U.S._Department_of_Housing_and_Urban_Development_PY26_Annual_Action_Plan_Preparation_for_Small_Entitlement_Community.pdf

REQUEST FOR PROPOSAL

RFLP 1-26

U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

PY26 ANNUAL ACTION PLAN PREPARATION FOR SMALL

ENTITLEMENT COMMUNITY

City of Cheyenne

2101 O'Neil Ave., Room 309

Cheyenne, WY 82001

RELEASE DATE: February 5, 2026

DEADLINE FOR QUESTIONS: February 13, 2026

RESPONSE DEADLINE: February 20, 2026, 3:00 pm

Request For Proposal #RFLP 1-26 Title: U.S. Department of Housing and Urban Development PY26 Annual Action Plan Preparation for Small Entitlement Community

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cheyennecity

City of Cheyenne

REQUEST FOR PROPOSAL

U.S. Department of Housing and Urban Development PY26 Annual

Action Plan Preparation for Small Entitlement Community

I. Introduction II. Request for Letters of Proposal

III. Vendor Questionnaire

Attachments:

A - RFLP 1-26

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

1. Introduction

1.1. Summary

The City of Cheyenne (City) is requesting proposals from qualified, experienced consultants to prepare the Program Year 2026 (PY26) Annual Action Plan. As a small entitlement community, the City requires a plan that ensures full compliance with U.S. Department of Housing and Urban Development (HUD) regulations and supports the strategic allocation of Community Development Block Grant (CDBG) funds.

1.2. Contact Information

TJ Barttelbort

Purchasing Manager

2101 O'Neil Ave, Room 309

Cheyenne, WY 82001

Email: tbarttelbort@cheyennecity.org

Phone: (307) 773-1045

Department:

Purchasing

1.3. Timeline

Release Project Date February 5, 2026

Question Submission Deadline February 13, 2026, 5:00pm

Addendum Response Deadline February 17, 2026, 5:00pm

Proposal Submission Deadline February 20, 2026, 3:00pm

Professional Services Agreement finalized with successful Firm

February 25, 2026

Notice-to-proceed issued by City March 9, 2026 mailto:tbarttelbort@cheyennecity.org tel:(307)773-1045

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

2. Request for Letters of Proposal

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

Entitlement Community

RFLP 1-26

2.1. PROPOSAL REQUIREMENTS

To be considered, proposals must be received by the CITY via the eProcurement portal no later than 3:00 pm on Friday, February 20, 2026 . Any proposal received after that time shall not be considered, and shall be returned unopened to the proposer. Telegraphic or fax submittals shall not be considered.

2.2. PROPOSAL SUBMISSION FORMAT

The City will utilize a two-step process for selection through this solicitation. This process dictates that proposers divide their submittals into two parts: a technical letter of proposal and a price proposal.

Proposers shall submit their technical letters of proposal and price proposals simultaneously on the date and time specified in this RFLP via the City's eProcurement Portal.

Technical Letter of Proposal: Technical proposals are to be uploaded in PDF format. Merge all documents relating to your Technical proposal into one PDF document.

Price Proposals: Price proposals are to be uploaded in PDF format. Merge all documents relating to your price proposal into one PDF document.

PROPOSERS ARE INSTRUCTED AND CAUTIONED TO ENSURE THAT ANY PRICING INFORMATION IS NOT

INCLUDED IN THE TECHNICAL PROPOSAL OR IN THE PDF ELECTRONIC FILE FOR THE TECHNICAL

PROPOSAL. ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS MISTAKENLY INCLUDED

WITH THE TECHNICAL PROPOSAL, WILL BE BASIS FOR PROPOSAL REJECTION.

Proposers are advised that proposal content and completeness are most important, and that clear and effective presentations are preferred, with unnecessarily elaborate, decorative, or extraneous materials discouraged. Each section within the proposal shall be clearly defined for easy reference. All blank spaces must be filled in (e.g., the number “0”, the word “None” or the words “Not Applicable” or “NA” are to be inserted, where appropriate, on the forms).

2.3. ADDENDA

Any and all Proposers may make inquiries in writing to City at any time prior to 5:00 pm on Friday, February 13, 2026. Any written question of a Proposer regarding the meaning or interpretation of the

RFLP, work scope, specifications, etc., must be submitted to the City prior to the above specified date.

The City shall make reasonable efforts to ensure that clarifications given to any prospective Proposer shall be similarly furnished to all prospective Proposers in summary form as an addendum to this RFP if the lack of such information could reasonably be considered prejudicial towards uninformed Proposers.

No technical assistance shall be given by the City to any Proposer in preparation of its proposal.

The City intends to respond to all questions and inquires no later than, 5:00 pm on Tuesday, February

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

17, 2026.

Written inquiries shall be submitted via the City's eProcurement Portal.

Any or all changes, additions, or clarifications in connection with this RFLP shall be issued by the City in the form of written addenda. Oral comments, responses and/or representations shall not be binding upon the City.

If any Addenda are issued, each Proposer must acknowledge each addenda via the City's eProcurement

Portal.

THE CITY WILL CONSIDER AS INCOMPLETE ANY PROPOSAL IN WHICH ALL ADDENDA ARE NOT

ACKNOWLEDGED, AND THIS WILL BE A BASIS FOR PROPOSAL REJECTION.

2.4. AWARD OF CONTRACT

The selected Agency shall be required to sign a professional services agreement in the form provided by the City of Cheyenne, which will incorporate this RFP and the proposal submitted by that advisor and agree to the terms and conditions therein. Any violation of professional services agreement provisions by the advisor will be cause for immediate termination.

The selected firm shall provide a Certificate of Insurance, as required in the Professional Services

Agreement.

2.5. DISCLOSURE OF PROPOSAL CONTENTS

All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the City after the proposal submittal date given in this RFP. The City assumes no liability for the use or disclosure of technical or cost data submitted by any proposer.

Nevertheless, if a proposal contains information that the proposer does not want disclosed to the public, or used for any purpose other than the evaluation of this offer, all such information must be indicated with the following or similar statement:

The information contained on pages ______ shall not be duplicated or used in whole or in part for any purpose other than to evaluate the proposal provided. If a contract is awarded to this firm as a result of the submission of such information, the City of Cheyenne shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction does not limit the City of Cheyenne’s right to use the information contained herein if obtained from another source.

All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in the

Wyoming Public Records Act or as otherwise provided by law.

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

2.6. OMISSION OF DETAILS

No advantage shall be taken by any proposer as a result of the omission of any parts or details which are necessary for the provision of detailed design and engineering services even though such details may not be mentioned in this RFP.

2.7. PROPOSALS AS PUBLIC RECORDS

All proposals and supporting documents upon submittal are subject to the custody and control of the

City of Cheyenne and further, may be subject to release under the Wyoming Public Records Act or as otherwise provided by law.

2.8. PROPOSAL PROTEST PROCEDURES

Proposers are advised that the City shall administer any protest initiated by a protesting party concerning this solicitation in the following manner:

A. The protesting party may submit a written protest prior to the due date for proposals stated elsewhere in this RFP. Unless the protesting party did not know or could not have known of the facts giving rise to such protest prior to the proposal submission deadline, the protest shall be submitted within three (3) calendar days after the protesting party knew or should have known of the facts giving rise thereto.

B. Upon receipt of a timely written protest, the City shall not proceed further with the solicitation or contract award until all administrative remedies have been exhausted, or until the City’s

Director of Purchasing determines that a contract award without delay is necessary to protect the interests of the City.

C. Timely protests shall be reviewed by the City’s Purchasing Manager who shall consider all facts, technical support, and justification submitted by the protesting party, and in a timely manner render a decision on behalf of City as to the validity of the protest and the disposition thereof. The City’s Purchasing Manager may request additional information from the protesting party to clarify or support its protest, in which case such information shall be supplied in writing by the protesting party within three (3) calendar days following the City’s request.

D. Following the decision of the City’s Purchasing Manager, the matter shall proceed to the City’s governing body for contract award or other action.

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

3. Vendor Questionnaire

3.1. RFLP SUBMITTALS

3.1.1. Upload your Technical Letter of Proposal *

Please upload file in PDF file format. Please merge all documents, into a single PDF File.

PROPOSERS ARE INSTRUCTED TO ENSURE THAT ANY PRICING INFORMATION IS NOT INCLUDED IN THE

TECHNICAL PROPOSAL

ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS MISTAKENLY INCLUDED WITH THE

TECHNICAL PROPOSAL, WILL BE BASIS FOR PROPOSAL REJECTION.

*Response required

3.1.2. Upload your Cost Proposal*

Please upload file in PDF file format.

*Response required

3.1.3. Sam.Gov Registration*

Any firm submitting a proposal, must have an active Sam.gov registration at the time of Proposal

Submission. Please upload a copy of your active Sam.gov registration here.

*Response required

3.2. RFLP VERIFICATIONS

3.2.1. Have you read and understood all aspects of the RFLP?* ☐ Yes

☐ No

*Response required

3.2.2. Proposal Shelf Life *

Please confirm your proposal will be valid for at least 120 days

☐ Please confirm

*Response required

3.3. PROPOSER INFORMATION

3.3.1. PROPOSER / FIRM NAME *

Name of Company Submitting Bid.

*Response required

3.3.2. FIRMS PHYSICAL ADDRESS*

Please provide, Street Address, City, State, and Zip Code.

*Response required

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

3.3.3. FIRM PHONE NUMBER*

Please provide phone number for Firm.

*Response required

3.3.4. FIRM E-MAIL ADDRESS*

Please provide e-mail address for Firm.

*Response required

3.3.5. PROPSERS SIGNATURE (NAME & TITLE)*

Please type the Name & Title of person authorized to submit a Proposal on behalf of the Firm.

*Response required