Proposal_Response_Format_-_260195.pdf

Proposal Response Format

To ensure a fair and equitable evaluation of all responses, please follow the specific response format outlined below. Marketing materials alone will not satisfy the requirement to directly address all questions and requirements.

Proposals should be organized as a bookmarked PDF document and include the sections and content specified below. Proposals should also include any additional information as outlined elsewhere in this RFP.

Section Description

1. Executive Summary

A letter of introduction, signed by an authorized representative of the Proposer, providing an executive summary of the Proposer’s experience relevant to the scope of work described in this RFP. The letter should include the name, address, telephone number, and email of the authorized representative. Maximum length: 2 pages.

2. Experience and Background

Describe your organization’s capability to achieve the objectives of this project by highlighting prior experience in relocation projects, with a strong preference for municipal relocation work, and demonstrating a proven track record of successful performance. Include a summary of available resources and the qualifications of the proposed project team, noting that all individuals assigned to the implementation team should have a minimum of five (5) years of relevant relocation experience. This section should also include any additional information as specified elsewhere in this RFP.

3. Scope of Work Describe how your organization will address each requirement outlined:

3. Methodology and Approach

• Resident engagement strategy

• Relocation planning methodology

• Compliance controls and QA/QC.

• Risk mitigation strategies

4. Resident Services and Fair Housing Approach

• Reasonable accommodation process, LEP and accessibility strategies, Trauma-informed resident engagement

• Project Management and Reporting

• Scheduling and coordination approach: Documentation and file management: -

• Reporting and communication plan

4. Pricing The Proposer should submit a complete schedule of compensation for relocation services, including, but not limited, to the following categories:

• Management & Implementation $

Section Description

• Relocation Services $

• Project Support/Administrative $ The schedule should also include:

• Hourly rates for additional staff at various levels, as needed to support relocation services.

• Hourly fees for overseeing relocation-related activities, including but not limited to coordination with contractors, preparation of relocation notices and documents, replacement housing referrals, advisory services to displaced households or businesses, and other related project management tasks.

• Billing terms and conditions.

5. Implementation Provide an overview of your implementation methodology and recommended approach for delivering relocation services, including but not limited to the following topics:

• Project schedule and timeline for relocation activities

• Methodology for transitioning from any existing relocation or advisory services provider (if applicable)

• Roles and responsibilities of all vendors, including resumes and qualifications

• Recommended Department roles and responsibilities during implementation

• Quality assurance approach for relocation services

• Approach to process improvements and efficiency in relocation workflows

• Communication plan and strategy for coordination with displaced households, businesses, and Department staff

6. Contract Performance

Indicate whether, at any time during the past five years, the Proposer has had a contract for relocation or advisory services terminated for convenience, non-performance, or any other reason, or has been involved in legal action with a client. Provide a description of each situation, including the name and address of the contracting party and a summary of the circumstances.