Pre-Bid Meeting Attendance Record - Charter Oak Communities RFP 26-0003

This is a Pre-Bid Meeting Attendance Record document for the Housing Authority of the City of Stamford, operating as Charter Oak Communities (COC), related to Request for Proposal No. 26-0003 for Resident Services, Family Self-Sufficiency (FSS), and Relocation Services. The RFP seeks qualified contractors to provide comprehensive services across 24 properties containing 1,539 rental units, serving low-income, moderate-income, and market-rate residents including seniors and individuals with special needs. Required services encompass case management and resident engagement, data management and reporting, service coordination and advocacy, community programming (including workforce development, financial literacy, educational advancement, health and wellness, and recreational activities), housing stability support, resident leadership development, FSS program management with escrow coordination, and relocation services. The solicitation opened April 15, 2026, with proposals due by 2:00 p.m. EST on May 22, 2026, submitted via email to Zachary Galasso and Darnel Paulemon at Charter Oak Communities. A pre-bid meeting was conducted to allow prospective bidders to ask questions and clarify requirements. Questions regarding the RFP must be submitted by 2:00 p.m. EST on May 8, 2026. Board approval is anticipated for June 24, 2026, with an initial contract period of three years and two optional one-year renewal periods, allowing a maximum contract term of five years.

Contractors must submit fixed hourly rates by personnel category that remain firm for 120 days from the proposal opening date, with all rates including profit, overhead, employee wages and benefits, supplies, materials, insurance, and ancillary costs. Evaluation will utilize a best-value approach based on four criteria: appropriateness and cost effectiveness of hourly rates (30 points), staff professional experience and ability to provide the full range of services (25 points), experience in resident services, FSS coordination, and relocation services (25 points), and appropriateness of service approach and methodology (20 points). The RFP does not specify set-asides, disadvantaged enterprise restrictions, or identify incumbent vendors. Prior to contract award, successful proposers must provide proof of Workers Compensation, General Liability, Professional Liability, Commercial Automobile, and Crime Coverage insurance with specified minimum limits, as well as applicable state business licensing. Charter Oak Communities may select either a single contractor to provide all required services or multiple contractors for different service areas. No specific contract value or budget range was disclosed in available solicitation documentation.