RFLP_1-26.pdf

City of Cheyenne / RFLP #1-26 / Page 1

REQUEST FOR LETTERS OF PROPOSAL (RFLP 1-26)

U.S. Department of Housing and Urban Development PY26 Annual Action Plan Preparation for Small Entitlement Community

City of Cheyenne Purchasing, Attn: TJ Barttelbort tbarttelbort@cheyennecity.org

(307) 773-1045

Prepared by:

City of Cheyenne

Mayor’s Office mailto:tbarttelbort@cheyennecity.org

City of Cheyenne / RFLP #1-26 / Page 2

I. Notice to Respondents

The City of Cheyenne (City) is requesting proposals from qualified, experienced consultants to prepare the Program Year 2026 (PY26) Annual Action Plan. As a small entitlement community, the City requires a plan that ensures full compliance with U.S. Department of Housing and Urban

Development (HUD) regulations and supports the strategic allocation of Community

Development Block Grant (CDBG) funds.

II. Project Details

Background The City of Cheyenne is eligible to receive funding under the Community Development Block Grant (CDBG). These funds support vital community development activities that help build stronger and more resilient communities. The program is authorized under Title I of the Housing and Community Development Act of 1974, Public Law 93-383, as amended 42 U.S.C. 530.1 et seq.

The Annual Action Plan (AAP) is a prerequisite for receiving funds under the Community Development Block Grant (CDBG) program. It is prepared following the 24 CFR Part 91 Consolidated Submission for Community Planning and Development Programs and must be submitted to the U.S. Department of Housing and Urban Development (HUD).

Scope of Services To comply with federal regulations under these programs, the City is engaging an experienced consultant to assist with preparation of the PY26 Annual Action Plan. Key responsibilities include:

• Regulatory Compliance: Ensuring all components of the plan meet 24 CFR Part 91 requirements.

• Public Engagement: Managing the federally mandated public hearing process and citizen participation requirements.

• Committee Coordination: Aligning the drafting process with the meeting schedules of the City’s Housing and Community Development Citizen Advisory Committee and the City Council.

• Internal Liaison: Working closely with the Economic Resource Administrator and Community Development Manager to provide drafts for internal review and ensuring sufficient lead time for revisions and formal adoption.

• Technical Submission: Preparing the final document for submission to HUD via the Integrated Disbursement and Information System (IDIS).

The following task schedule is aligned with HUD’s required review periods and submission deadlines, as well as the City’s advertising guidelines and meeting calendar. While the selected

City of Cheyenne / RFLP #1-26 / Page 3 consultant may propose an earlier internal schedule, it is mandatory that all federal deadlines are met. This will require careful coordination with the City’s noticing requirements and meeting timelines as outlined below.

February/March Prepare and submit draft Action Plan document to City Staff no later than

March 31st.

March/April Draft the resolution to adopt the PY26 Annual Action Plan. Submit the resolution and draft plan to Staff including legal for review and stamping.

April 1, 2026 Publish notice for the public comment period and the dates of the public hearing in the Wyoming Tribune Eagle. This notice must be published at least 24 hours in advance of the 30-day comment period.

April 3, 2026 Open the 30-day public comment period for the PY26 Annual Action Plan and the dates of the public hearing. Publish the draft plan with the public notice on the Housing & Community Development website, send out a press release, post a notification on social media and email stakeholders to request public comment.

April 8, 2026 Deadline to submit the agenda cover sheet for the announcement of the public hearing to be held during City Council meeting on April 27, 2026, by noon to the City Clerk. No additional documents are required for this submittal.

April 22, 2026 Deadline to submit the Agenda Cover Sheet and Resolution for the Annual Action Plan to the Clerk’s office for introduction at the April 27, 2026, City Council meeting. Coordinate with staff for presentation of PY26 Annual Action Plan to City Council on April 27, 2026. This meeting serves as the 1st public hearing and public meeting as required by the City’s Citizen Participation Plan.

April 27, 2026 Introduction of the PY26 Annual Action Plan during the City Council meeting. This meeting serves as the 1st public hearing and public meeting as required by the City’s Citizen Participation Plan. Public comments are accepted after the staff report outlining activities included in the plan and their funding levels.

April 28, 2026, to May 4, 2026

Coordinate with staff for presentation of PY26 Annual Action Plan to Finance Committee on Thursday, May 5th at noon. This meeting serves as the 2nd public hearing and public meeting as required by the City’s Citizen Participation Plan.

City of Cheyenne / RFLP #1-26 / Page 4

May 5, 2026 Staff Report on the PY26 Annual Action Plan during the Finance Committee Meeting. This meeting serves as the 2nd public hearing and public meeting as required by the City’s Citizen Participation Plan and is the final day of the 30-day public comment period. Public comments are accepted after the staff report outlining activities included in the plan and their funding levels.

May 5, 2026, to May 10, 2026

Add public comments to the Annual Action Plan. Coordinate with staff for final adoption of the resolution and PY26 Annual Action Plan at the City Council meeting on May 11, 2026.

May 11, 2026 City Council meeting: Resolution to Adopt the Annual Action Plan is before Council.

Mid-May Amend document to reflect input received during the 30-day public comment period from the City Council and Finance meetings.

Incorporate Housing & Community Development Advisory Council and Staff’s comments into the final document. Add the final changes to the PY26 Annual Action Plan in IDIS.

May 15, 2026 Attach the signed resolution to the Annual Action Plan, prepare the SF- 424 forms with the Mayor’s (certifying officer for the jurisdiction) signatures and attach them to the Annual Action Plan in IDIS. Submit the final plan though IDIS. Email HUD Region 8 that the plan has been submitted for review. Provide the City with final documents.

City of Cheyenne / RFLP #1-26 / Page 5

III. PROPOSAL FORMAT

The City will utilize a two-step process for selection through this solicitation. This process dictates that proposers divide their submittals into two parts: a technical letter of proposal and a price proposal. Proposers shall submit their technical letters of proposal and price proposals simultaneously on the date and time specified in this RFLP via the City's e-procurement portal.

Each proposal shall include, at a minimum, the items listed below:

Technical Letter of Proposal:

• Cover Letter. Provide a formal introduction including the firm's name, physical address, and direct contact information (phone and email) for the primary project lead.

• Project Understanding. Demonstrate a clear understanding of the City’s specific needs, HUD requirements, and the local context of the PY26 Annual Action Plan.

• Proposed Scope of Work. Detail the specific methodology and technical approach you will use to execute the services requested.

• Qualifications & Resumes. Provide a summary of experience with HUD entitlement programs and include professional resumes for all key personnel assigned to the project.

Include references and examples of work or plans that you have worked on.

Price Proposal:

• Cost Proposal. State the total fixed fee for the project, supported by a detailed line-item breakdown of costs associated with each task.

PROPOSERS ARE INSTRUCTED AND CAUTIONED TO ENSURE THAT ANY PRICING INFORMATION

IS NOT INCLUDED IN THE TECHNICAL PROPOSAL OR IN THE PDF ELECTRONIC FILE FOR THE

TECHNICAL PROPOSAL. ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS

MISTAKENLY INCLUDED WITH THE TECHNICAL PROPOSAL, WILL BE BASIS FOR PROPOSAL

REJECTION.

IV. Evaluation Criteria The City of Cheyenne reserves the sole and exclusive right to determine the merits of each proposal. All qualifying submissions will be evaluated by a selection committee based on a comprehensive set of factors, including but not limited to the following:

• Firm Background & Technical Expertise. Evaluation of the consultant’s professional history and specific experience managing HUD entitlement programs, with a heavy emphasis on Community Development Block Grant (CDBG) regulations.

• Project Comprehension. Assessment of the consultant’s clear understanding of the scope of work.

• Performance & Reliability. Proven ability to execute contracts efficiently and a documented track record of meeting strict federal HUD reporting deadlines.

City of Cheyenne / RFLP #1-26 / Page 6

• Quality of Proposed Services. The overall caliber, detail, and technical methodology of the proposed solution.

• Reference Verification. Insights and performance history obtained from past client reference checks.

• Value & Cost-Effectiveness. A comparison of total costs against the proposed service requirements; please note that the lowest cost proposal will not be the sole determining factor for award.

• Essential City Criteria. Any additional factors deemed critical by City staff to ensure the best interests of the community are served.

V. Award of Contract A formal contract will be executed between the Contractor and the City utilizing the City Standard Services Contract (included for reference). By submitting a proposal, the Contractor agrees to sign and be bound by the terms of the City’s standard Professional Services Agreement, and all requirements stated in this RFLP. Consultants will be required to provide a Certificate of Insurance as described below:

Certificates of Insurance:

A copy of your Certificate of Insurance (COI) evidencing compliance with liability coverages and naming the City of Cheyenne as additional insured. A copy of the endorsement naming the City as additional insured must accompany the Certificate of Insurance. Note also that the Certificate must state that 30 days advance notice will be given if the policy is canceled before its expiration date.

IX. Ownership Regardless of the future services retained of the successful Contractor, all of the products of this project, including recommendations, drawings, artwork, photos, and similar materials used to produce the required submittals, shall become the property of the City. Any furnished materials shall remain the property of the City. All such items shall be delivered to the City in usable condition after completion of the work, and prior to submission of the invoice for payment.

X. Provisions The City reserves the right to reject any and all proposals and does not bind itself to accept any proposal for this work or any part thereof. The City may waive any technical or formal defect in any proposal and shall have the right to ask for new proposals for the whole or parts of this work should the City desire to do so or shall have the right to negotiate with any or other qualified Contractor.

The City does not guarantee to provide a minimum/maximum amount of work or funding for projects.

The City reserves the right to evaluate information from any other source that may provide information on the contractor’s qualifications for the performance of the work. Upon submission

City of Cheyenne / RFLP #1-26 / Page 7 of the proposal, the Contractor grants the City the express permission to use all or portions of the Contractor’s proposals as needed by the City.

XI. Federal Requirements This project will be funded with Federal Funding, and the awarded Proposer will be required to comply with any program specific requirements. Additionally, any firm submitting a proposal must have an active Sam.gov registration at the time of Proposal Submission.

XII. Selection Process

Each responsive proposal received by the City shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract.

Proposers are advised to submit all required forms, attachments, and other information as requested in the RFLP. Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

All responsive technical letters of proposal will be reviewed by an evaluation committee comprised of staff and other personnel to be selected by the City to establish a quantitative ranking of the proposals, exclusive of price. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A.

The City shall then unseal the price proposal of the highest ranked proposing firm and initiate negotiations toward a final contract containing the detailed scope of work and budget. If negotiations with the highest ranked proposing firm are unsuccessful, the price proposal from the second highest ranked firm will be unsealed and negotiations will be pursued. In the event that City is unable to secure an agreement with any of the qualified proposers, this procurement may be terminated at the City’s option.

The City reserves the right to delay making an award, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers.

The City reserves the right to reject any or all proposals, and to negotiate matters of consultant performance, project schedule, and other topics not directly related to the proposal price submitted prior to awarding a contract. The City further reserves the right to cancel the procurement process at any time during the evaluation process.

City of Cheyenne / RFLP #1-26 / Page 8

Attachment A

To ensure a fair and transparent selection process, the City of Cheyenne will utilize a weighted scoring model. Each proposal will be evaluated on a scale of 0–5 points for each category, with the final score determined by the assigned weights below.

Evaluation Factor Description Weight

Technical Expertise & Experience

Professional history with HUD entitlement programs, specifically CDBG regulations and federal reporting.

30%

Project Understanding & Approach

Comprehension of the PY26 Annual Action Plan scope and familiarity with Cheyenne’s housing issues.

20%

Schedule & Reliability Feasibility of the proposed timeline to meet the May 15, 2026 federal deadline and City meeting dates.

20%

Key Personnel Qualifications

Credentials and relevant experience of the specific staff members assigned to the project.

15%

References & Past Performance

Verification of performance, quality of work, and responsiveness from previous client contacts.

15%

Total

100%

Scoring Legend

• 5 - Excellent: Proposal exceeds requirements; exceptional experience and methodology.

• 3 - Acceptable: Proposal meets all requirements with sufficient detail.

• 1 - Poor: Proposal lacks detail or shows minimal understanding of HUD requirements.

• 0 - Non-Responsive: Fails to address the criteria.