RFP 26-817 2026 Neighborhood Revitalization Program (1).pdf

City of Shreveport

REQUEST FOR PROPOSALS RFP 26-817

2026 NEIGHBORHOOD REVITALIZATION PROGRAM

INDEX

Page Numbers

Proposal Invitation 2

General Information - Part I 3-4

Introduction - Part II 5-7

Scope of Work - Part III 8-18

Evaluation Criteria - Part IV 19

Submission Requirements - Part V 20-21

NOTE: All items listed in Part V must be submitted with your proposal

Index of reference items not included herein that is incorporated by reference with the same force and effect as if set forth in full text. Should any of these be in conflict with those listed herein, the more stringent will apply.

The General Contract Clauses (Section 20), the Standard Instructions/Conditions for Request for Proposals (Section 30) will no longer be incorporated in solicitations but will be incorporated by reference in the City of Shreveport (hereinafter the City) book of Standard Solicitation Instructions / Provisions and General Contract Clauses; which are available at www.shreveportla.gov (click on Business, then on Bids & RFPs). If you do not have a computer, you can use one of the public use computers that are available at the Shreve Memorial Library or at most library branches.

EXHIBITS

(ALL EXHIBITS MUST BE FURNISHED WITH YOUR PROPOSAL)

NARRATIVE RESPONSE TO RFP EVALUATION CRITERIA AND SUPPORTING DOCUMENTATION A-22

STATEMENT REGARDING LITIGATION AND PERFORMANCE-RELATED CLAIMS B-23

FAIR SHARE FORMS 1-4 C-24-35

FELONY CONVICTION / E-VERIFY AFFIDAVIT D-36

FEDERAL REQUIREMENTS AND CONTRACTOR ACKNOWLEDGMENT CDBG-FUNDED RESIDENTIAL

REHABILITATION

E-37-40

CERTIFICATE OF AUTHORITY, ACCURACY, AND ACCEPTANCE F-41

*Required for all RFPs

APPENDIX

(DO NOT FURNISH WITH YOUR PROPOSAL)

#1- FORMAT FOR THE RETURN ENVELOPE 42

#2- ADJUDICATED OR LIEN PROPERTY AFFIDAVIT 43

#3- INSURANCE 44-48

The Felony Conviction/E-Verify (Exhibit E) must be submitted with your proposal. Revised 12-05-17 http://www.shreveportla.gov/

CITY OF SHREVEPORT-PURCHASING DIVISION

P.O. BOX 31109 SHREVEPORT, LOUISIANA 71130-1109 Suite 610, 505 TRAVIS SHREVEPORT, LA 71101-3042

Phone 318/673-5450 web site: www.shreveportla.gov Fax 318/673-5408

October 9, 2026

RFP 26-817

MUST BE RECEIVED NOT LATER THAN 3:00 P.M. (CST) ON: November 10, 2026

PROPOSAL TITLE: 2026 NEIGHBORHOOD REVITALIZATION PROGRAM

STATE CONTRACTORS LICENSE CLASSICATION: RESIDENTIAL CONSTRUCTION AND/OR

HOME IMPROVEMENT

You are invited to submit proposals in accordance with the requirements of this solicitation which are contained herein.

In order for your proposal to be considered, it must be received in the Purchasing office not later than the date and time as listed above. Solicitation documents are posted on BidNetDirect. To view the general RFP information and receive notices by email, register with BidNetDirect. Registration is free. Solicitation documents are also available at www.shreveportla.gov/Solicitations. BidNetDirect shall be the official source of solicitation documents.

It shall be the responder’s responsibility to make inquiry as to the amendments issued. All inquiries pertaining to this RFP shall reference RFP number as shown above. Paper proposals received by the Purchasing Office after the time specified will be documented and then returned to the Offeror unopened. Due to the possibility of negotiation with all Offerors, the identity of any Offeror or the contents of any proposal will not be public information until after the contract award is made.

Paper proposals and modifications received in response to this Request for Proposals shall be time stamped upon receipt and secured in the Purchasing Division until the established due date. Attendance by the submitter on the established due date is unnecessary, because submittals will be opened at a later time in the presence of a procurement employee or selection committee member.

The proposals must be signed in ink by an official authorized to bind the Offeror, and it shall contain a statement to the effect that the proposal is firm for a period of at least 120 days from the closing date for submission of proposals. Paper proposals must be submitted using the envelope format as provided in this solicitation document in a sealed opaque envelope/container showing the above proposal title, number, opening date, time of opening and appropriate license number(s) on the outside of the envelope or if a sealed container is used, then all this information shall be shown on the top of the container. The City does not accept faxed or emailed responses for formal solicitations.

All submittals (see Part V, Submission Requirements) received in response to this Request for Proposals will be rated by the City’s Selection Committee, based upon the Evaluation Criteria as listed in Part IV. If the best Offeror is clearly identified from the point summary, there will not be a need for oral presentations. If not, then an oral presentation from a minimum of two (the highest rated) firms shall be required. This solicitation does not commit the City to award a contract, to pay any costs incurred in the preparation of a proposal, or to procure or contract for the articles of goods or services. The City reserves the right to accept or reject any or all proposals received as a result of this request, to waive informalities, to negotiate with all qualified Offerors, or to cancel in part or in its entirety this proposal, if it is in the best interest of the City to do so.

City of Shreveport

Renee Anderson, MBA, CPPO, CPPB, NIGP-CPP Purchasing Agent

Important- If you consider the specifications as restrictive or have a problem with this document please contact the Purchasing Agent at least five days before the proposal opening at (318) 673-5457.

http://www.shreveportla.gov/Solicitations

PART I

GENERAL INFORMATION

1.0 Proposals will be considered as specified herein or attached hereto under the terms and conditions of this proposal.

2.0 Proposals must be made in the official name of the firm or individual under which business is conducted (showing an official business address) and must be signed in ink by a person duly authorized to legally bind the person, partnership, company, or corporation submitting the proposal.

3.0 Offerors are to include all applicable requested information and are encouraged to include any additional information they wish to be considered.

4.0 It is up to you to make sure that all the information requested is returned to us by using the envelope format shown in this package.

1.0 Each Proposer shall submit one (1) signed original response. Six (6) additional copies of the proposal and a searchable electronic copy on one (1) separate USB flash drive.

1.1 Proposals should be sent to:

1.1.1 City of Shreveport

1.1.2 Office of The Purchasing Agent

1.1.3 Government Plaza-Suite 610

1.1.4 505 Travis Street

1.1.5 Shreveport, LA 71101-3042

2.0 QUESTIONS

2.1 Offerors requiring additional information may email or fax their questions so that they will be received at least five

(5) working days prior to proposal opening to:

2.2 Email angela.mcnicoll@shreveportla.gov or fax Angela McNicoll at 318-673-5408.

2.3 Answers to questions received that should change and/or clarify this solicitation will be provided in writing to all Offerors via an amendment.

3.0 EXPENDITURE

3.1 Estimated Expenditure: $1,818,750.00

4.0 CONFIDENTIAL INFORMATION, TRADE SECRETS, AND PROPRIETARY INFORMATION

4.1 The designation of certain information as trade secrets and/or privileged or confidential proprietary information shall only apply to the technical portion of the proposal. The financial proposal will not be considered confidential under any circumstance. Any proposal copyrighted or marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse.

4.2 For the purposes of this procurement, the provisions of the Louisiana Public Records Act (La. R.S. 44.1 et. seq.)

shall be in effect. Pursuant to this Act, all proceedings, records, contracts, and other public documents relating to this procurement shall be open to public inspection. Proposers are reminded that while trade secrets and other proprietary information they submit in conjunction with this procurement may not be subject to public disclosure, protections must be claimed by the Proposer at the time of submission of its Technical Proposal. Proposers should refer to the Louisiana Public Records Act for further clarification.

4.3 The Proposer shall clearly designate the part of the proposal that contains a trade secret and/or privileged or confidential proprietary information as “confidential” in order to claim protection, if any, from disclosure. The Proposer shall mark the cover sheet of the proposal with the following legend, specifying the specific section(s) of the proposal sought to be restricted in accordance with the conditions of the legend:

4.4 “The data contained in pages _____ of the proposal have been submitted in confidence and contain trade secrets and/or privileged or confidential information and such data shall only be disclosed for evaluation purposes, provided that if a contract is awarded to this Proposer as a result of or in connection with the submission of this proposal, the City of Shreveport shall have the right to use or disclose the data therein to the extent provided in the contract. This restriction does not limit the City of Shreveport’s right to use or disclose data obtained from any source, including the Proposer, without restrictions.”

mailto:angela.mcnicoll@shreveportla.gov

4.5 Further, to protect such data, each page containing such data shall be specifically identified and marked

“CONFIDENTIAL”.

4.6 If the Proposer’s response contains confidential information, the Proposer should also submit a redacted copy of their proposal along with their original proposal. When submitting the redacted copy, the Proposer should clearly mark the cover as such - “REDACTED COPY” - to avoid having this copy reviewed by an evaluation committee member. The redacted copy should also state which sections or information has been removed. The proposer should also submit one (1) electronic redacted copy of its proposal on a USB flash drive. The redacted copy of the proposal will be the copy produced by the City if a competing proposer or other person seeks review or copies of the Proposer’s confidential data.

4.7 If the Proposer does not submit the redacted copy, it will be assumed that any claim to keep information confidential is waived.

4.8 Proposers must be prepared to defend the reasons why the material should be held confidential. By submitting a proposal with data, information, or material designated as containing trade secrets and/or privileged or confidential proprietary information, or otherwise designated as “confidential”, the Proposer agrees to indemnify and defend (including attorney’s fees) the City and hold the City harmless against all actions or court proceedings that may ensue which seek to order the City to disclose the information.

4.9 The City reserves the right to make any proposal, including proprietary information contained therein, available to other agencies or organizations for the sole purpose of assisting the City in its evaluation of the proposal. The City shall require said individuals to protect the confidentiality of any specifically identified proprietary information or privileged business information obtained as a result of their participation in these evaluations.

5.0 Additionally, any proposal that fails to follow this section and/or La. R.S. 44:3.2.(D)(1) shall have failed to properly assert the designation of trade secrets and/or privileged or confidential proprietary information and the information may be considered public records.

Part II

INTRODUCTION

1.0 PROJECT BACKGROUND

1.1 The City of Shreveport, Department of Community Development (“DCD” or “City”) administers the Neighborhood Revitalization Program to improve the safety, livability, accessibility, and durability of owner-occupied homes occupied by eligible low- and moderate-income households within the City of Shreveport.

1.2 The initiative will be funded, in whole or in part, with U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) funds and applicable program income.

2.0 INTENT

2.1 The City seeks to establish a pool of one to two qualified, licensed, insured, and bondable contractors capable of performing high-volume residential rehabilitation work at multiple sites simultaneously.

2.2 Based on the number and quality of responsive submissions, the City reserves the right to increase or decrease the number of contractors selected, to the extent permitted by the RFP and applicable law.

3.0 ANTICIPATED PROGRAM VOLUME; NO GUARANTEE OF WORK

3.1 The City anticipates rehabilitation or repair services for up to seventy-five (75) owner-occupied dwellings.

3.1.1 This estimate is provided solely for planning and solicitation purposes and does not constitute a guarantee of any minimum or maximum number of assignments, dollar value, or volume of work to any Contractor.

3.2. Individual dwellings will be assigned based on program needs and may consider Contractor availability, demonstrated capacity, service area, applicable trade licensure and qualifications, staff expertise, prior performance, and the nature of the required work.

3.2.1 The City may assign work among selected Contractors in the manner determined to best serve the Program.

4.0 TOTAL PROGRAM FUNDING; COST STRUCTURE; PROJECT COST REASONABLENESS

4.1 Total Program Funding

4.1.1 Total funding available for this Program under any contract(s) awarded pursuant to this RFP shall not exceed One Million Eight Hundred Eighteen Thousand Seven Hundred Fifty Dollars ($1,818,750.00) (the “Total Program Budget”), inclusive of all construction and rehabilitation costs, contractor profit and overhead, project delivery costs, and other program costs, are subject to adjustment by the City in its sole discretion based on actual funding availability.

4.1.2 The Total Program Budget is not a guarantee of work or funding to any Contractor.

4.2 Contractor Profit and Overhead Cap

4.2.1 Aggregate contractor profit and overhead billed under the resulting contract(s), across all dwelling assignments, shall not exceed fifteen percent (15%) of the Total Program Budget, or Two Hundred Seventy-Two Thousand Eight Hundred Twelve and 50/100 Dollars ($272, 812.50), whichever is applicable based on the Total Program Budget then in effect.

4.2.2 This is a program-wide cap and not a per-dwelling percentage limitation.

4.2.3 Profit and overhead shall be separately identified as such, and not embedded within other line items, in each itemized estimate and payment request.

4.2.4 DCD may track cumulative profit and overhead billed under the contract and may reduce, disallow, withhold, or require correction of any profit and overhead amount that would cause the cap to be exceeded, that is not adequately supported, or that is otherwise unreasonable.

4.3 Individual Project Cost Reasonableness; City Discretion

4.3.1 The City does not establish a fixed maximum rehabilitation cost applicable to each individual dwelling under this Program.

4.3.1.1 Based on current Program estimates and available funding, the anticipated rehabilitation cost is approximately Eighteen Thousand Six Hundred Seventy-Two and 50/100 Dollars ($18,672.50) per dwelling.

4.3.1.2 This amount is provided for planning and budgeting purposes only and shall not constitute a fixed price, maximum project cost, minimum project allocation, or guarantee of funding for any individual dwelling.

Part II (cont’d):

4.3.2 The actual cost of rehabilitation for each dwelling shall be based upon the necessary and eligible work identified for that property and shall be subject to the Total Program Budget, availability of funds, and the City’s determination of cost reasonableness.

4.3.2.1 Accordingly, the City may approve an individual project amount that is greater or less than the anticipated $18,672.50 per-unit cost when warranted by the condition of the property, the approved scope of work, or other Program considerations.

4.3.3 If the contractor determines that an increase or decrease to the City-approved project amount is necessary, the contractor shall submit a written request to DCD identifying the proposed adjustment and providing sufficient documentation and justification to support the requested change.

4.3.3.1 No adjustment to the approved project amount shall be effective, and no contractor shall perform work exceeding the approved amount, unless and until the adjustment has been approved in writing by the City.

4.3.4 DCD retains full and sole discretion to determine, on a project-by-project basis, whether any proposed scope of work, cost, or requested adjustment is reasonable, necessary, cost-effective, eligible, and consistent with the Total Program Budget and this RFP.

4.3.4.1 The City may approve, reduce, modify, or reject any proposed scope, cost item, or requested adjustment on that basis.

4.3.5 If DCD determines that the cost of necessary eligible work for a dwelling is unreasonable, not cost-effective, or would adversely affect the City’s ability to administer the Program within available funding, DCD may modify or reduce the scope of work, decline the requested cost adjustment, cancel the proposed rehabilitation, or refer the homeowner to another available program, as appropriate.

5.0 TERM OF CONTRACT

5.1 The term of any contract resulting from this solicitation shall be for one year from the date of award, unless terminated or extended in accordance with the provisions listed herein. The City of Shreveport reserves the right to renew any resultant contract(s), if mutually agreeable with the consultant, for four additional years in one-year increments or until funds are exhausted.

6.0 AWARDS

6.1 An award resulting from this request shall be awarded to the responsive and responsible Offeror whose proposal is determined to be most advantageous to the City, taking into consideration price and the evaluation factors set forth in the RFP; however, the right is reserved to reject any and all proposals received, to waive any informalities, and in all cases the City will be the sole judge as to whether an Offerors proposal has or has not satisfactorily met the requirements of this RFP.

7.0 EVALUATION OF PROPOSALS FOR MULTIPLE AWARDS

7.1 In addition to other factors, proposals will be evaluated on the basis of advantages to the City that might result from making more than one award (multiple awards). For the purpose of making this evaluation, administrative costs to the City for issuing and administering each contract awarded under this invitation will be considered, and individual awards will be for the items and combinations of items which result in the lowest aggregate price to the City, including such administrative costs.

8.0 INSURANCE REQUIREMENTS

8.1 The Contractor shall provide evidence of adequate liability, Automobile and Worker’s Compensation coverage to protect himself and the City of Shreveport.

9.0 PURCHASE ORDER REQUIREMENT

9.1 The City of Shreveport shall not be responsible for invoices exceeding $1,000 that do not have a written purchase order covering them.

10.0 PUBLIC ACCESS TO PROCUREMENT INFORMATION

10.1 Proposals will be available for public inspection at the time and date approved by the Purchasing Agent.

11.0 PAYMENTS DUE THE CITY

11.1 Section 26-211 of the City’s Code of Ordinances requires the following:

11.1.1 On every contract to which the City is a party and for which written specifications are prepared, the specification

Part II (cont’d):

shall include the requirement that before the contract is awarded the contractor shall pay all taxes, licenses, fees, and other charges which are outstanding and due to the City.

11.1.2 No contract to which the city is a party shall be awarded to any person who:

12.1.3 Has not paid all taxes, licenses, fees and other charges which are outstanding and due the city, or owns any property which is adjudicated to the city, or which has demolition liens, grass cutting liens, or any other property standards liens on it, or owns more than 25% of a legal entity that owns any property which is adjudicated to the city, or which has demolition liens, grass cutting liens, or any other property standards liens on it.

12.1.4 For purposes of this section, Own shall mean to be the last record owner of property prior to a tax sale or adjudication.

12.1.5 Bids/proposals will not be accepted from, or contract awarded to any person, firm, or corporations which have at any time failed to execute a contract that has been awarded to them by the City, or which is in arrears to the City upon debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City.

13.0 ASSIGNMENT

13.1 This contract shall not be assigned without the prior written consent of the city through its Mayor.

14.0 UNSATISFACTORY WORK

14.1 The City shall not be obligated to pay for unsatisfactory work.

15.0 COMPLIANCE WITH CIVIL RIGHTS LAWS

15.1 By submitting and signing this bid, bidder agrees to abide by the requirements of the following as applicable: Title VI and VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, Federal Rehabilitation Act of 1973, as amended, the Veterans Readjustment Assistance Act of 1974, Title IX of The Education Amendments of 1972, the Age Act of 1975, and bidder agrees to abide by the requirements of the Americans with Disabilities Act of 1990. Bidder agrees not to discriminate in its employment practices and will render services under any contract entered into as a result of this solicitation without regard to race, color, religion, sexual orientation, national origin, veteran status, political affiliation, or disabilities. Any act of discrimination committed by the bidder, or failure to comply with these statutory obligations when applicable, shall be grounds for termination of any contract entered into as a result of this solicitation.

PART III

SCOPE OF WORK

1.0 The selected Contractor(s) shall furnish all labor, supervision, tools, equipment, materials, transportation, permits, licenses, subcontractors, administrative support, and incidental services necessary to complete the site-specific scope of work issued by DCD.

1.0.1 Eligible work may include, but is not limited:

• Residential rehabilitation, repair, and code-related corrective work;

• Roof repair and replacement, including associated decking, flashing, ventilation, and related components;

• Electrical system repairs and upgrades necessary to correct hazardous or code-deficient conditions;

• Plumbing repairs, water heater replacement, re-piping, and correction of hazardous or deficient plumbing conditions;

• HVAC repair or replacement and other heating/cooling system work;

• Accessibility modifications, including wheelchair ramps, doorway modifications, and accessible kitchen or bathroom improvements;

• Window and exterior door repair or replacement, weather-stripping, insulation, and other weatherization measures;

• Exterior and interior repairs associated with eligible rehabilitations activities; and

• Lead hazard reduction and lead-safe work, when required by 24 CFR Part 35 and the site-specific scope of work.

1.1 Program funds shall not be used merely to replace adequately functioning systems that do not present an eligible rehabilitation need, code deficiency, or health and safety condition, unless otherwise specifically approved by DCD as an eligible activity.

3.0 ASSISTANCE CATEGORIES AND TYPICAL WORK

3.1 Major Systems Repair

3.1.1 Major Systems Repair may address actual or incipient code violations, architectural barriers, weatherization needs, security improvements, and major systems having an imminent or material effect on occupant health and safety.

3.1.2 Typical work may include heating, electrical, plumbing, roof, weatherization, window, door, and related repairs authorized by DCD.

3.1.3 Services under this category shall be limited to repairs, replacements, or improvements determined necessary by DCD and included within the approved site-specific scope of work.

3.1.4 Program assistance shall not be used to replace adequately functioning systems that do not present an identified health, safety, code, accessibility, or other eligible rehabilitation need.

3.2 Accessibility Alterations

3.2.1 Accessibility work may include wheelchair ramps, widening of doorways, accessible bathroom fixtures, accessible kitchen modifications, and related improvements.

3.2.2 Work shall comply with the standards identified by DCD, applicable building codes, and the approved site-specific scope.

3.2.3 Ramp materials shall carry any warranty specified by DCD, including a minimum one-year warranty where required by the Program.

3.3 Roof Repair and Replacement

3.3.1 Roof work may include repair or replacement of leaking, damaged, deteriorated, structurally hazardous, or otherwise unsafe roofing systems.

3.3.2 Unless otherwise specified, replacement systems must include 30-year architectural shingles, synthetic underlayment, roof jacks, drip edge, ventilation, and comparable components approved by DCD.

3.3.3 Roofing work shall be performed by appropriately licensed personnel or subcontractors as required by Louisiana law.

3.4 Other Approved Repair Items

PART III (cont’d)

3.4.1 Other approved items may include correction of hazardous electrical conditions, GFCI protection, switches and covers, circuit breakers, meter or mast repairs, gas system corrections, plumbing line repairs, capping unused lines, water heaters, windows, exterior doors, weather-stripping, and accessibility-related kitchen and bathroom modifications, when included in the DCD-approved scope.

4.0 CONTRACTOR LICENSING, REGISTRATION, AND TRADE QUALIFICATIONS

4.1 The Contractor shall maintain all licenses, registrations, certifications, and qualifications required by federal, state, and local law for the work performed.

4.2 The Contractor shall not perform or bid work outside the classification or scope authorized by its license.

• Current Louisiana residential and/or commercial contractor license applicable to the work to be performed;

• Applicable electrical, plumbing, HVAC, roofing, lead-related, or other specialty trade licenses or certifications held by the Contractor or proposed subcontractors;

• Current registration and good standing, as applicable, with the Louisiana Secretary of State;

• Current SAM.gov registration when required by the RFP or resulting contract, together with a Unique Entity ID; and

• Any permits, business licenses, or other approvals required for an individual project.

4.3 Before a subcontractor performs licensed trade work, the Contractor shall submit proof of the subcontractor’s applicable license(s) and qualifications to DCD.

4.4 The Contractor remains fully responsible for the performance and compliance of all subcontractors.

5.0 PROJECT ASSIGNMENT AND PRE-CONSTRUCTION PROCESS

5.1 Site Assignment and Review

5.1.1 For each proposed dwelling assignment, DCD will provide the Contractor with available project information and a proposed scope of work.

5.1.2 Before accepting the assignment, the Contractor shall review the site and scope and promptly notify DCD of any apparent discrepancy, omission, ambiguity, unforeseen condition, or issue that may materially affect cost or performance.

5.2 Project-Specific Itemized Estimate

5.2.1 Prior to issuance of any Notice to Proceed (NTP), the Contractor shall submit a detailed, itemized estimate of all proposed costs necessary to complete the applicable scope of work.

5.2.1.1 The estimate shall separately identify, by work item, labor, materials, equipment, subcontractor costs, quantities, unit costs where applicable, and any other proposed charges.

5.2.1.2 The estimate shall be sufficiently detailed to permit the City to evaluate necessity, reasonableness, cost-effectiveness, and consistency with the approved scope and applicable project funding limitation.

5.2.2 Upon request, the Contractor shall provide supporting quotations, supplier information, subcontractor estimates, calculations, or other documentation necessary for the City to evaluate proposed costs.

5.2.2.1 No NTP shall be issued until the City has approved the itemized estimate.

5.2.2.2 Approval does not authorize work outside the approved scope or costs exceeding the approved amount.

5.3 Profit and Overhead Limitation

5.3.1 Combined Contractor profit and overhead for an individual dwelling assignment shall not exceed fifteen percent (15%) of the total allowable direct costs approved for each project assignment, consisting of labor, materials, equipment, and subcontractor charges reflected in the DCD-approved itemized estimate.

5.3.2 Profit and overhead shall be separately identified as such, and not embedded within other line items, in the Contractor’s itemized estimate and in each related payment request.

5.3.2.1 The 15% cap applies to the combined total of profit and overhead and shall not be applied separately to each component, shall not be calculated on costs that are unauthorized, disallowed, or otherwise ineligible under the Program, and shall not be marked up further by any subcontractor or tier.

5.3.2.2 DCD may reduce, disallow, or require correction of any profit and overhead amount that exceeds this limitation, is not adequately supported, or is otherwise unreasonable.

5.4 Notice to Proceed

5.4.1 No physical work shall begin until the Contractor receives a written, site-specific NTP from DCD.

5.4.1.1 The NTP will identify or incorporate the property address, approved scope of work, approved not-to-exceed amount, site contact information, and other project-specific conditions.

5.4.1.2 The Contractor shall commence work within ten (10) days after the NTP unless a different commencement date is stated in the NTP.

6.0 PROJECT ADMINISTRATION RESIDENT COORDINATION

6.1 The Contractor shall maintain sufficient field, administrative, and fiscal staff to administer multiple concurrent dwelling assignments.

6.2 Responsibilities include:

• Coordinating appointments and site access with homeowners and DCD staff;

• Reviewing the approved scope with the homeowner when directed by DCD and obtaining required DCD-provided acknowledgments;

• Maintaining professional communication with residents and promptly reporting grievances, access issues, safety concerns, or other material issues to DCD;

• Providing reasonable progress updates to DCD and residents;

• Maintaining project schedules, photographs, inspection documentation, approved estimates, change orders, invoices, subcontractor records, and closeout documentation by individual dwelling;

• Preparing accurate and timely payment requests in the format required by DCD and reconciling each request to approved work, completed quantities, approved pricing, inspections, and authorized changes;

• Maintaining internal controls sufficient to prevent duplicate, unsupported, premature, or otherwise improper billing;

• Promptly responding to requests for corrections, supporting documentation, monitoring information, or audit records; and

• Notifying DCD when work is complete and coordinating final inspection and closeout.

7.0 QUALITY, MATERIALS, INSPECTION, AND WARRANTY

7.1 All materials shall be new and of good quality unless the site-specific scope expressly permits otherwise.

7.1.1 Work shall be performed by qualified personnel in a good and workmanlike manner consistent with applicable codes, manufacturer instructions, approved plans/specifications, and customary standards of the applicable trade.

7.2 DCD may inspect work in progress and upon completion.

7.2.1 Work shall not be considered complete or accepted until DCD determines that the approved scope has been satisfactorily completed and required deficiencies or punch-list items have been corrected.

7.3 The Contractor shall provide a minimum one (1) year warranty on workmanship and materials furnished under the Program unless a longer period is required by the site-specific scope, manufacturer warranty, applicable law, or other contract provision.

7.3.1 The Contractor shall timely investigate and correct covered warranty deficiencies at no additional cost to the City or homeowner.

8.0 OCCUPIED DWELLING, SAFETY, AND SITE PROTECTION

8.1 Work will generally occur at owner-occupied residences.

8.1.1 The Contractor shall minimize disruption to occupants and shall protect residents, personal property, and the premises throughout construction.

8.1.2 The Contractor is solely responsible for its means, methods, sequencing, workforce safety, and site safety, subject to the Contract requirements.

• Compliance with applicable OSHA requirements and other federal, state, and local safety requirements;

• Appropriate fall protection/tie-off, personal protective equipment, heat and hydration practices, and safe use of tools and equipment;

• Lead-safe work practices, containment, occupant protection, and clearance requirements when applicable.

• Secure storage of materials, tools, and hazardous substances;

• Daily housekeeping and removal of trash, debris, and unused materials; and

• Immediate notice to DCD of conditions that may require temporary relocation or make continued occupancy unsafe.

9.0 CHANGES TO SCOPE; UNAUTHORIZED WORK

9.1 The Contractor shall not alter the approved scope, substitute material requirements, perform additional work, or incur costs above the approved project amount without prior written authorization from the City.

9.1.1 Any approved modification shall be documented in writing in accordance with the Contract’s change-order procedures.

9.1.2 Verbal direction from a homeowner does not authorize additional work or payment.

10.0 PAYMENT, RECORDS, MONITORING, AND CLOSEOUT

10.1 Payment Requests and Documentation

10.1.1 Payment requests shall be submitted in the form required by DCD and itemized by dwelling, approved work item, and applicable cost category.

10.1.2 Each request shall identify labor, materials, equipment, subcontractor costs, and other approved charges and shall include sufficient supporting documentation, which may include invoices, receipts, proof of payment, subcontractor invoices, photographs, inspection records, approved change orders, lien releases, and other documentation required by DCD.

10.1.3 The Contractor shall not invoice for work or costs that have not been authorized under the applicable Notice to Proceed, approved scope of work, or written change order.

10.2 Inspection and Verification

10.2.1 All work for which payment is requested must be inspected and approved by DCD prior to payment.

10.2.2 DCD shall verify completed work against the approved scope of work.

10.2.3 Contractor’s approved itemized estimate, invoice, material specifications, and applicable project requirements.

10.2.4 Inspection shall include verification that the invoiced work was satisfactorily completed; labor, materials, quantities, and costs correspond to the work performed; materials meet approved specifications; workmanship complies with applicable codes and standards; and any deficiencies or punch-list items have been corrected.

10.2.5 Any modification to the approved scope or cost must have received prior written authorization.

10.2.6 Inspection or approval of work shall not constitute final acceptance, waive warranty requirements, or relieve the Contractor of responsibility for deficient or unauthorized work.

10.3 DCD Fiscal and Programmatic Review

10.3.1 Following inspection, each payment request shall be subject to final review and approval by authorized DCD fiscal and/or monitoring staff.

10.3.2 DCD shall determine whether the costs are properly documented and eligible, allowable, reasonable, and allocable to the applicable CDBG-funded activity.

10.3.3 DCD may verify that each expenditure:

• Relates to an eligible CDBG activity and authorized scope of work;

• Is supported by adequate source documentation;

• Is reasonable and consistent with approved pricing and project limits;

• Is properly attributable to the applicable dwelling;

• Represents work satisfactorily completed and verified through inspection;

• Is not duplicated, unsupported, unauthorized, or otherwise unallowable; and

• Satisfies applicable federal, state, local, contractual, and program requirements.

10.3.4 Approval of a construction inspection alone shall not constitute authorization for payment.

10.3.5 Payment remains subject to DCD’s final fiscal and programmatic determination that the invoiced costs are eligible and allowable for reimbursement.

10.4 Withholding, Correction, and Disallowed Costs

10.4.1 DCD may return a payment request for correction or additional documentation and may withhold, reduce, deny, or defer payment for defective or incomplete work; work that has not passed inspection; unauthorized scope changes or costs; unsupported, unreasonable, ineligible, or unallowable charges; unverified materials; claims or liens; failure to pay subcontractors or suppliers; missing documentation; or other contractual or program noncompliance.

10.4.2 The Contractor shall remain responsible for costs determined to be ineligible or unallowable when resulting from the Contractor’s failure to comply with the approved scope, contract, applicable law, or federal program requirements.

10.5 Records and Closeout

10.5.1 The Contractor shall maintain complete financial and project records for each dwelling sufficient to establish the eligibility, allowability, reasonableness, allocability, authorization, and actual completion of all billed work and costs.

10.5.1.2 Records shall permit expenditures to be traced to the applicable dwelling, approved work item, supporting documentation, and completed work and shall be made available.

10.5.2 Upon completion of each dwelling, the Contractor shall request a final DCD inspection and timely correct all identified deficiencies or punch-list items.

10.5.2.1 A project shall not be considered complete until all required work has been satisfactorily completed and inspected and all required fiscal, programmatic, compliance, warranty, lien, and closeout documentation has been accepted by DCD.

10.5.3 Retainage, formal acceptance, lien documentation, and final payment shall be administered in accordance with the Contract and applicable Louisiana law.

10.5.3.1 Final payment remains subject to DCD’s determination that all invoiced costs are properly supported and eligible and allowable under the CDGB Program.

11.0 INSURANCE, BONDING, AND FINANCIAL CAPACITY

11.1 The Contractor shall obtain and maintain the insurance and bonding required by the RFP and resulting contract.

11.1.1 At a minimum, the Contractor shall demonstrate sufficient financial and operational capacity to obtain required coverage and bonds, procure materials, compensate employees and subcontractors, and sustain multiple concurrent projects while payment requests are processed.

11.1.2 Specific insurance limits and bond amounts shall be governed by the RFP, resulting contract, and applicable Louisiana Law.

12.0 FAIR SHARE / DBE PARTICIPATION

12.1 The Contractor shall comply with the Fair Share requirements established in the RFP and resulting contract.

12.1.2 Fair Share-certified business and businesses certified by the City of Shreveport may receive the priority or evaluation consideration stated in the RFP.

12.1.3 A non-certified Respondent seeking such consideration shall provide documentation of good-faith efforts to solicit and utilize Fair Share-certified subcontractors.

13.0 CONFIDENTIALITY AND PROTECTION OF PERSONALLY IDENTIFIABLE INFORMATION

13.1 To the extent the Contractor receives or accesses personally identifiable or other nonpublic information concerning Program applicants or participants, the Contractor shall use such information only as necessary to perform the Contract, safeguard it against unauthorized access or disclosure, and promptly notify the City of any actual or suspected breach.

13.1.1 Confidentiality obligations are subject to applicable federal and state law, including the Louisiana Public Records Law.

13.1.2 Contractor personnel may be required to execute confidentiality acknowledgments.

14.0 CITY RESERVATION OF RIGHTS AND ORDER OF PRECEDENCE

14.1 This Attachment supplements the RFP and resulting Contract.

14.1.1 In the event of a conflict, applicable federal or state law and mandatory funding requirements shall control, followed by the executed Contract, the RFP and its addenda, this Attachment, the site-specific NTP and approved scope, and the Contractor’s accepted proposal, unless the Contract establishes a different order of precedence.

14.1.2 The City reserves all rights stated in the RFP and resulting Contract, including the right to reject work, require correction, withhold payment, reassign work, or terminate as permitted by the Contract and applicable law.

15.0 SAM.GOV REGISTRATION; SUSPENSION AND DEBARMENT

15.1 Active SAM.gov Registration Required

15.1.1 Only Respondents that maintain a current and active registration in the Federal Government’s System for Award Management (SAM.gov) and are eligible to participate in federally funded transactions will be considered for award under this RFP.

15.1.2 The successful Contractor shall maintain its active SAM.gov registration throughout the term of the resulting Contract and for so long as the Contractor is performing work funded under the Contract.

15.1.3 Registration in SAM.gov is available without charge through the Federal Government’s official System for Award Management website at Sam.gov.

15.2 Unique Entity Identifier (UEI)

15.2.1 The Respondent shall provide its Unique Entity Identifier (UEI) assigned through SAM.gov as part of its RFP response.

15.2.1.1 The legal business name and other identifying information submitted in the proposal shall be consistent with the Respondent’s current SAM.gov registration.

15.2.2 The City reserves the right to independently verify the Respondent’s registration status and eligibility prior to contract award and at any time during contract performance.

15.3 Suspension, Debarment, and Federal Eligibility

15.3.1 The Respondent, its principals, and any subcontractors participating in a covered transaction shall not be suspended, debarred, proposed for debarment, declared ineligible, voluntarily excluded, or otherwise prohibited from participating in federally funded transactions.

15.3.2 By signing and submitting a response to this RFP, the Respondent certifies that, to the best of its knowledge and belief, neither the Respondent nor its principals are presently excluded or disqualified from participation in federal programs or federally funded transactions in accordance with applicable federal suspension and debarment requirements, including 2 CFR Part 180 and HUD’s implementing regulations at 2 CFR Part 2424.

15.3.3 The Respondent shall immediately notify the City in writing if its eligibility status, or the eligibility status of a principal or applicable subcontractor, changes at any time during the procurement process or performance of the resulting Contract.

15.4 Subcontractor Requirements

15.4.1 The Contractor shall be responsible for ensuring that subcontractors are eligible to participate in federally funded transactions to the extent required by applicable federal law and the terms of the Contract.

15.4.1.1 Prior to entering into any covered transaction with a subcontractor, the Contractor shall verify that the subcontractor is not excluded or disqualified from participation in federal programs.

15.4.2 Where required by the City or applicable federal requirements, the Contractor shall obtain and maintain documentation of such verification and shall provide the documentation to the City upon request.

15.4.3 The Contractor shall not knowingly enter into a subcontract or other covered transaction with any person or entity that is suspended, debarred, excluded, or otherwise ineligible to participate in federally funded transactions.

15.5 Verification and Responsibility of Respondent

15.5.1 Respondents are strongly encouraged to verify their SAM.gov registration sufficiently in advance of the RFP submission deadline to ensure that the registration is active, accurate, current, and publicly verifiable.

15.5.1.1 Respondents should likewise allow sufficient time to complete or renew registration, as the SAM.gov registration and entity validation process may require multiple steps and may not be completed immediately.

15.5.2 It shall be the Respondent’s responsibility to ensure compliance with the registration and eligibility requirements of this Section.

15.5.2.1 The City’s ability or decision to independently verify information in SAM.gov shall not relieve the Respondent of its responsibility to provide accurate information and satisfy all applicable federal eligibility requirements.

15.6 Failure to Satisfy Federal Eligibility Requirements

15.6.1 If the City determines prior to an award that a Respondent is suspended, debarred, excluded, otherwise ineligible to participate in the federally funded transaction, or has failed to satisfy an applicable SAM.gov registration requirement, the Respondent may be determined ineligible for award and its proposal removed from further consideration.

15.6.2 If, following award, the Contractor or an applicable subcontractor becomes suspended, debarred, excluded, or otherwise ineligible to participate in federally funded transactions, the Contractor shall immediately notify the City.

15.6.2.1 The City may prohibit further participation by the affected entity, withhold authorization for additional work, require replacement of an ineligible subcontractor, terminate affected work, or exercise any other remedy available under the Contract or applicable federal requirements.

16.0 EVALUATION CRITERIA

16.1 Proposals will be evaluated based upon the criteria and point values set forth below.

16.1.1 The City will evaluate each Respondent based upon the information, representations, and substantiating documentation contained in its proposal.

16.1.2 Respondents are responsible for providing sufficient detail and supporting documentation to permit the Evaluation Committee to meaningfully evaluate and, where appropriate, verify the Respondent’s qualifications, experience, capacity, staffing, licensing, financial capability, past performance, and proposed approach.

16.2 General, conclusory, or unsupported statements regarding a Respondent’s qualifications or capabilities may receive reduced or no evaluation credit.

16.2.1 The City reserves the right to verify information submitted, contact references, consider documented prior performance, and request clarification or additional information as permitted by applicable procurement requirements.

16.3 Relevant Experience & Past Performance – 25 points

16.3.1 The Respondent shall demonstrate successful experience performing residential rehabilitation, repair, renovation, and where applicable, lead-hazard reduction work comparable in size, scope, complexity, and volume to the services contemplated under this RFP.

16.3.2 The Respondent shall provide information regarding comparable projects completed during the preceding three

(3) years, including:

• Number of residential properties rehabilitated;

• Approximate contract or project value;

• Number of projects performed simultaneously;

• Nature and scope of rehabilitation services performed;

• Experience performing work in occupied residential properties;

• Experience with federally funded, state-funded, or other publicly funded rehabilitation programs;

• Original and actual completion schedules;

• Change-order history, including the number, value, and general cause of material change orders; and

• At least three (3) references for comparable work.

16.3.3 The City may consider documented past performance with the City and other public or private entities, including quality of workmanship, timeliness, responsiveness, warranty performance, correction of deficiencies, contract compliance, and change-order management.

16.3.4 Higher scores will be awarded to Respondents demonstrating a verifiable history of successfully completing multiple residential rehabilitation projects concurrently, on schedule, within established budgets, and with minimal contractor-caused deficiencies or avoidable change orders.

16.4 Work Plan, Scheduling, Quality Control & Project Management – 20 points

16.4.1 The Respondent shall provide a detailed work plan describing its proposed approach to receiving, mobilizing, managing, completing, and closing out individual property assignments issued by the City.

16.4.2 The work plan shall address, at a minimum:

• Mobilization following issuance of a Notice to Proceed;

• Initial site review and verification of the approved scope of work;

• Project scheduling and sequencing;

• Material procurement and delivery;

• Coordination and scheduling of subcontractors;

• Supervision of multiple active job sites;

• Communication with homeowners and City representatives;

• Progress monitoring and reporting;

• Quality-control inspections;

• Procedures for identifying and correcting deficient work;

• Management of punch-list items;

• Change-order controls;

• Maintenance of project photographs and other required documentation;

• Safety practices, including OSHA compliance, fall protection, heat and hydration protocols, personal protective equipment, lead-safe work practices, containment, and protection of occupants;

• Waste and debris disposal;

• Final inspection and project closeout; and

• Warranty response procedures.

16.4.3 The City will place particular emphasis on whether the proposed work plan demonstrates a practical, organized, and sustainable system for completing multiple residential rehabilitation projects concurrently while maintaining quality, schedule, cost controls, resident safety, and required documentation.

16.5 Organizational, Staffing & Concurrent Project Capacity – 15 points

16.5.1 The Respondent shall demonstrate sufficient organizational resources, personnel, construction crews, supervision, equipment, and subcontractor capacity to perform work at multiple residential…