.

LMS Refers to Pinellas County Local Mitigation Strategy MID Most Impacted and Distressed Areas

Moderate Income Moderate income families’ incomes range from 81% and do not exceed 120% of the median family income for the area, as determined by HUD, adjusted for family size.

MSA Metropolitan Statistical Area

NOFA

Notice Of Funding Availability. A notice which is issued and describes the type of funding available on a competitive basis and provides details as to how an application may be submitted.

PII

Personal Identifiable Information. Any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means.

PMO

Project Management Office is a centralized unit within an organization that provides guidance, support, and oversight for project management processes. Its main goal is to standardize and improve

This should likely be just Pinellas County since the BCC is already defined how projects are managed, ultimately leading to better project outcomes and alignment with organizational goals

Procurement Management shall mean the Director of Pinella’s County’s Procurement Management Department or designee.

Program The plan or schedule of activities which the Contractor is hired to perform as identified in the Scope of Services and Action Plan, as may be amended.

Project Specific activities to fulfill the goals of the programs identified in the Scope of Services and Action Plan, as may be amended.

Proposer / Bidder Responder

One who submits a response to a solicitation.

RARAP Residential Anti-displacement and Relocation Assistance Plan.

Responsible

A vendor, business entity or individual who is fully capable to meet all of the requirements of the bid/proposal solicitation documents and subsequent contract. Must possess the full capability including financial and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.

Responsive

A vendor, business entity or individual who has submitted a bid or request for proposal that fully conforms in all material respects to the bid/proposal solicitation documents and all of its requirements, including all form and substance.

RFP Request for Proposal. Document used to solicit proposals from qualified contractors and vendors.

SBA Small Business Administration. A program that starts, builds and grows businesses through a network of offices and partnerships.

Solicitation An invitation to bid, a request for proposal, invitation to negotiate or any document used to obtain bids or proposals for the purpose of entering into a contract.

SOP Standard Operating Procedures

SOR System Of Record. An information storage and retrieval system(s) that stores valuable data on an organizational system or process.

SOW

Scope Of Work. A document prepared by the Contractor/Subcontractor provided to the County/applicant regarding actions needed to repair or replace damages to

UNA

Unmet Needs Assessment is used to describe the effects of the qualifying disasters and the greatest remaining recovery needs that have not been addressed by other sources of funds, including insurance proceeds and other Federal assistance or any other funding source.

URA Uniform Relocation Assistance and Real Property Acquisition Act of

Very Low Low-income families whose incomes do not exceed 50% of the median family income for the area, as determined by HUD, adjusted for family size.

Purchasing has defined these terms, I would ensure this aligns.

SCOPE OF SERVICES

1. General Statement

This project can be awarded to one or more vendors. Pinellas County requests proposals for services of providing Disaster Recovery Program Management and Housing Program Management services for activities related to the CDBG-DR allocations provided to Pinellas County.

2. Background Pinellas County experienced significant devastation from Hurricanes Helene, Idalia, and Milton in 2024, resulting in substantial damage to infrastructure, housing, and local economic stability. The cumulative impact of these disasters highlighted the urgent need for long-term recovery planning and effective resource allocation.

In response to these catastrophic events, Pinellas County has been awarded federal funds through the Community Development Block Grant – Disaster Recovery (CDBG-DR) which are designated specifically to address critical unmet needs that have not been fully covered by other federal assistance programs such as FEMA. Additionally, these funds aim to supplement existing recovery efforts, ensuring that resources do not duplicate or supplant other federal support.

3. Objectives The purpose of this Request for Proposal is for Pinellas County Government (County) to acquire professional management, oversight, program implementation, and rehab/reconstruction services specifically related to the administration of $813,783,000 Community Development Block Grant - Disaster Recovery (CDBG-DR) allocation from the U.S. Department of Housing and Urban Development (HUD). Pinellas County seeks proposals from qualified firms or consultants with demonstrated expertise and proven capacity in managing and executing large-scale, federally funded disaster recovery initiatives, with an emphasis on long-term recovery, unmet needs, and mitigation projects.

4. Scope Of Work Pinellas County is seeking qualified vendors to support its long-term recovery under the Community Development Block Grant – Disaster Recovery (CDBG-DR) program. Vendors may submit proposals for either or both of the following service areas:

• A. Disaster Recovery Program Management

• B. Housing Program Management

• C. Both A & B

Vendor may be awarded one or both scopes depending on bid, qualifications and evaluation.

A. Disaster Recovery Program Management

The awarded firm will be responsible for providing comprehensive Program and Project Management in support of the administration of Pinellas County’s CDBG-DR Action Plan.

Key responsibilities include:

• Grant administration and financial management

• Staff augmentation

• Regulatory compliance and monitoring

• Program design, implementation, and performance tracking

• Call Center and Customer Service Center Set up and Management

• Community engagement, outreach coordination, and reporting

• Funds Distribution

• Prepare and submit complete, accurate, and timely program data, documentation, and performance metrics to Pinellas County for DRGR entry and reporting; the County maintains sole access and responsibility for all DRGR system inputs.

• Ensuring adherence to all federal regulations, including 2 CFR Part 200, HUD’s Universal Notice, and URA requirements

Provide support in the development of amendments to CDBG-DR Action Plan, Policy and Procedures and Programs

The firm must have demonstrated experience with HUD CDBG-DR programs, FEMA coordination, and federal grant lifecycle management in support of local government recovery programs.

B. Housing Program Management Scope

The awarded firm will be responsible for the delivery of Housing Program Management for housing recovery programs, including but not limited to:

• Grant administration and financial management

• Staff augmentation

• Regulatory compliance and monitoring

• Program design, implementation, and performance tracking

• Call Center and Customer Service Center Set up and Management

• Community engagement, outreach coordination, and reporting

• Funds Distribution

• Ensuring adherence to all federal regulations, including 2 CFR Part 200, HUD’s

Universal Notice, and URA requirements

• Construction Management

Homeowner Rehabilitation and Reconstruction for an estimated 1100 units Homeowner Reimbursement Program Administration for an estimated 350 households Small Rental Rehabilitation (Local Landlord Program) for estimated 177 units

• Subcontractor Management Homeowner Rehabilitation and Reconstruction for an estimated 1100 units Homeowner Reimbursement Program Administration for an estimated 350 households Small Rental Rehabilitation (Local Landlord Program) for estimated 177 units

The contractor will be responsible for managing unit delivery using a fixed-price model, adhering to pass-through cost restrictions and ensuring 100% completion of projects prior to invoicing.

Both options A and B support the County’s overarching “People First” initiative and commitment to sustainable disaster recovery. All work must be completed within the six-year CDBG-DR grant term and in full compliance with applicable local, state, and federal regulations.

Pinellas County reserves the right to incorporate performance-based penalties into the final contract during negotiations. These may include, but are not limited to, penalties for failure to meet agreed-upon timelines, non-compliance with program requirements or federal standards, and unauthorized changes to key personnel assignments.

Eligible Cost

Category

CDBG-DR

Allocation Amount

% of

Allocation

Estimated % to CDBG-DR

Mitigation Set-aside

Estimated % to HUD identified

MID

Areas

Estimated % to LMI

Administration $ 20,689,150 3%

Planning $ 24,000,000 3% 0%

Housing $ 598,653,065 85% 0% 100% 78% Infrastructure

(CDBG-DR

Mitigation Set-aside)

$ 106,146,000

0%

100%

100%

50%

Economic Revitalization

$ 32,147,393 5% 0% 100% 80%

Public Services $ 32,147,392 5% 0% 100% 100%

TOTAL $ 813,783,000 100% 15% 100% 75%

Action Plan Proposed Distribution of Funds

OVERVIEW OF INITIATIVES

People First Housing Recovery Initiative

Eligible Cost Category

Allocation

Amount

% of CDBG-DR Allocation for LMI Benefit

Homeowner Rehabilitation/Reconstruction Program $490,000,000 80% Strategic Relocation and Revitalization Program $10,000,000 100% Homeowner Reimbursement Program $20,787,758 30% Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program) $57,865,307 100%

Homebuyer Assistance Program $20,000,000 30% Housing Programs Total $ 598,653,065

Action Plan Proposed Distribution of Funds for Housing Programs

a. Homeowner Rehabilitation/Reconstruction Program The Homeowner Rehabilitation/Reconstruction Program will offer assistance to owner-occupants through repair, reconstruction, and, where necessary, relocation support to ensure households can return to safe and habitable homes.

b. Homeowner Reimbursement Program The Homeowner Reimbursement Program will allow eligible homeowners who have already completed repairs using personal resources to recover eligible expenses

c. Strategic Relocation and Revitalization Program The Strategic Relocation and Revitalization Program will be designed for households residing in high-risk areas or in structures not suitable for rehabilitation, to voluntarily relocate to safer, more resilient housing outside the 100-year floodplain.

d. Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program)

The Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program) will address the critical shortage of affordable rental units and will focus on restoring and preserving small-scale rental housing, including manufactured homes and single-family units.

e. Homebuyer Assistance Program The Homebuyer Assistance Program will provide help to low- to middle-income first-time homebuyers and allow current renters to transition to homeownership, expanding housing stability and affordability in the long term.

Public Services

a. Disaster Relief Payment Program

This Disaster Relief Payment Program is a public service initiative designed to provide financial reimbursement to eligible low- and moderate-income (LMI) households for documented out-of-pocket essential living expenses incurred during the disaster recovery period.

Economic and Community Revitalization Program Implementation

Allocation Amount

% of CDBG-DR Allocation for LMI Benefit

People First Small Business and Community Recovery Program

$ 22,147,393 75%

Non-Profit Community Recovery Program $ 10,000,000 90% Action Plan Proposed Distribution of Funds for Economic and Community Revitalization Programs

a. People First Small Business and Community Recovery Program

The People First Small Business and Community Recovery Program will provide targeted investment and prioritize disaster-impacted businesses that serve or employ low- and moderate-income (LMI) residents, operate in the hardest-hit areas, and demonstrate a need for capital to rebuild or retain jobs. These funds are designed to stimulate local economic revitalization, promote commercial corridor stabilization, and complement housing recovery efforts by ensuring that neighborhood-serving businesses can remain open and operational.

b. Non-Profit Community Recovery Program The People First Non-Profit Community Recovery Program will provide targeted financial assistance to community-based nonprofits that serve low- and moderate-income areas or predominantly low- and moderate-income populations through grants and forgivable loans.

Local Mitigation Consultant will oversee mitigation planning and infrastructure investments.

Action Plan Proposed Distribution of Funds for Local Mitigation Planning

a. Local Mitigation Planning Program The Local Mitigation Planning Program will address unmet mitigation needs by supporting the identification, analysis, and prioritization of resilience strategies that align with the County’s Mitigation Needs Assessment.

Action Plan Proposed Distribution of Funds for Local Mitigation Infrastructure

b. Local Mitigation Infrastructure Program The Local Mitigation Infrastructure Program will fund local mitigation infrastructure projects identified through the Local Mitigation Planning Program.

CDBG-DR Allocation Amount

% of CDBG-DR Allocation

Local Mitigation Planning $ 24,000,000 3%

CDBG-DR

Allocation Amount

% of CDBG-DR

Allocation for LMI Benefit

Does this Program have tie back to the disaster?

Eligible Cost Category

Local Mitigation Infrastructure Program $ 106,146,000 50% No

REQUIREMENTS

Vendor may be awarded one or both scopes for which they bid depending on proposal, qualifications and evaluation. Pinella’s county also reserves the right to select more than one vendor even within an Option.

Option A: Disaster Recovery Program Management The selected vendor(s) will be responsible for the following Tasks:

• Project Management

• Program Implementation, Grant Management and Funding Administration for the following programs o Strategic Relocation and Revitalization Program o Homebuyer Assistance Program o Disaster Relief Reimbursement Program o People First Small Business and Community Recovery Program o Non-Profit Community Recovery Program o Local Mitigation Planning Program o Local Mitigation Infrastructure Program

• Call Center Establishment and Operation

• In-Person Customer Service Center Establishment and Operation

• Training

• Grant Compliance and Monitoring

• Project & Program Closeout

Option B: Rehabilitation and Reconstruction Management (RRM) The selected firm(s) will be responsible for the following Tasks:

• Project Management

• Construction Management

• Program Implementation, Grant Management, and Funding Administration for the following programs o Homeowner Rehabilitation/Reconstruction Program o Homeowner Reimbursement Program Administration o Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program)

• Subcontractor Hiring and Management

• Call Center Establishment and Operation

• In-Person Customer Service Center Establishment and Operation

• Training

• Grant Compliance and Monitoring

• Project & Program Closeout

Option C: Both

The selected firm will be responsible for the following Tasks:

• Project Management

• Program Implementation, Grant Management, and Funding Administration for the following programs as required o Homeowner Rehabilitation/Reconstruction Program

Some grammatical errors throughout ensure those are addressed.

o Homeowner Reimbursement Program o Strategic Relocation and Revitalization Program o Homebuyer Assistance Program o Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program) o Disaster Relief Payment Program o People First Small Business and Community Recovery Program o Non-Profit Community Recovery Program o Local Mitigation Planning Program o Local Mitigation Infrastructure Program

• Call Center Set Up and Staffing

• Customer Service Center Set Up and Staffing

• Grant Compliance and Monitoring

• Subcontractor Hiring and Management

• Construction Management

• Project & Program Closeout

TASKS

A. Project Management Tasks (Option A, B, and C)

1. Establish Project charters, project timelines, goals, metrics and deliverables for the management of the programs that align with the selected option.

2. Measure outcomes against strategic goals, and

a. Make necessary adjustments to ensure optimal fund utilization.

3. Submit monthly activity reports indicating the status of projects.

4. Submit weekly status which at minimum should include:

a. Reporting on the status of each program and related projects and any risks or issues that might impact the progress of the Program or any project;

b. Reporting on the current projected timelines for each subrecipient program area, including timelines for compliance with any federal laws or guidance documents and

c. Reporting on budget

5. As part of regular management of its activities in delivery of services under the contract, the Vendor shall, in part:

a. Provide all necessary equipment and supplies for its staff working under this contract.

b. Establish a functional organization structure with proper administrative oversight.

c. Submit monthly invoices including individual time sheets, if required, and evidence indicating the percent of work complete for each task order.

d. Meet at least monthly, potentially more frequently, with the County’s contract manager and cooperate with all County monitoring activities for contract oversight.

6. Communications

a. The Vendor shall collaborate with Pinellas County’s Communications

Department to support a unified public outreach and engagement approach.

b. The County Communications team will lead on strategy development, website content, official press releases, and marketing materials that align with the County’s "People First" initiative.

7. Transition and Continuity of Operations

a. Transfer of historical knowledge, systems, files, case management data, grant management records, and any other relevant programmatic documentation to the County or a successor entity.

b. Onboarding, training, and technical assistance to County personnel or the County’s designee to ensure continuity of operations.

c. Preservation and maintenance of orderly, uniform records in compliance with HUD standards (24 CFR 570 and 2 CFR Part 200 Subpart D — Post-Federal Award Requirements).

B. GENERAL Program Administration for ALL CDBG-DR County

Programs (Option A, B, and C) Overall, for each County program initiative in the selected option, the vendor will be responsible for the following:

a. Development of Program Policies, Standard Operating Procedures (SOPs), and Notices of Funding Availability (NOFAs) for the County’s activities under CDBG-DR to be approved by the county

b. Development of Application Forms, Intake and Review Processes and clearly defined eligibility criteria

c. Implement transparent and accountable fund distribution mechanisms, tracking fund allocation and expenditures meticulously.

d. Conduct targeted outreach and provide technical assistance to homeowners, particularly to low- and moderate-income households with unmet recovery needs, assisting them through the application process, document collection, and eligibility resolution.

e. Ensure compliance with HUD’s Universal Notice, 2 CFR Part 200 (Cost Principles, Uniform Guidance), and all other federal, state, and local regulations.

f. Develop best practices and process flow charts for reimbursement packet review, draw request review, and check processing and disbursement that ensure proper quality control, meet HUD’s requirements for documentation, and meet County-directed ongoing timelines for draw request review and payment.

g. Conduct intake, eligibility verification, and duplication of benefits (DOB) reviews for all applicant households, ensuring compliance with DOB requirements per the Robert T. Stafford Act and HUD guidance (CDBG-DR Federal Register Notices).

h. Distribute Program Funds, grants in Vouchers. Pinellas County reserves the right to directly issue payments or cut checks at its discretion. Coordination between the Vendor and the County’s finance team will be required to ensure proper documentation, timely disbursements, and accurate reporting for all transactions, regardless of issuing party.

i. Develop criteria and process for appeals

j. Provide and maintain detailed Reporting

k. Track and document all program activity in the SOR and report progress, beneficiary impacts, and compliance metrics to Pinellas County to input to HUD’s DRGR system.

l. Support overall case management and ensure that all applicant data collected over the phone or in-person must be secured in accordance with HUD requirements, County data privacy standards, and applicable federal regulations (e.g., 2 CFR 200.303 – Internal Controls).

C. ADDITIONAL Program Administration Responsibility for EACH Program under Option A (Option A and C)

1. Strategic Relocation and Revitalization Program The Vendor will oversee the implementation and management of the Strategic Relocation and Revitalization Program, including:

a. Administer monies allocated to relocation assistance and redevelopment of vulnerable manufactured housing communities, prioritizing relocation outside the 100-year floodplain and other high-risk areas in alignment with HUD floodplain management regulations (24 CFR Part 55).

b. Oversee site acquisition, relocation processes, and ensure full compliance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA) (49 CFR Part 24) for displaced homeowners and tenants.

c. Ensure that relocation activities comply with CDBG-DR national objectives, particularly benefiting Low- and Moderate-Income Housing (LMH) (24 CFR 570.208(a)(3)), and document unmet needs addressed through relocation efforts.

d. Develop and implement a comprehensive relocation assistance plan, including clear communication of household rights, available benefits, eligibility for replacement housing payments, and grievance procedures in accordance with URA requirements.

e. Perform environmental reviews and inspections

f. Coordinate community engagement and public notice activities, ensuring meaningful consultation with impacted manufactured home communities, residents, and stakeholder groups throughout the relocation and redevelopment process.

g. Manage documentation and reporting for all relocation activities, including tracking of displaced households, benefits provided, compliance with anti-displacement requirements (Section 104(d) of the Housing and Community Development Act), and provide to the County for entry into HUD’s Disaster Recovery Grant Reporting (DRGR) system.

2. Homebuyer Assistance Program The Vendor will oversee the implementation and management of the Homebuyer Assistance Program, including:

a. Manage funds to provide financial assistance to eligible Low-and Moderate-Income (LMI) homebuyers in accordance with HUD CDBG-DR regulations (24 CFR 570.208(a)(3)).

b. Coordinate provision of financial assistance for mortgage principal reduction, down payment support, and eligible closing costs to facilitate affordable homeownership.

c. Verify applicant eligibility, including household income certification, first-time homebuyer status, disaster impact verification (if applicable), and property eligibility consistent with CDBG-DR program guidelines.

d. Ensure that assisted properties meet HUD’s minimum property standards (24 CFR 570.202(b)(8)) and are located outside of Special Flood Hazard Areas (SFHA), unless properly mitigated and compliant with floodplain management requirements (24 CFR Part 55).

e. Develop and implement underwriting guidelines to assess applicant financial readiness, ensuring that mortgage affordability standards are met without creating undue financial hardship.

f. Coordinate with approved mortgage lenders to ensure primary financing terms comply with HUD CDBG-DR requirements (e.g., 30-year fixed-rate mortgages only; no adjustable-rate mortgages, balloon payments, or prepayment penalties).

g. Execute legally binding affordability period agreements or restrictive covenants, as necessary, ensuring HUD-required compliance for properties assisted with CDBG-DR funds.

h. Provide pre-purchase education or homebuyer counseling in partnership with HUD-certified counseling agencies, ensuring participants are informed of homeownership responsibilities and disaster resiliency measures.

i. Track and document all awards and beneficiary data in the System of Record (SOR) and submit required reports to the county for entry into HUD’s Disaster Recovery Grant Reporting (DRGR) system for compliance and monitoring purposes.

3. Disaster Relief Payment Program The Vendor will oversee the implementation and management of the Disaster Relief Reimbursement Program, including:

a. Oversee the disbursement of funds to reimburse documented essential living expenses (e.g., rent, mortgage payments, utilities) incurred by eligible Low- and Moderate-Income (LMI) households impacted by federally declared disasters, in accordance with CDBG- DR regulations (24 CFR 570.208(a)(2) — LMI Limited Clientele Benefit).

b. Verify applicant eligibility, including household income certification, documentation of disaster-related financial hardship, and proof of paid eligible expenses consistent with HUD’s cost allowability principles (2 CFR Part 200.403).

c. Establish reimbursement calculation methodologies and SOPs for reviewing, validating, and approving reimbursement requests within HUD’s CDBG-DR framework.

d. Ensure all reimbursed expenses occurred within the eligible reimbursement period as defined by HUD guidance (typically within two years of the applicable disaster event or the grantee’s Applicable Allocation Notice (AAN) date).

e. Maintain detailed reimbursement records in the System of Record (SOR) and report disbursement activity accurately to the County for entry into HUD’s Disaster Recovery Grant Reporting (DRGR) system, ensuring compliance with 2 CFR Part 200.302 (Financial Management) and HUD monitoring requirements.

4. People First Small Business and Community Recovery Program The Vendor will oversee the implementation and management of the People First Small Business and Community Recovery

Program, including:

a. Administer funds allocated to support eligible small businesses impacted by federally declared disaster events.

b. Provide financial assistance (grants and/or forgivable loans) to small businesses, ensuring compliance with HUD’s Low- and Moderate-Income (LMI) Job Creation/Retention national objective (24 CFR 570.208(a)(4)).

c. Develop application and underwriting guidelines for evaluating business eligibility, financial need, unmet recovery needs, and job creation/retention commitments in accordance with HUD CDBG-DR standards.

d. Establish procedures to ensure that assistance is not duplicative of other disaster recovery funding sources (e.g., SBA disaster loans, insurance proceeds) in compliance with the Robert T. Stafford Act, Section 312, and HUD DOB guidance.

e. Maintain documentation of National Objective compliance by tracking number and types of jobs created or retained, business ownership demographics (where applicable), and evidence of service to LMI communities.

f. Review and approve eligible reimbursable expenses, including working capital, equipment replacement, inventory replenishment, and minor facility repairs, ensuring compliance with CDBG-DR allowable cost principles (2 CFR Part 200.403).

g. Coordinate with local Chambers of Commerce, Small Business Development Centers (SBDCs), and community organizations to maximize outreach, technical assistance, and support for small businesses in the most impacted and distressed (MID) areas.

h. Prepare legally enforceable agreements with grant or loan recipients that define performance obligations, compliance with HUD regulations, required record retention, and remedies for non-compliance.

i. Input and maintain full project and financial documentation into the County’s System of Record (SOR) and ensure complete, timely reporting to the County for entry into HUD’s Disaster Recovery Grant Reporting (DRGR) system.

5. Non-Profit Community Recovery Program The Vendor will oversee the implementation and management of the Non-Profit Community Recovery Program, including:

a. Manage program funds allocated to assist nonprofit organizations that primarily serve Low- and Moderate-Income (LMI) populations, ensuring alignment with CDBG-DR program goals.

b. Coordinate the provision of financial support for rehabilitation, repair, or stabilization of community-serving nonprofit facilities impacted by federally declared disasters.

c. Verify nonprofit eligibility, ensuring applicants are registered

501(c)(3) or 501(c)(19) organizations in good standing and that facilities primarily serve LMI populations in accordance with HUD’s LMI Area Benefit (24 CFR 570.208(a)(1)) or Limited Clientele (24 CFR 570.208(a)(2)) national objectives.

d. Develop and implement underwriting guidelines to evaluate nonprofit financial need, duplication of benefits (DOB) considerations per the Robert T. Stafford Act, Section 312, and disaster-related facility damage.

e. Ensure that facility rehabilitation activities comply with HUD CDBG-DR regulations (24 CFR 570.201(c) — Public Facilities and Improvements) and applicable environmental review requirements under 24 CFR Part 58 prior to commencement of construction.

f. Prepare and execute grant agreements with nonprofits that outline performance expectations, compliance obligations, record retention requirements, and remedies for non-performance.

6. Local Mitigation Planning Program The Vendor will oversee the implementation and management of Local Mitigation Planning Program, including:

a. Facilitate planning initiatives to identify, analyze, and prioritize local resilience and mitigation projects consistent with the County’s CDBG-DR Action Plan.

b. Support comprehensive mitigation needs assessments for eligible local governments, particularly in the Most Impacted and Distressed (MID) areas.

c. Assist local governments in the preparation, update, or enhancement of FEMA-approved Local Hazard Mitigation Plans (LHMPs) and ensuring eligibility for federal mitigation funding.

d. Conduct vulnerability assessments and risk analyses, using FEMA, HUD, and NOAA data tools, to prioritize mitigation strategies that benefit low- and moderate-income (LMI) populations where applicable.

e. Develop project pipelines of eligible mitigation projects with supporting documentation demonstrating risk reduction benefits, environmental considerations, and CDBG-DR program alignment.

f. Ensure all planning activities meet CDBG-DR planning requirements (24 CFR 570.205), environmental review requirements under 24 CFR Part 58 (if necessary for associated planning activities), and comply with applicable Executive Orders for resilience (e.g., EO 14030 — Climate-Resilient

Infrastructure).

g. Maintain detailed records of planning processes, assessments conducted, and projects recommended to ensure transparent justification for infrastructure investment decisions and future HUD audits.

h. Provide technical assistance workshops and capacity-building sessions to local government stakeholders focused on mitigation planning best practices, compliance, and leveraging other state/federal funding sources.

7. Local Mitigation Infrastructure Program The Vendor will oversee the implementation and management of the Local Mitigation Infrastructure Program, including:

a. Administer funds for critical mitigation infrastructure projects, including flood protection, stormwater management improvements, and resilient infrastructure development.

b. Prioritize, select, and manage infrastructure investments that clearly demonstrate enhanced community resilience, risk reduction, and LMI benefit where required.

c. Ensure at least 50% of the CDBG-DR Mitigation Infrastructure allocation benefits low- and moderate-income (LMI) communities, as required under CDBG-DR national objective standards (24 CFR 570.208(a)(1)).

d. Evaluate and document project eligibility and risk reduction benefits through cost-benefit analysis (CBA) methodologies aligned with FEMA’s Benefit-Cost Analysis (BCA) guidance and HUD mitigation principles.

e. Conduct environmental reviews for all infrastructure projects in accordance with 24 CFR Part 58 and ensure compliance with floodplain management requirements under 24 CFR Part 55.

f. Execute subrecipient agreements (if applicable) or direct contracts that define performance deliverables, CDBG-DR compliance, national objective achievement, Davis-Bacon labor standards (if applicable), and reporting requirements.

g. Promote green infrastructure and climate-resilient design strategies whenever feasible.

h. Track project expenditures, milestones, and LMI benefit achievement in the County’s SOR and submit detailed infrastructure project reports to the County for entry into HUD’s DRGR system.

i. Develop closeout procedures for infrastructure projects, ensuring full documentation of outcomes, lessons learned, and mitigation effectiveness to inform future County resilience initiatives.

D. ADDITIONAL Program Administration Responsibility for EACH

Program under Option B (Option B and C)

1. Homeowner Rehabilitation/Reconstruction Program

The Vendor will oversee the implementation and management of the Homeowner Rehabilitation/Reconstruction Program, including:

a. Manage allocation of monies with priority for Low-Moderate

Income (LMI) households in accordance with HUD CDBG-DR regulations (24 CFR 570.208(a)(3)).

b. Prepare, execute, and manage grant agreements with eligible homeowners outlining homeowner obligations.

c. Manage homeowner relocation or temporary displacement assistance, if required, consistent with the Uniform Relocation Assistance and Real Property Acquisition for Federal and Federally Assisted Programs (URA) (49 CFR Part 24).

NOTE: This program has a construction management component. See Section Titled Construction Management Tasks

2. Homeowner Reimbursement Program The Vendor will oversee the implementation and management of the Homeowner Reimbursement Program, including:

a. Managing reimbursement funds for eligible homeowner-incurred disaster recovery costs resulting from Hurricanes Idalia, Helene, and Milton, as well as any future federally declared disasters covered under the contract, ensuring that funds are used to support critical unmet needs.

b. Verifying applicant eligibility through review of ownership and occupancy status at the time of the qualifying disaster, documentation of damage, household income (not to exceed 120% AMI), and disaster event tie-back, in accordance with CDBG-DR regulations.

c. Performing duplication-of-benefits (DOB) analysis to ensure that reimbursement is provided only for documented, eligible costs representing an unmet need, not previously covered by FEMA, SBA, insurance, or other sources, consistent with HUD CDBG- DR guidelines and the Robert T. Stafford Act, Section 312.

d. Developing and applying a standardized methodology for validating homeowner-submitted expenses (e.g., contractor invoices, receipts, permits, and proof of payment) using HUD-approved cost reasonableness tools (e.g., Xactimate, RSMeans), including verification of alignment with code-compliant reconstruction standards.

e. Establishing and maintaining a clear documentation and verification process for all reimbursable expenses to ensure compliance with HUD financial management requirements, including 2 CFR Part 200.302 and 2 CFR Part 200.403 governing allowable and allocable costs.

f. Confirming that all reimbursement awards meet applicable CDBG-DR national objectives, including Low- and Moderate- Income Housing (LMH) under 24 CFR 570.208(a)(3) or Urgent Need under 24 CFR 570.208(c), and documenting the unmet needs addressed through the assistance.

g. Ensuring environmental compliance, including the preparation and completion of Tier 1 and Tier 2 environmental reviews when applicable, consistent with 24 CFR Part 58, and maintaining Environmental Review Records (ERRs) as needed for site-level eligibility or historical review.

h. Conducting initial property assessments or desktop damage verifications (if needed) to confirm that all disaster-related repairs were completed within the eligible reimbursement timeframe and meet the standards for safe, decent, and sanitary housing.

i. Maintaining comprehensive records of each applicant’s reimbursement history, including determination of eligibility, verified costs, DOB documentation, and mitigation measures, and tracking all reimbursements in the County’s System of Record (SOR).

j. Provide accurate reporting to the County for entry into HUD’s DRGR system on a regular basis, including metrics related to national objective compliance, applicant income status, reimbursed amounts, and remaining unmet needs across the program.

3. Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program) The Vendor will oversee the implementation and management of the Small Rental Rehabilitation/Reconstruction Program (Local Landlord Program), including:

a. Administer program funds for the rehabilitation or reconstruction of eligible damaged rental units, prioritizing assistance for affordable housing in accordance with HUD CDBG-DR requirements (24 CFR 570.208(a)(3) — Low-and Moderate-Income Housing National Objective).

b. Enforce a mandatory five-year affordability period for assisted units and monitor ongoing compliance with affordability covenants, income restrictions, and occupancy requirements.

c. Verify landlord and property eligibility, including ownership documentation, vacancy requirements at the time of application, property tax status, and disaster-related damage validation consistent with CDBG-DR guidelines.

d. Maintain project files and complete reporting requirements in the County’s System of Record (SOR) and provide reports to Pinellas County for entry into HUD’s DRGR system, including tracking of beneficiary income certifications, rent limits, affordability period monitoring, and any required post-completion inspections.

NOTE: This program has a construction management component. See Section Titled Construction Management Tasks

E. Call Center Establishment and Operation (Option A, B and C)

The Vendor shall:

1. Ensure that all call center operations and customer service functions are staffed exclusively by on-shore, U.S.-based personnel.

2. Ensure the call center is adequately staffed with qualified, knowledgeable personnel who are fully trained in HUD CDBG-DR guidelines, eligibility requirements, and Pinellas County’s specific recovery initiatives, to ensure consistent, accurate, and high-quality customer service for all program applicants.

3. Be responsible for establishing, operating, and maintaining a fully functional call center, or demonstrating existing call center capabilities, to provide applicants timely assistance, answer program-related inquiries, support application processes, and facilitate access to funding and recovery services.

4. Provide and designate a phone number for the applicants to contact for program services to be included in communication materials.

5. Provide surveys for evaluating customer service and program service F. In-Person Customer Service Center Establishment and

Operation(Option A, B and C) To ensure access to disaster recovery programs for all residents, especially vulnerable populations who may lack internet access or digital literacy, the Contractor must establish and operate temporary in-person Customer Service Centers throughout critical phases of the program. At a minimum, the Contractor shall:

A. Establish Physical Locations: Set up one or more temporary physical customer service centers within Pinellas County during active phases of intake, case management, and construction support. These centers are not expected to operate continuously over the full six-year contract period but shall be activated during periods of high applicant demand.

B. Establish or Identify Facilities: Service centers may include rented offices, pop-up locations, mobile centers (e.g., trailers), hotel conference rooms, public libraries, or other ADA-accessible facilities approved by the County.

a. Centers must be ADA-compliant.

b. Facilities must offer language interpretation or translation services upon request.

c. Facilities must be accessible by public transportation where feasible.

d. Customer service centers may rotate between different locations based on community needs and County direction to maximize accessibility

e. Contractor may use mobile or pop-up models to serve underserved areas.

C. Establish Operating Hours that include additional evening or weekend hours based on community needs and as directed by the County.

D. Provide trained, knowledgeable staff at all customer service centers, ensuring timely assistance to applicants. Staffing must be scaled appropriately to meet community demand and avoid excessive wait times.

E. Provide personalized, one-on-one assistance to applicants regarding intake, eligibility, document submission, and general program support.

F. Provide surveys for evaluating customer service and program service

Note: The County reserves the right to adjust the frequency, location, staffing, and operating hours of service throughout the contract based on evolving program needs and applicant volume.

G. Training (Option A, B and C)

1. General Training Obligation

The Vendor shall be responsible for providing comprehensive initial and ongoing training to all staff, subcontractors, and, where applicable, County employees or designees involved in the CDBG-DR program.

Training must ensure consistent understanding and application of all requirements outlined in the CDBG-DR Action Plan, HUD regulations, and applicable federal, state, and local guidelines, including but not limited to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200).

2. Suggested Training Topics

a. At a minimum, the Vendor shall develop and deliver training on the policies and procedures created for each program they have contracted to deliver.

b. Additional topics, if requested or required may include the following subject areas:

i. Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA) — per 49 CFR Part 24.

ii. Davis-Bacon Act and Related Labor Standards — including Work Hours and Safety Standards Act, Copeland "Anti- Kickback" Act (40 U.S.C. §§3141–3148), and Fair Housing and Equal Opportunity regulations.

iii. Financial Management Requirements — including internal controls, segregation of duties, financial reporting, and audit compliance under 2 CFR Part 200.

iv. Federal and State Procurement Standards — including small, minority, and women-owned business outreach under 2 CFR §§200.317–200.326.

v. Environmental Review Requirements — under 24 CFR Part 58, including HEROS system use.

vi. Section 3 of the HUD Act of 1968 — ensuring economic opportunities for low- and very-low-income persons.

vii. CDBG-DR Program-Specific Requirements — including national objectives, eligible activities, duplication of benefits analysis, unmet needs assessment, mitigation measures, and recordkeeping standards.

c. Minimum Training Delivery Requirements

i. Trainings must be held prior to staff or subcontractor engagement with program participants or handling CDBG-DR project activities.

ii. Ongoing refresher training must be provided at least annually and within three (3) calendar days of any substantive policy or regulatory changes issued by HUD, Pinellas County, or other oversight bodies.

iii. Attendance at all training courses must be documented with sign-in sheets, electronic attendance logs (for virtual sessions), and maintained for County and HUD monitoring.

iv. The Contractor must maintain training records, including attendee rosters and training completion certificates, for a minimum of five (5) years following contract closeout, or longer if required by federal retention schedules under 2 CFR §200.334.

A. Grant Compliance and Monitoring (Option A, B and C)

1. The vendor shall provide Grant Compliance and Monitoring Support Staff to perform quality assurance, monitoring, and reporting duties and provide technical assistance for grant compliance to County staff and sub-recipients. Grant Compliance and Monitoring Support Staff levels are expected to fluctuate during the life of the contract as workloads vary throughout the life of the grant.

2. Staff assigned to this task by the Vendor shall have experience in successful CDBG- DR grant compliance and monitoring…