RFP_274-HCD-FY26-1_(Housing Rehab Consultant).pdf

(v.041425)

Request for Proposals # 274-HCD-FY26-1

Title: Housing Rehabilitation Consultant

Issue Date: July 14, 2025

Due Date: August 6, 2025 no later than 5:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Housing and Community Development

Direct all inquiries concerning this RFP to:

Pat Dawson

Redevelopment Supervisor Email: pat.dawson@raleighnc.gov mailto:pat.dawson@raleighnc.gov

(v.041425)

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Question

1.6 Proposal Submission Requirements & Contact Information

1.7 MWBE Participation Form

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term…………………………………………………………….12

4. Scope of Services

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix III – Reference Questionnaire Form

Appendix IV – MWBE Participation Form

Appendix V – Contract Standard Terms & Conditions

Appendix VI – Exceptions to RFP

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services:

Housing Rehabilitation Consulting for the Housing and Community Development Department (Department), including the development of specifications for single-family and multi-family projects. The selected consultant(s) will manage all aspects of project delivery, including preconstruction, construction monitoring, and project closeout.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual:

Contact Name Email Address Pat Dawson Pat.Dawson@raleighnc.gov

Questions submitted via telephone will not be answered.

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

The Department is responsible for improving the quality and quantity of affordable housing in target areas of the city. This work includes:

https://evp.nc.gov/ mailto:Pat.Dawson@raleighnc.gov

1. Acquiring, rehabilitating, or replacing residential properties

2. Lending funds to low-income homeowners to renovate their homes

3. Maintaining a typical rehabilitation construction duration of 45-60 days

The Department undertakes a variety of projects, including joint ventures with nonprofit partners, large-scale infrastructure and infill development, second mortgage loans, homeowner rehabilitation, and limited repair programs. In a typical year, the Department plans to rehabilitate or provide funding to renovate approximately 50+ dwelling units.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s

RFP Process Date and Time

RFP Date

July 14, 2025

Pre-Proposal Meeting/Site-Visit (if required)

N/A

Deadline for Written Questions

July 21, 2025, by 5:00 p.m.

City Response to Questions (anticipated)

July 28, 2025

Proposal Due Date and Time

August 6, 2025, by 5:00 p.m.

Evaluation Meeting (anticipated)

1-2 weeks after Proposal Due Date

Interviews (if required)

1 week after Evaluation Meeting

Selection Announced (tentative)

1 week after Interviews terms and conditions and requirements. The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual:

Contact Name Email Address Pat Dawson Pat.Dawson@raleighnc.gov

Questions submitted via telephone will not be answered.

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

DELIVERED BY US POSTAL SERVICE

MAIL: DELIVERED BY E-MAIL

City of Raleigh City of Raleigh

ATTN: Pat Dawson ATTN: Pat Dawson

421 Fayetteville St Pat.Dawson@raleighnc.gov

Suite 1200 Subject: Firm Name – RFP Title

Raleigh, NC 27601 RFP Title: Housing Rehabilitation Consultant

RFP No. 274-HCD-FY26-1 RFP No. 274-HCD-FY26-1

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original; or B. one (1) electronic version of the signed proposal

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF). Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

https://evp.nc.gov/ https://evp.nc.gov/

Any requirements in the RFP that cannot be met must be indicated on Appendix VI:

Exceptions to the RFP and submitted with the proposal. Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 MWBE Participation Form

The City of Raleigh prohibits discrimination in any manner against any person based on actual or perceived age, race, color, creed, national origin, sex, mental or physical disability, sexual orientation, gender identity or expression, familial or marital status, religion, economic status, or veteran status. The City maintains an affirmative policy of fostering, promoting, and conducting business with women and minority owned business enterprises.

Complete and submit the MWBE Participation Form (Appendix IV) with your proposal.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the proposer of the conditions contained in this Request for Proposals. Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this RFP, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise on Appendix VI Exceptions to RFP and submitted with proposal. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City of Raleigh has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City of Raleigh to do so. The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City of Raleigh to do so. Moreover, the City of Raleigh reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City of Raleigh.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2. Section/Tab 2: Corporate Background and Experience

Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past three (3) number of years, accompanied by at least three (3) references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

2.1.5. Section/Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

2.1.6. Section/Tab 6: Cost

If submitting a hard copy, in a separate sealed envelope provide a complete copy of the Proposal Cost Form and any additional itemized cost breakdown or price schedule. If submitting electronically, please submit a separate file of your Proposal Cost form and any additional itemized cost breakdown or price schedule. Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the Proposal Evaluation Committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not on the basis of what is inferred. After thoroughly reading and reviewing this RFP, each Evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points.

The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted

Score

Corporate Background and Experience 20

Firm Financial Stability 15

Project Understanding 20

Project Approach 20

Team Firm Experience 10

Proposed Cost 15

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) (1-5 points)

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process.

If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the Instructions, the City’s Standard Contract Terms and Conditions (Appendix V), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The Contract shall have an initial term of two (2) years, beginning on the date of the Contract award (the “Effective Date”). At the end of the Contract’s current term, the City shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of three (3) additional one-year terms for a maximum contract period of five (5) years. The City will give the Contractor written notice of its intent whether to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition, the City reserves the right to extend a contract term for a period of up to 180 days in 90-day-or-less increments.

4 SCOPE OF SERVICES

Awarded proposer shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

4.1 Housing Rehabilitation Consultant

• Minimum Qualifications of a Rehabilitation Consultant

1. Minimum of five years’ experience as a rehabilitation consultant performing duties like those described below.

2. Hands on residential rehabilitation experience preferable. General contracting license a plus.

3. Basic knowledge of all phases and trades involved in housing rehabilitation.

4. Ability to write concise rehabilitation specifications based on units of materials installed rather than open-ended tasks.

5. Knowledge of current unit pricing for both labor and material for single and multi-family rehab work items.

6. Ability to be innovative in developing and using effective rehabilitation methods.

7. Writing and verbal communications skills.

8. Ability to strictly monitor contractor's performance, document contract compliance and resolve disputes.

9. Very proficient in word processing and spreadsheet software

• Description of Duties for Rehabilitation Consultant

1. Set up appointments with clients requesting rehabilitation services from the Department.

This initial meeting must be held within 10 business days from the date the request is made by the city.

2. Travel to designated potential rehabilitation sites within the targeted neighborhoods.

3. Inspect potential properties and complete an inspection checklist. Include the crawlspace and attics as well as all wet areas throughout the property.

4. Coordinate with Department staff to meet with the homeowner to clarify all terms and parameters of the rehab process.

5. Review with the owner the goals of the project, design standards, construction alternatives, etc. and provide the owner with a copy of the program guidelines.

6. Prepare plans and detailed rehab specifications and cost estimates using cost-effective techniques. Work with the owner to make sure the specifications meet the needs of the project as envisioned by the owner or explain the economic constraints of specific construction options. Specifications may include simple drawings of the house with details about specific work outlined in the specifications.

7. Order a termite inspection in addition to specs.

8. Prepare bid packages, solicit qualified contractors to bid jobs, review the eligible bids, counsel with the owner of the rehabilitation property and assist them in their selection of a contractor, select a contractor from the successful bidders.

9. Prepare a construction budget and work with the contractor to develop the project schedule. Review the budget and schedule with the homeowner.

10. Visit the project site a minimum of 2 times per week to ensure that construction work is proceeding in accordance with contractual parameters.

11. Approve all items that required submittal approval prior to installation. These include but are not limited to HVAC equipment, plumbing and electrical fixtures, windows, doors, appliances, cabinets, porch details and rails, carpet, vinyl, roof shingles, and paint.

12. Perform program/draw inspections with contractors to monitor schedule performance and authorize draw releases.

13. Review and recommend change orders and prepare the necessary paperwork to submit the change order.

14. Facilitate the obtaining of a Certificate of Occupancy, the final close-out and turnover of the property.

15. Assure building code compliance.

16. Resolve or facilitate the resolution of disputes that may arise among contractors, subcontractors and/or property owners.

17. Prepare repair specifications and provide project management for multi-family units as needed.

18. Obtain engineers and architects if the scope of work requires either. Prior approval from

Department staff required.

Single-line, dimensioned sketches (8-1/2” x 11” paper) of ideas for retrofit or design improvements such as adding porches or other additions, changing floor plan or changing the roof line.

Single-line, dimensioned, existing and proposed floor plans to convert (for example) a rooming house into a duplex apartment.

Materials specifications for items like windows and entry doors, porch lights, decorative porch brackets and paint colors – all of which may have to conform to historic preservation guidelines.

Schematic-level cost estimates for project design schemes.

There must be enough information for a spec-writer or a builder to understand the design intent but finished construction drawings are not required.

Consultations, either on site or by telephone, should be anticipated.

19. Provide Lead Safe Work Practice Pamphlet to the owner of the property and explain lead safe work practices to the owner.

FIRM NAME: _____________________ DATE: _______________________

OWNER OR MANAGING PARTNER SIGNATURE: _____________________

[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]

4.2 Housing Residential Rehabilitation Spec-Writing

Typical residential rehab projects are single-family 5-room, wood framed bungalows of less than 1300 sf, built prior to 1978 that have not been well maintained. Project may also include Capital Improvement Projects for the City’s affordable housing portfolio. Projects will be assigned one at a time throughout the year. Turn-around time for a set of specifications should be 10 business days or less from the date of assignment to submittal of completed package to Department staff A 5% reduction in the specification preparation fee will be assessed for every week that the specifications are delayed. The following tasks are included in the spec-writing assignment:

1. Meet with the property owner and discuss their list of concerns. Incorporate results of termite inspection, as well as environmental testing for lead and asbestos.

2. Thoroughly inspect the dwelling including the area under the foundation and the crawlspace, between the ceiling and the under-side of the roof, and assess all services (HVAC, plumbing, electrical, etc.) Check all wet areas (Bathrooms, Kitchen etc.) Pull back insulation to check for water damage.

3. Prepare a full set of rehabilitation specifications required to remedy all deficiencies. The specifications should be all inclusive, so they extend the life of the home for an additional 15 – 20 years.

4. In the event the total of all change orders exceeds the 10% contingency of the initial contract amount a 10% reduction in the specification preparation fee will be assessed.

5. Take digital photographs of the exterior and any interior conditions. (Usually, 4 exterior elevations and several interior shots of the areas that are to be addressed) and submit with specs.

6. Prepare simple, dimensioned, single-line floor plans showing all walls, doors, and door swings, windows, service hook-ups, key elements and room usage. A roof plan will be required if any part of the roof is to be re-framed. The site survey must be marked if any new structure (deck, addition, storage building) is being built as a part of the project.

7. Prepare two copies of the specs – one un-priced (to be used as a bid form), and one with market-rate budget estimates for each line item. 8. Meet with homeowner when specs are completed to obtain their signature of approval to use the specs for a bid solicitation. 9. Include a paragraph at the top of first page of specifications giving a basic description of the home along with a picture of the front of the property and some of the main areas of concern. 10. Send complete set of specs to Department staff for approval prior to meeting with the homeowner.

Please include a sample of past work from the person who will be writing specs for the City, and a copy of that person’s résumé with your proposal.

4.3 Housing Residential Rehabilitation Project Management

The average single-family rehab contract is approximately $75,000 with a Construction Schedule of approximately 60 - 90 days. For Capital Improvement to the affordable housing portfolio may include the rehab of single-family units as well as duplexes and multifamily units.

The typical rehab loan recipient (homeowner) has limited experience with construction and may need assistance with technical decisions. After the specifications have been signed-off on by the homeowner, the project manager has the following responsibilities:

1. Bidders: Assist in the process of selecting bidders. Explain reference check procedures, suggest sources for referrals. (Property Owner is ultimately responsible for selecting bidders.)

2. Bidding: Conduct pre-bid walk-through with contractors selected by property owner; distribute specs and answer questions. Once bids are received, prepare comparative bid tabulation and qualify and quantify bids, review bids with property owner, and secure their permission to offer a contract to their preferred contractor, within a week. Issue an addendum if necessary.

3. Contract Preparation: Attach standardized terms and conditions statement to winning bid document, make copies, schedule and conduct Pre-construction Meeting with contractor, loan officer and property owner, secure all signatures on contract and distribute copies.

4. Prepare a construction schedule that highlights the submittal and approval dates, proposed draw dates and final inspection date. This schedule must be approved by Department staff; the duration will be based on the project scope. In the event the project is not completed within the scheduled timeframe a 10% reduction in the management fee will be withheld.

5. Site Supervision and Inspections: Thoroughly inspect work in progress on a regular basis, with a minimum of two job inspections per week. Perform safety and housekeeping inspections for means and methods. Record field notes and take progress photos for the file, documenting work in progress, site problems, and disputes. Minimum of two job inspections per week.

6. Prepare Pay Requests: Using the City form, prepare draw request after percentage-completion evaluation, and submit the paperwork to Department staff.

7. Change Orders. Analyze changes in the scope of work when needed. Using City form, complete change orders, secure signatures and submit to Department staff. All change orders that require an increase in the contract amount must be accompanied with photos showing the additional items that are to be addressed. Include contractors and consultants estimate for review.

8. Record Keeping: Document any verbal agreements or discussions with confirming follow-up correspondence. Keep a copy in the project file and send a copy to Department staff.

9. Project Close-out: Schedule and conduct final / completion walk-through with owner, loan officer, contractor and Department staff, and conduct punch-list walk-through to Final every job to Owner’s satisfaction. Prepare sign-off documents forms provided by the City); collect documents from contractor.

10. Provide a set of progress photos on a thumb drive when submitting a final draw.

11. Periodic Meetings: Meet with Department staff every other week to provide updated project status reports. Email a spreadsheet with progress reports of all projects.

12. Partner with the Department to recruit new contractors in addition to scheduling and conducting bi-annual Rehab Contractor workshops.

APPENDIX I

PROPOSAL COST FORM

The awarded proposer shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4. The awarded proposer shall provide the following unit pricing for typical project types:

For typical single-family residential rehabilitation projects:

• Preparing the specifications: $____________ per home

• Project management: $____________ per home

For typical apartment buildings of 3-5 units:

• Preparing the specifications: $____________ per home

• Project management: $____________ per home

Attach proposal cost itemization or breakdown to this Appendix I Proposal Cost Form.

Proposer/Company Name: ____________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS # Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III

REFERENCE QUESTIONNAIRE

(Instructions)

RFP # 274-HCD-FY26-1

HOUSING REHABILITATION CONSULTANT

The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as required within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the reference form (the following two pages) to each business reference listed on Proposer Questionnaire.

• The business reference, in turn, is requested to submit the Reference Form directly to the City of Raleigh Point of Contact identified on the Reference Questionnaire form for inclusion in the evaluation process.

• The form and information provided will become a part of the submitted proposal. The business reference may be contacted for validation of the response.

• It is the Proposer’s responsibility to verify their references have been received by the City of Raleigh Point of Contact by the date indicated on the reference form.

APPENDIX III

REFERENCE QUESTIONNAIRE FORM

RFP # 274-HCD-FY26-1

HOUSING REHABILITATION CONSULTANT

(Name of Business Requesting Reference)

This form is being submitted to your company for completion as a business reference for the company listed above.

This form is to be returned to the City of Raleigh, Pat Dawson via email to pat.dawson@raleighnc.gov no later than 5:00 p.m. EST, August 6, 2025 and MUST NOT be returned to the company requesting the reference.

For questions or concerns regarding this form, please contact the City of Raleigh, Point of Contact above.

Company Providing Reference

Contact Name and Title/Position

Contact Telephone Number

Contact Email Address

Questions:

1. In what capacity have you worked with this company in the past? If the company was under a contract, please acknowledge and explain briefly whether or not the contract was successful.

Comments:

2. How would you rate this company’s knowledge and expertise?

3= Excellent 2= Satisfactory 1= Unsatisfactory 0= Unacceptable

3. How would you rate the company’s flexibility relative to changes in the scope and timelines?

mailto:pat.dawson@raleighnc.gov

4. What is your level of satisfaction with hard-copy materials, e.g. reports, logs, etc. produced by the company?

5. How would you rate the dynamics/interaction between the company and your staff?

6. Who were the company’s principle representatives involved in providing your service and how would you rate them individually? Would you comment on the skills, knowledge, behaviors or other factors on which you based the rating?

(3= Excellent; 2= Satisfactory; 1= Unsatisfactory; 0= Unacceptable)

Name: Rating:

7. With which aspect(s) of this company’s services are you most satisfied?

8. With which aspect(s) of this company’s services are you least satisfied?

9. Would you recommend this company’s services to your organization again?

MWBE SUBCONTRACTORS

APPENDIX IV

MWBE PARTICIPATION FORM

(REMOVE THIS FORM AND USE THE NEXT FORM IF COST IS ESTIMATED TO BE OVER 300K)

IDENTIFICATION OF MWBE PARTICIPATION FOR INFORMAL CONTRACTS

Contract amount is between $30,000.00 - $299,999.99

This Identification of MWBE Participation Form is for the purpose of capturing information regarding the utilization of MWBEs and other subcontractors and suppliers on Informal City Contracts. MWBE participation is encouraged for all City of Raleigh contracting opportunities. Please refer to the City’s MWBE Policy for any contract specific requirements. Copy this Form as needed.

COMPANY NAME

PROJECT NAME

PROJECT NUMBER CITY DEPARTMENT

CONTRACT TYPE Services Other ______________________________________________________*

PRIME IS MWBE Classification: ________ ¨ Certified with NCHUB ¨ Certified with NCDOT-DBE

RFP SUBMITTAL DATE

*MWBE Classifications:

American Indian (AI), Asian American (AA), Black/African-American (B), Hispanic (H), Non-Minority Female (NMF), Socially/Economic Disadvantaged (D)

WORK TO BE SELF-PERFORMED

Check this box only if you intend to perform 100% of the work for this Contract with your own current work forces, and you normally perform and have the capability to perform all elements of this work for this Contract with your own current work forces.

Complete the chart below for all MWBE subcontractors that you intend to use for this Contract regardless of dollar amount.

Company Name

MWBE

Classification* Description of

Services Percentage of Total Contract

Total Projected Utilization ($)

*MWBE Classifications:

American Indian (AI), Asian American (AA), Black/African-American (B), Hispanic (H), Non-Minority Female (NMF), Socially/Economic Disadvantaged (D)

Total Estimated MWBE Utilization* $

Total Proposal Amount* $

Percent Estimated MWBE Utilization*

(Total Estimated MWBE Utilization divided by Total Bid Amount)

APPENDIX V

CONTRACT STANDARD TERMS AND CONDITIONS

The contract terms provided herein shall become a part of any contract issued as a result of this solicitation. Any exceptions to the contract terms must be stated in the submittal. Any submission of a proposal without objection to the contract terms indicates understanding and intention to comply with the contract terms. If there is a term or condition that the firm intends to negotiate, it must be stated in the proposal. The successful firm will not be entitled to any changes or modifications unless they were first stated in the proposal. The City of Raleigh reserves the right, at its sole discretion, to reject any or all submittal package(s) containing unreasonable objections to standard City of Raleigh contract provisions.

1. Compensation; Time of Payment The standard City of Raleigh payment term is NET 30 days from the date of invoice. For prompt payment all invoices should be emailed to (accountspayable@raleighnc.gov) or mail to the City of Raleigh, Accounts Payable, PO Box 590, Raleigh, North Carolina 27602-0590. All invoices must include the Purchase Order Number. Invoices submitted without the correct purchase order number will result in delayed payment.

2. Workmanship and Quality of Services All work performed under this Contract shall be performed in a workmanlike and professional manner, to the reasonable satisfaction of the City, and shall conform to all prevailing industry and professional standards.

3. Non-discrimination To the extent permitted by North Carolina law, the Parties for themselves, their agents, officials, directors, officers, members, representatives, employees, and contractors agree not to discriminate in any manner or in any form based on actual or perceived age, mental or physical disability, sex, religion, creed, race, color, sexual orientation, gender identity or expression, familial or marital status, economic status, veteran status or national origin in connection with this Contract or its performance.

The Parties agree to conform with the provisions and intent of Raleigh City Code §4- 1004 in all matters related to…