RFP_QVL_(2026)_Relocation_Services_(1).docx

PURPOSE OF THE REQUEST FOR PROPOSAL

The City of Tucson Housing & Community Development Department (“HCD”) is seeking to build a qualified vendor list by inviting proposals from qualified firms (“Proposers”) to provide professional relocation services in connection with the relocation of residents and/or businesses, as required under applicable federal, state, and local regulations (the “Services”).

HCD currently oversees, and may in the future acquire, residential properties that may necessitate the relocation of occupants. HCD seeks to create a list of highly responsive and qualified Proposers with extensive experience in all aspects of relocation services and the ability to provide comprehensive, day-to-day support. Such services include, but are not limited to, relocation planning and coordination; eligibility determinations; preparation of notices; advisory assistance to displaced households; needs assessments; replacement referrals; payment claims processing; documentation and recordkeeping; and compliance with all applicable federal, state, and local relocation regulations. .

HCD is subject to the requirements of Title 24 of the Code of Federal Regulations (“CFR”), and other U.S. Department of Housing and Urban Development ("HUD") rules and regulations, and the City of Tucson’s Procurement Policy.

HCD is a department of the City of Tucson and has a non-profit affiliate, El Pueblo Housing Development (EPHD). Unless otherwise stated, this solicitation is for all City of Tucson departments and affiliated entities.

The conversion of the HCD owned properties to Rental Assistance Demonstration (RAD) and the rehabilitation requires that any temporary relocation be carried out in accordance with the 49 CFR Part 24, the Uniform Relocation Act (URA) and HUD Notice H 2019-09 PIH-2019-23 (HA) RAD Relocation Guidelines. Plans should be developed in accordance with all applicable regulations. Should additional federal or state funds be utilized or anticipated to be used, requirements for those programs will also be included in the relocation plan developed for these Properties. The scope of work will include relocation consulting and relocation services as outlined below.

Relocation Consultant Scope of Work The scope of work will encompass relocation services specific to Rental Assistance Demonstration (RAD) Program projects and tasks associated with the scope of work summary outlined above. The Relocation Consultant shall provide the following consulting and relocation planning services:

Scope of Work Methodology and Approach

· Prepare Relocation Plans for the Subject Property(ies) consistent with the requirements of the URA, RAD Relocation Guidelines, and any other relocation requirements, determined to be applicable or potentially applicable for the subject Property(ies). Methods used on resident interviews, extensive general consultation, or notification documents may be included in the Scope of Work.

Resident engagement strategy

· Work evening and weekends, as necessary, to manage the move to temporary accommodations and the relocation back into rehabbed units

· Participate in group resident meetings at each of the three Project sites.

· Outreach efforts to the residents in addition to group in-person community meetings

Relocation planning methodology

· Analyze all expected funding sources to determine all potential relocation requirements.

Compliance controls and QA/QC

· Team calls with HCD on an appropriate schedule for the Subject Property.

Risk mitigation strategies

· Manage environmental and logistical risk by ensuring safety of persons and possessions of both movers and tenants.

Resident Services and Fair Housing Approach

· Monitor “move readiness” of household as move out date approaches.

· Reasonable accommodation process

· Analyze assistance strategies, options, and opportunities based on the pertinent facts regarding the tenants and their transportation, reasonable accommodation and disability requirements, and other opportunities and risks identified in the relocation process.

· LEP and accessibility strategies

· Coordinate with translators, service providers, and assistance agencies throughout the duration of the project to ensure trauma-informed resident engagement

Project Management and Reporting Scheduling and coordination approach

· Analyze tenant data provided by HCD. Request, and collect, written documentation of the occupancy of the project units, legal presence status, relocation needs, and identification of the tenants.

· Inform tenants of available relocation assistance and explain the relocation process.

· Utilize unit-specific data, such as rent and configuration, household size, household income, and other details about each household, to develop a relocation cost estimate including household relocation benefits, potential consulting fees, and other potential costs. A detailed estimate by household will be provided to HCD.

· Develop a relocation schedule based on all activities associated with the project. Prepare a written plan with a detailed description of the relocation project, including the parties impacted, risk mitigation measures, procedures for providing replacement housing and moving services, availability of replacement housing,

· Present the draft Plan to HCD and make edits as directed. Present the Plan to residents of the Subject Property and answer questions.

· Review and respond to comments from HUD or HCD.

· Appropriate project management services to provide a technically accurate product to the satisfaction of HCD per the agreed upon scope of services and content of the relocation plan.

· Other tasks as mutually agreed upon by HCD and relocation consultant. Coordinate with hotels regarding temporary housing units.

· Coordinate with mover, tenants, and property management to coordinate move-out and move-back efforts.

· Inspect temporary dwellings and permanent units to determine if they are “decent, safe, and sanitary”.

· Arrange for transport of tenants to temporary accommodations and back to project unit.

· Prepare all applicable benefit forms, obtain claimant’s signatures on claim forms, submit claim for processing and payment, and maintain copies of all documentation in relocation files.

· Manage the move to temporary accommodations, in addition to managing the relocation of tenants back to the rehabbed units.

· Deliver benefit checks to claimants (tenants) or to vendors and maintain documentation in files.

Documentation and file management

· Maintain necessary case documentation in compliance with applicable requirements.

· Upload file documents to electronic files for file transfer to HCD at project completion.

· Assist with the development of administrative policies, procedures, and forms necessary to carry out the relocation program under all applicable RAD rules and State/Federal relocation laws and regulations.

· Claims review/approvals and QA/QC of all staff and work product associated with the project.

· Remain on project for one year from the date of agreement, with potential to amend duration as needed.

Reporting and communication plan

· General consultation and project coordination with HCD and all project team members.

· Provision of weekly written status reports to HCD until tenants are temporarily re-housed; status reports are to be re-initiated once tenants begin move-backs.

General Requirements HCD seeks highly responsive and qualified professional firms with extensive experience in providing comprehensive relocation advisory services. The selected Proposers shall be capable of managing all phases of the relocation process, including coordination with affected households, preparation and delivery of required notices, advisory assistance, eligibility determinations, claims processing, documentation, and regulatory compliance.

Experience and Qualifications

1. Public Housing Relocation Experience Comment by Casey Adams: I would recommend removing this line. Shall/Must are non-negotiables. Any items like this would preclude us from adding a vendor the City would like to award to just based on one missed qualification. If these are truly required, please let me know.

Projects must include direct tenant relocation advisory and assistance services. The Proposer must have completed at least three (3) relocation projects within the last seven (7) years involving:

a. Rental Assistance Demonstration (RAD) conversions; and/or

b. Section 18 demolition/disposition; and/or

c. Other HUD-assisted public housing repositioning efforts.

2. Demonstrated experience applying:

a. The Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA) (49 CFR Part 24),

b. HUD Handbook 1378, and

c. RAD relocation guidance.

3. Public Housing Authority or Voucher Program Experience working with:

a. Public Housing Authorities (PHAs),

b. Housing Choice Voucher programs,

c. Project-Based Voucher (PBV) programs, and/or

d. - Tenant Protection Voucher (TPV) transitions.

4. HUD Relocation Plan Approval:

a. The Proposer must have prepared at least two (2) relocation plans that were approved by HUD or a HUD-regulated entity.

5. Demonstrated experience providing one-on-one resident counseling, including:

a. Elderly households,

b. Households with disabilities,

c. Limited English proficiency (LEP) households, and

d. Reasonable accommodation requests.

Staff Qualifications Please identify key staff and meet the following minimum staffing qualifications:

1. Project Manager

a. Minimum seven (7) years of professional relocation experience.

b. Direct involvement in at least two (2) RAD or Section 18 relocation projects.

2. Relocation Counselors

a. Minimum three (3) years of direct resident relocation experience.

b. Experience with URA and HUD-assisted housing programs.

Substitutions of key staff after contract award must be approved by HCD and must meet or exceed the minimum qualifications.

Experience Documentation Please include:

· A list of relevant projects meeting the minimum qualifications.

· Project name, location, and year completed.

· Type of program (RAD, Section 18, URA-only, etc.).

· Number and type of households relocated.

· Scope of services provided.

· Contact information for at least three (3) public agency references.

Evaluation Factors for Award

1. Relevant Public Housing Relocation Experience – 20 total points Comment by Casey Adams: For RFPs, usually we do not publish point value. However, if you would like to do so, that is not a problem. I would recommend removing the point value from the subcategories. It does not allow for much wiggle room for the evaluators.

RAD or Section 18 project experience: PHA or voucher program experience: Comparable project size/complexity: HUD plan approvals or monitoring experience:

2. Project Team Qualifications – 15 total points Project manager experience: Relocation counselor experience: Team structure and capacity:

3. Methodology and Approach – 20 total points

· Resident : - Relocation planning methodology:

· Compliance controls and QA/QC:

· Risk mitigation strategies:

4. Resident Services and Fair Housing Approach – 10 total points

· Reasonable accommodation process:

· LEP and accessibility strategies:- Trauma-informed resident engagement:

5. Project Management and Reporting – 20 total points

· Scheduling and coordination approach: - Documentation and file management: - Reporting and communication plan:

6. References and Past Performance – 15 total points Public agency references: Performance on similar projects:

Proposal Response Format To ensure a fair and equitable evaluation of all responses, please follow the specific response format outlined below. Marketing materials alone will not satisfy the requirement to directly address all questions and requirements. Comment by Casey Adams: This is not something we normally do, but I think this is a good idea to make review easier for the evaluators. I do suggest not making it mandatory.

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

3. Methodology and Approach – 20 total points

· Resident engagement strategy: Relocation planning methodology:Compliance controls and QA/QC: Risk mitigation strategies: 5 points

4. Resident Services and Fair Housing Approach – 10 total points

· Reasonable accommodation process:LEP and accessibility strategies: Trauma-informed resident engagement:Project Management and Reporting – 10 total points

· Scheduling and coordination approach: Documentation and file management: - Reporting and communication plan: 3 points

· Management & Implementation $

· Relocation Services $

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

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

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

· Billing terms and conditions.

· Project schedule and timeline for relocation activities

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

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

· Recommended Department roles and responsibilities during implementation

· Quality assurance approach for relocation services

· Approach to process improvements and efficiency in relocation workflows

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

Comment by Casey Adams: This is not needed. We have this in our standard OpenGov template.