Housing and Community Development

Request for Proposal #: 320-081026TW

Proposal to Develop

Three-Year Consolidated Plan for FY 2027- 2029 and 2027 Annual Action Plan

Date of Issue: 10/13/2026

Proposal Opening Date: 11/3/2026

At 12:00 PM ET

Direct all inquiries concerning this RFP to:

Tracy Winfield Cornelia L. McGee

Purchasing Associate II Director of Housing & Community Development tracy.winfield@rockymountnc.gov cornelia.mcgee-anthony@rockymountnc.gov

(252) 972-1229 (252) 972-1178 mailto:tracy.winfield@rockymountnc.gov mailto:cornelia.mcgee-anthony@rockymountnc.gov

Request for Proposal # 320-081026TW

For purchasing division processing, please provide your company’s Federal Employer Identification

Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina

General Statute 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

“All bidders are hereby notified that they must have the proper license as required under the North Carolina laws. All prospective contractors shall be responsible for complying with state law and local ordinances.”

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or the City. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts;

or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the City, or from any person seeking to do business with the City. By execution of this response to the RFP, the undersigned certifies, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED.

Late proposals cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM

#12):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF

VENDOR:

FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days.

ACCEPTANCE OF PROPOSAL

If any or all parts of this proposal are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount Purchasing Office shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with the Vendor proposal response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).

Refer ALL Inquiries regarding this RFP to:

Tracy Winfield

Purchasing Associate II

Request for Proposal # 320-081026TW

Proposals will be due: 11/3/2026 by 12:00 p.m.

Contract Type: Service

City Of Rocky Mount

Housing & Community Development

Community Development

Proposal Number: 320-081026TW Vendor: __________________________________________

Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.3 RFP SCHEDULE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL SUBMITTAL

2.6 PROPOSAL CONTENTS

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 CONTRACT TERM

4.2 PRICING

4.3 INVOICES

4.4 VENDOR EXPERIENCE

4.5 REFERENCES

4.6 PERSONNEL

4.7 VENDOR’S REPRESENTATIONS

4.8 INSURANCE AND LIABILITY REQUIREMENTS

5.0 SCOPE OF WORK

5.1 GENERAL

5.2 TASKS/DELIVERABLES

5.3 CONTRACT SCHEDULE

5.4 PROJECT ORGANIZATION

5.5 TECHNICAL APPROACH

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 POST AWARD MANAGEMENT REVIEW MEETINGS

6.3 PERIODIC STATUS REPORTS

6.4 DISPUTE RESOLUTION

6.5 CONTRACT CHANGES

6.6 CITY’S RIGHTS AND OPTIONS

6.7 CANCELLATION

7.0 ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT A: PRICING

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

1.0 PURPOSE AND BACKGROUND

The City of Rocky Mount is located on the coastal plains of Eastern North Carolina and split between two counties:

Edgecombe and Nash. Rocky Mount covers a geographic area of 44.0 square miles, including the Tar River where the city derives its name from. The southern and eastern part of the city along the train tracks lies in Edgecombe County, while the area north and west of the tracks squarely in Nash County. Rocky Mount is the largest municipality in either county, accounting for 38% of their combined population.

In late 1996, ten local communities in Nash and Edgecombe Counties formed the DEHC. With the City of Rocky Mount, already a CDBG Entitlement City, as the Lead Entity, the Consortium began receiving HOME funds in 1997.

Currently, the following jurisdictions comprise the DEHC: Rocky Mount, Edgecombe County, Conetoe, Princeville, Sharpsburg, Middlesex, Spring Hope, and Whitakers.

CDBG assistance is directed to the qualified low- and moderate-income areas in the City of Rocky Mount, while HOME funds are allocated to the participating members of the Consortium in percentages relative to the population of each within the Consortium.

This RFP is being solicited under a fixed-firm price, with a maximum budget for all deliverables of up to $30,000.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.

All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.5 PROPOSAL QUESTIONS. If the City determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer.

By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject

Vendor’s proposal as nonresponsive.

Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor’s offer, at the City’s election.

2.3 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFP City Tuesday, 10/13/2026

Virtual Pre-Bid Meeting Vendors Thursday, 10/22/2026 at 10:00 am

Submit Written Questions Vendor Friday, 10/23/2026 by 5:00 pm

Provide Response to Questions City Friday, 10/30/2026

Submit Proposals Vendor Tuesday, 11/3/2026 at 12:00 pm

Contract Effective Date City TBD

Virtual Urged and Cautioned Pre-Bid Meeting Conference

Email Tracy Winfield at tracy.winfield@rockymountnc.gov for Microsoft Teams invitation.

2.4 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date.

Written questions shall be emailed to tracy.winfield@rockymountnc.gov by the date and time specified above.

Vendors should enter “RFP # 320-081026TW: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page https://www.rockymountnc.gov/Bids.aspx and the North Carolina Department of Administration website https://evp.nc.gov/solicitations/ and shall become an Addendum to this RFP. 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. Vendors shall rely only on written material contained in an Addendum to this RFP.

2.5 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other delivery service. It is the Vendor’s sole responsibility to ensure its proposal has been submitted to this Office by the specified time and date of opening. The time and date of submission will be marked on each proposal when received.

Any proposal submitted after the proposal deadline will be rejected. For hand delivered bids please note that the

Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have access through the building accompanied with a City employee.

MAILING ADDRESS FOR DELIVERY OF

PROPOSAL VIA U.S. POSTAL SERVICE

OFFICE ADDRESS FOR DELIVERY BY ANY OTHER

MEANS, SPECIAL DELIVERY, HAND DELIVERY,

OVERNIGHT DELIVERY OR BY ANY OTHER

CARRIER

mailto:tracy.winfield@rockymountnc.gov mailto:tracy.winfield@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/

PROPOSAL NUMBER: 320-081026TW

Attn: Tracy Winfield

City of Rocky Mount

PO BOX 1180

Rocky Mount, NC 27802

PROPOSAL NUMBER: 320-081026TW

Attn: Tracy Winfield

City of Rocky Mount

331 S. Franklin Street

Rocky Mount, NC 27804

For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the City’s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the department ’s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via facsimile (FAX) machine or telephone in response to this RFP shall NOT be accepted.

a) Vendors shall deliver three (3) hard copies to the address identified in the table above and an electronic copy shall be emailed to tracy.winfield@rockymountnc.gov. All components must be contained in a binder not more than 1” thick. Submissions containing loose items will not be accepted.

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown on the table above. If Vendor submits more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) Vendors shall not modify, alter, or edit any part of this Request for Proposal (RFP) document. Any additional information, clarifications, or exceptions must be provided on a separate sheet of paper and clearly referenced in the proposal. Failure to comply with this requirement may result in disqualification of the proposal.

2.6 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items, and those attachments should be arranged in the following order:

a) Cover Letter: On the firm’s letterhead highlighting qualifications and experiences, detailing the Consultant’s ability to respond to all requirements outlined in the RFP. A description of your firm including name of the principal(s) of the firm, contact information of representative of the firm authorized to discuss the proposal, statement of whether there are any ongoing, pending, or potential legal actions against the firm. A statement that the firm’s offer will remain in effect for ninety (90) days after acceptance of the firm’s proposal by the City.

b) Title Page: Include the company name, address, phone number and authorized representative along with the

Proposal Number.

c) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages of any addenda released in conjunction with this RFP (if required to be returned).

d) Completed version of ATTACHMENT A: PRICING

e) ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS AND CONDITIONS

f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.

b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential mailto:tracy.winfield@rockymountnc.gov

Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will administer this contract for the City.

c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.

d) RFP: Request for Proposal

e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation.

f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

Contracts will be awarded in accordance with G.S. 143-52 and the evaluation criteria set out in this solicitation.

Prospective Vendors shall not be discriminated against on the basis of any prohibited grounds as defined by Federal and

State law.

While the intent of this RFP is to award Contracts to multiple Contractors for different properties, the City reserves the right to make a single award to one Contractor, to not award one or more properties or to cancel this RFP in its entirety without awarding a Contract if it is considered to be most advantageous to the City to do so.

The City reserves the right to waive any minor informality or technicality in proposals received.

Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price. An eligible local vendor is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.

An application can be found at https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference- Policy-PDF

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is awarded—each

Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using department , issuing department , other government department office, or body (including the purchaser named above, department secretary, department head, members of the general assembly and/or governor’s office), or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the City would not be served by the disqualification. A Vendor’s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

The City shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP.

https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF

The RFP Evaluation Committee will review the proposals using the following criteria:

Proposals will be received from each responsive Vendor according to the method of submission specified in

Section 2.6 of this RFP.

All proposals must be received by the issuing department not later than the date and time specified on the cover sheet of this RFP.

At that date and time, the proposal from each responding firm will be opened publicly and the name of the Vendor and total cost offered will be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Proposals will generally be evaluated according to completeness, content, and experience with similar projects, ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed in 3.4 EVALUATION CRITERIA, below.

Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the City reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the City.

3.4 EVALUATION CRITERIA

All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below:

Criteria Points

The Consultant’s overall understanding of City’s needs and HUD requirements for the project, presented in a comprehensive but straightforward manner

Experience with HUD’s eCon Planning Suite and the requirements for building a Plan in IDIS

Qualifications of the consulting firm and experience in providing the HUD required project, as exemplified by past projects

Experience and qualifications of the principal(s) and other personnel assigned to the project

Cost of Services

References

Consultant Qualifications

a) Background of your firm’s experience in providing consulting services for HUD plans, including three-year

Consolidated Plans and Annual Action Plans. Include your experience with HUD’s Consolidated Planning tool and eCon Planning Suite within the Integrated Disbursement and Information System (IDIS).

b) List of principal(s) and other consulting members, including an organizational chart showing staff involved in the project and their respective assignments. Provide appropriate background information for each person and identify his or her responsibilities.

c) Provide Resumes of principal(s) and other consulting team members.

d) Provide a minimum of three references including name, email, and telephone number for organizations or businesses for whom you have performed similar work.

e) A breakdown of the percentage of work to be performed by each consultant/sub-consultant team member as part of this contract.

3.5 INTERPRETATION OF TERMS AND PHRASES

This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this

RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question-and-answer period in accordance with Section 2.5.

4.1 CONTRACT TERM

The Contract shall have an initial term of 12 months, beginning on the date of contract award (the “Effective Date”). The Vendor shall begin work under the Contract within 30 business days of the Effective Date.

4.2 PRICING

Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and include in Proposal.

4.3 INVOICES

a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work is performed.

b) Invoices must be submitted to the following address: City of Rocky Mount Attn: Accounts Payable

PO BOX 1180

Rocky Mount, NC 27802 or acctpayable@rockymountnc.gov

c) Payment amounts will be made on a NET 30-day pay period upon submission of an invoice and appropriate trip tickets to support such invoice.

4.4 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the City of Rocky Mount. Vendor shall provide information as to the qualifications and experience of all executives, 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.

mailto:acctpayable@rockymountnc.gov

4.5 REFERENCES

Vendors shall provide at least three (3) different references for which your company has provided Services of similar size and scope to that proposed herein. The city of Rocky Mount may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Contractor’s performance has been satisfactory.

The information obtained shall be considered in the evaluation of the proposal. If City of Rocky Mount references are provided it cannot be counted towards your three (3) required references but may be included in addition to.

COMPANY NAME CONTACT NAME TELEPHONE NUMBER

Optional: City of Rocky Mount

4.6 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The City will approve or disapprove the requested substitution in a timely manner. The City may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the City may request acceptable substitute personnel or terminate the contract services provided by such personnel.

4.7 VENDOR’S REPRESENTATIONS

a) Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the City under this Contract. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the City. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for

Vendor’s proper performance, provision and delivery of the service and deliverables under this Contract or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies, and materials necessary for the Vendor to provide and deliver the Services and Deliverables.

c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering this

Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

4.8 INSURANCE AND LIABILITY REQUIREMENTS

Upon award, the selected consultant shall supply and maintain insurance which indemnifies and holds harmless the City, its officers, employees, and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorney’s fees or loss arising directly out of acts or omissions here under by the contractor or third party under the direction or control of the contractor. The successful bidder must furnish the City with Certificates of Insurance prior to commencement of work. The required coverage shall not be less than the following:

Workers’ Compensation Statutory Requirements

North Carolina Disability Coverage Statutory Requirements

Public Liability/Property Damage $2,000,000 combined single limit policy

Automobile Liability $2,000,000

Contractual Liability Must be stated on Certificate of Insurance

Errors and Omissions $2,000,000

INSURANCE CERTIFICATES SHALL NAME THE CITY OF ROCKY MOUNT AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY COVERAGE HELD BE THE CITY.

5.0 SCOPE OF WORK

5.1 GENERAL

The City of Rocky Mount (City) is soliciting proposals from qualified and experienced firms or individual consultants for the 2027-2029 Consolidated Plan and One-Year Annual Action Plan in order to meet the regulatory requirements of the U.S. Department of Housing and Urban Development (HUD). The City of Rocky Mount is a Community Development Block Grant (CDBG) Entitlement Community and the Lead Entity of the Down East HOME Consortium (DEHC), a recipient of Home Investment Partnerships Program (HOME) funds.

5.2 TASKS/DELIVERABLES

The selected consultant will be responsible for assisting the Department of Housing & Community Development staff with the development of the 2027-2029 Consolidated Plan and 2027 Annual Action Plan, including all narratives, data tables, and other plan elements. The Annual Action Plan and Annual Action Plan must be prepared and meet all federal regulations and follow the HUD guidance for the eCon Planning Suite, including but not limited to 24 CFR Part

91. The planning process shall be led by the consultant, with assistance from City staff and includes the following:

• Data Collection, Research, and Analysis

Data collection, research, and analysis to understand and communicate the demographic, economic, and housing conditions of the community. The consultant must use data from a variety of sources and present it in the tables required by the eCon Planning Suite required by HUD. Additional tabulations and maps needed to assess and present a comprehensive assessment of community needs and market conditions must also be included. The consultant should provide a summary of all data used. As part of the project’s scope of work, the selected consultant must review and consider the following in the development of the project:

o Past and present CDBG plans, including past Consolidated Plans, Annual Action Plans, and Housing

Needs Assessments o Other City Plans and Projects, including Comprehensive Plan o Information on past and current Community Development programs, policies, and related materials o Copies of Zoning and other land use regulations

• Community Outreach and Public Hearings o The consultant will be required to plan and coordinate all public meetings and public hearings associated with the project o The consultant will be responsible for conducting meaningful community outreach and engagement, as required by HUD, with stakeholders, including citizens, city staff members, Rocky Mount Housing

Authority, Workforce Housing Advisory Commission, Redevelopment Commission, Community

Academy, nonprofit and other agencies, neighborhood leaders, elected officials, etc.

o Regular biweekly meetings with City staff expected for the duration of the project

• Goal Development and Strategic Planning Outcomes

The consultant will be responsible for establishing the strategic vision of the Consolidated Plan and

Annual Action Plan based on data collection, research and analysis, and public feedback. In addition, the consultant will be responsible for developing the following:

o Development and definition of goals to address community needs and gaps o Development and definition of projects and activities to meet the needs of the community o Priorities for the allocation of funding resources

5.3 CONTRACT SCHEDULE

A final draft of the 2027-2029 Consolidated Plan and One-Year Annual Action Plan for 2027 will be due to the City on or about April 1, 2027. City Council will then adopt these documents at its meeting May 10, 2027, prior to submission to HUD by May 14, 2027.

Because there are numerous components to the Consolidated Plan to schedule, including public meetings and meetings of the City Council, it is the intention of the City to meet the consultant in October to commence the project. A tentative schedule is as follows:

October 13,2026 Release Request for Proposals (RFP)

November 3, 2026 Proposals Due

November 3, 2026 Proposals Opened at Bid Opening Meeting

November 9, 2026 Select Consultant

November 16, 2026 Consultant Commences Work

November 16, 2026 – December 31, 2026 Data Research & needs assessment

January 1, 2027 – March 31, 2027 Identify funding priorities, hold public meetings, and prepare draft Three-Year Consolidated Plan & 2024 Annual Action Plan

April 1, 2027 Draft Consolidated Plan & Annual Action Plan due from consultant

April 1, 2027 – May 1, 2027 Consolidated Plan & Annual Action Plan released for 30-day comment period

April 12, 2027 Presentation to Rocky Mount City Council at Committee of the Whole (COW) Meeting

April 26, 2027 Public Hearing at City of Rocky Mount Council Meeting

May 3, 2027 Public Hearing at Edgecombe County Board of Commissioners Meeting

May 10, 2027 Final Presentation to Rocky Mount City Council

May 14, 2027 Final Consolidated Plan and Other Deliverables Submitted to HUD

An early task will be to develop a detailed calendar for completion of work, which must meet the guidelines for completion as indicated above.

5.4 PROJECT ORGANIZATION

Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work.

5.5 TECHNICAL APPROACH

a) Narrative that includes the consultant’s understanding of the project in this RFP.

b) Discussion of previous experience with Consolidated Plans, Annual Action Plans, HOME-ARP Action Plans, and other housing analysis efforts and how lessons learned through those projects will be used in this project.

c) Detailed discussion of the items listed in “Consultant Qualifications” above.

d) In addition to the public meetings required by HUD, description of proposed elements for public outreach and engagement, including but not limited to stakeholder interviews, focus groups, surveys, and other methods for obtaining public input.

e) Specific project task descriptions, associated outcomes, and corresponding budget.

f) A separate allocation of travel, supplies, and any contingency costs per project task item.

g) Ability to work within the anticipated schedule and budget. The Consolidated Plan and Annual Action Plan must be completed and submitted to HUD by May 14, 2027.

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

The Vendor shall designate and make available to the City a project manager. The project manager shall be the City’s point of contact for contract related issues and issues concerning performance, progress review, scheduling and service.

6.2 POST AWARD MANAGEMENT REVIEW MEETINGS

The Vendor, at the request of the City, shall meet periodically bi-weekly with the Community Development Administrator for Project Review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and City performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics.

6.3 PERIODIC STATUS REPORTS

The Vendor shall provide Status Reports to the designated Contract Lead on a monthly basis. These reports shall be well organized and easy to read. The Vendor shall submit these reports electronically using Microsoft Excel and as needed, either Microsoft PowerPoint or Microsoft Word. The Vendor shall submit the reports in a timely manner and on a regular schedule as agreed by the parties.

6.4 DISPUTE RESOLUTION

The parties agree that it is in their mutual interest to resolve disputes informally. A claim by the Vendor shall be submitted in writing to the City’s Contract Lead for resolution. A claim by the City shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. If a dispute cannot be resolved between the Parties within thirty (30) days after delivery of notice, either Party may elect to exercise any other remedies available under this Contract, or at law. This term shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.5 CONTRACT CHANGES

Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the City and Vendor.

6.6 CITY’S RIGHTS AND OPTIONS

The City reserves the following rights, which may be exercised at the City’s sole discretion:

• To supplement, amend, substitute or otherwise modify this RFP at any time;

• To cancel this RFP with or without the substitution of another RFP;

• To take any action affecting this RFP, this RFP process, or the Services or facilities subject to this

RFP that would be in the best interests of the City;

• To issue additional requests for information;

• To require one or more Service Providers to supplement, clarify or provide additional information for the City to evaluate the s submitted;

• To conduct investigations with respect to the qualifications and experience of each Service Provider;

• To waive any defect or irregularity in any received;

• To reject any or all s;

• To share the s with City employees other than the Evaluation Committee or City advisory committees as deemed necessary;

• To award all, none, or any part of the Services that is in the best interest of the City, with one or more of the Service Providers responding, which may be done with or without re-solicitation.

• To discuss and negotiate with selected Service Provider(s) any terms and conditions in the s including but not limited to financial terms; and

• To enter into any Contract deemed by the City to be in the best interest of the City, with one or more of the Service Providers responding

6.7 CANCELLATION

Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting from this RFP shall result in immediate cancellation. The agreement may be cancelled by the City for any other reason(s) upon 30 days’ written notice.

7.0 ADDITIONAL TERMS AND CONDITIONS

• The selected consultant must comply with all Federal, State, and City of Rocky Mount statues and codes as may be applicable to the scope of work detailed herein, including all labor laws.

• All consultants must quote their fees in the proposal response clearly labeled: Cost Summary Section”

• Proposals and prices must remain valid for three (3) months.

• This contract shall be constituted under the laws of the State of North Carolina. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought to the Supreme Court of State of North Carolina. Additionally, consultants that are not incorporated in the State of North Carolina shall produce a Certificate to do Business in the State of North Carolina from the

North Carolina Secretary of State prior to executing their contract with the City of Rocky Mount.

ATTACHMENT A: PRICING

The bidder, proposes and agrees if this proposal is accepted to contract with the City of Rocky Mount for the furnishing of all materials, equipment, and labor necessary to complete the work described in these documents in full and complete in accordance with the scope of work, and to the full and entire satisfaction of the City of Rocky Mount for the sum of:

TOTAL BASE PROPOSAL Dollars $

Company Name (please print) Signature

Telephone Number Date

The cost of services is one of the factors that will be considered in awarding this RFP. Please attach an itemized and detailed cost proposal. Provide an estimate for each task as described in the scope of work for the project.

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

Review Terms and Conditions: General at https://www.rockymountnc.gov/316/Vendor-Registration Terms and conditions on the vendor webpage that do not apply to this bid: Federal UG Terms, FEMA Contract Provisions, Sample Contract Terms.

Check here to indicate that you have read and agree to the City of Rocky Mount General Terms & Conditions.

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

HISTORICALLY UNDERUTILIZED BUSINESSES

Historically Underutilized Businesses (HUBs) consist of minority, women and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) of the categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled.

Pursuant to G.S. 143B-1361(a), 143-48 and 143-128.4, the City invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform the required functions in this IFB.

Any questions concerning NC HUB certification, contact the North Carolina Office of Historically Underutilized Businesses at (919) 807-2330. The Vendor shall respond to question #1 and #2 below.

a) Is Vendor a Historically Underutilized Business? Yes No

b) Is Vendor Certified with North Carolina as a Historically Underutilized Business? Yes No

If so, state HUB classification: ________________________________________________________________

VENDOR REGISTRATION

New vendors must complete a vendor registration form using the link below. If you are a current vendor that has not completed the online vendor registration, also complete the form. Once registration is complete email a copy of your W9, an E-Verify Affidavit, to the contact person listed on the coversheet.

https://www.rockymountnc.gov/316/Vendor-Registration http://ncadmin.nc.gov/businesses/hub http://ncadmin.nc.gov/businesses/hub