CHIP RFP Notice for consultant

Agency:	City of Lancaster
State:	Ohio
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Jan 8, 2025
Due Date:	Jan 29, 2025
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Title:	CHIP RFP Notice for consultant
Category:	Administration
Status:	Open

Description:

Public Notice - Request for Qualifications and Proposals

Sealed bids will be received by the Director of Public Service – Safety of the City of Lancaster, State of Ohio, at the office of said Director until 11:00 A.M. on the 29th of January 2025 to acquire the services of a consultant firm to implement and administer the PY2023 Community Housing Impact and Preservation Program (CHIP which consisted of HOME funds) administered by the Ohio Department of Development /Office of Community Enhancement (ODOD/OCE). All submitted bid documents must be sealed and clearly indicate: PY2023 CHIP Program RFP.

A mandatory pre-bid meeting will be held at 10:00 am on Thursday, January 16, 2025 in the 1897 Room of City Hall at 104 E Main St, Lancaster, Ohio.

A Request for Qualifications and Proposal package may be obtained by visiting the office of Carrie Woody, Service Safety Director, City Hall, 104 E. Main St., Lancaster, Ohio 43130 between 8:00 am – 4:00 pm, email at

For security reasons, you must enable JavaScript to view this E-mail address. or online at the City of Lancaster’s website at www.ci.lancaster.oh.us/bids.

The City reserves the right to reject any and all bids. By order of Carrie Woody, Service Safety Director on this date, January 8, 2025.

Dates to be advertised:

January 8th, 2025 and January 13, 2025

Publication Date/Time:

1/8/2025 8:00 AM

Closing Date/Time:

1/29/2025 11:00 AM

Bid Opening Information:

Bid Opening 1/29/2025 at 11:00

Pre-bid Meeting:

January 16, 2025 at 10:00 a.m.

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SECTION 1. SCOPE OF SERVICES

1.1 The City of Lancaster, an Ohio municipal corporation (“City”), by and through its Community

Development Department (“CDD”) is issuing this Request for Proposals (“RFP”) to seek proposals

from qualified organizations to administer the Community Housing Investment Program (CHIP)

grant, pursuant to the guidelines set forth by The Ohio Department of Development, Office of

Community Enhancements, Program Policy Notice: OCD 15-02. The purpose of this RFP is to solicit

proposals for the management and distribution of the CHIP grant funds to ensure that affordable

housing is developed and preserved in the Lancaster, Ohio area.

Upon review of all qualified proposals submitted, a consultant will be selected by the City

(“Contractor”) who shall function as a contractual agent of the City pursuant to the terms of this

RFP, which shall be memorialized in a contract to be executed by the parties at a later date

(“Agreement”).

1.2 The expected product of Community Housing Impact and Preservation Program shall meet, at a

minimum, the requirements of the U.S. Department of Housing and Urban Development (HUD)

Community Development Block Grant (CDBG) Program (Small Cities Program) and the

Department’s HOME Program, as well as, the Ohio Department of Development, Office of

Community Enhancements (OCE).

1.3 A more detailed scope of services is included in this RFP under the title “Detailed Specifications.”

SECTION 2. TERM

2.1 The services of the Consultant will begin upon the signing of the contract and will terminate

following the preparation of the final request for release of funds needed under the PY 2023 CHIP

Program for the City of Lancaster.

SECTION 3. OPTIONAL RENEWAL PERIODS

3.1 There is no option for renewal.

SECTION 4. TERMINATION

4.1 Termination for Cause. If the Contractor, for any reason, fails to timely and properly perform as

required under the Agreement, or if the Contractor violates any of the covenants or conditions of

the Agreement, the City shall have the right to terminate the Agreement upon providing the

Contractor with thirty (30) days written notice. In such event, all finished or unfinished

documents, data, studies and reports prepared by the Contractor under the Agreement shall, at

the option of the City, become property of the City and the Contractor shall be entitled to receive

equitable compensation for any work satisfactorily completed. Notwithstanding the above, the

Contractor shall not be relieved of liability for damages suffered by the City by virtue of any breach

of the Agreement by the Contractor, and the City may withhold any payments to the Contractor

in satisfaction of those damages until such time as the exact amount of damages due the City

from the Contractor is determined.

SECTION 5. COMPENSATION AND METHOD OF PAYMENT

5.1 The City shall make payments to the Contractor in accordance with the “Fee Schedule” listed in

Section 16 below titled “Pricing,” upon the Contractor’s submission of a “City of Lancaster, Claim

Voucher – Invoice” specifying the required services that have been performed, accompanied by

data satisfactory to the City to document entitlement of payment.

SECTION 6. SUBCONTRACTING

6.1 None of the work or services covered by the Agreement shall be subcontracted to a third party

without prior written approval from the City. Any work or services subcontracted hereunder shall

be specified, in writing, and approved by the City before execution, and any subcontractor

contract shall expressly provide that it is subject to the terms of the Agreement.

SECTION 7. ASSIGNABILITY

7.1 The Contractor shall not assign or transfer any right or interest under the Agreement without the

prior written consent of the City; provided, however, that the claims for money due or to become

due the Contractor from the City under the Agreement may be assigned to a bank, trust company,

or other financial institution. Notice of any such assignment or transfer shall be timely furnished

to the City.

SECTION 8. COMPLIANCE WITH LAWS, POLICIES AND GOVERNMENTAL REGULATIONS

8.1 In performance of services under the Agreement, the Contractor shall comply with any and all

applicable statutes, ordinances, regulations and rules set forth under federal, state or local law.

8.2 The Agreement is subject to the provisions of the City’s Equal Employment Opportunity Program.

8.3 Any notices, approvals, authorizations, waivers, instructions or determinations that are required

under the Agreement shall be effective only when given either (1) in writing and signed by the

City or (2) by general issuance or regulations issued from time-to-time by the City.

8.4 The contractor agrees to comply with all applicable federal, state, and local laws prohibiting

discrimination on the basis of race, color, religion, sex, national origin, familial status, disability,

and age in the performance of this contract, including the Fair Housing Act, and shall not

discriminate in any manner against any person in the employment practices or in the provision of

goods or services related to this contract.

8.5 The consultant shall agree that its performance of administering the CHIP program is in

compliance with the various Federal and State regulations as they relate to the scope of services

rendered, including but not limited to application provisions of:

(a) The Davis-Bacon Act as amended (40 U.S.C. 3141-3148);

(b) The Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708);

(d) The Debarment and Suspension provisions set forth in Executive Orders 12549 and 12689

including checking the System for Award Management (SAM);

(e) The Byrd Ant-Lobbying Amendment (31 U.S.C. 1352);

(f) The Clean Air Act (42 U.S.C. 7401-7671);

(g) The Rights to Inventions Made by Nonprofit Organizations and Small Business Firms

Under Government Grants, Contracts and Cooperative Agreements provisions of 37 CFR

Part 401;

(h) The Federal Water Pollution Control Act (33 U.S.C. 1251-1387);

(i) The Solid Waste Disposal Act Section 6002;

(j) The prohibitions on certain telecommunications and video surveillance services or

equipment provisions at 2 CFR 200.216;

(k) Section 109 of the Community Development Act of 1974;

(l) Section 504 of the Rehabilitation Act of 1973;

(m) Title I of the Civil Rights Act of 1964;

(n) The Copeland Anti-Kick Back Act (18 U.S.C. 874); and 15) Section 3 of the Housing & Urban

Act of 1968, as amended by, 12 U.S.C. 170, and regulations issued pursuant thereto by

the Secretary of Housing & Urban Development set forth in 24 CFR, Part 135.

In addition, preferences shall be given for the purchase, acquisition, or use of goods, products, or

materials produced in the United States (including but not limited to iron, aluminum, steel,

cement, and other manufactured products.

Moreover, the selected consultant will take all necessary affirmative steps to assure that minority

businesses, women’s business enterprises, and labor surplus area firms are used when possible,

per 2 CFR 200.321. Also, contractor must ensure compliance with Section 3 Requirements of the

Housing and Urban Development Act of 1968 per 24 CFR 135 to provide economic opportunities

to low and very low income persons.

SECTION 9. HOLD HARMLESS

9.1 The Contractor will indemnify, defend, protect and hold the City harmless from any of its acts,

errors, or omissions that result in any loss, claim, expense, action, cause of action, damages,

and/or obligations, financial or otherwise, incurred by the City arising from the Contractor’s

performance under the Agreement, be it through its work or its agents, employees, licenses, or

invitees.

SECTION 10. REPORTS, INFORMATION, AND AUDITS

10.1 The Contractor, at such times and in such form as the City may require, shall furnish the City with

monthly reports pertaining to the work or services undertaken pursuant to the Agreement, the

costs and obligations incurred or to be incurred in connection therewith, or any other matters

covered by the Agreement. The Contractor shall retain all financial and administrative records for

a minimum of three (3) years following completion of the Agreement and shall permit the City or

any of their representatives or auditors’ access to such records.

SECTION 11. CONFLICT OF INTEREST

11.1 No officer, employee, or agent of the City who otherwise has a fiduciary duty to the City, nor any

immediate family member, close business associate, or organization which is about to employ

any such person, shall have any pecuniary or financial interest, direct or indirect, in the Contractor

or in the Agreement. The Contractor shall take reasonable and appropriate steps to assure

compliance with this provision.

11.2 The Contractor agrees that it will not contract with any subcontractor in which it has any financial

interest, direct or indirect. The Contractor further covenants that in the performance of the

Agreement no person having any conflicting interests shall be employed.

SECTION 12. INSURANCE

12.1 It shall be the responsibility of the Contractor to protect the Contractor, subcontractors, and the

City from liability claims that may arise from the Contractor’s acts, omissions, or operations

carried out in connection with the Agreement.

12.2 The Contractor shall secure and bear sole responsibility for any required insurance coverage,

including but not limited to Workers Compensation Insurance, Public Liability Insurance, as well

as any other insurance which the Contractor and City mutually determine to be necessary to carry

out the provisions of the Agreement. Neither the insurance coverage to be obtained hereunder

nor the insurance carrier may be changed or canceled unless the City is notified in writing no less

than thirty (30) days prior to such change or cancellation. If any part of the Agreement is

subcontracted, the Contractor is responsible for the part sublet being adequately covered by

insurance as specified herein. Proof of coverage shall be provided to the City by one of the

following:

(a) Policy or policies naming the Contractor, its subcontractors and the City as

insured; or,

(b) Certificate of Insurance, executed by the insuring company or its authorized agent

indicating that the Contractor has the specified coverage with the City as an

additional insured under the public liability insurance policy pursuant to the

terms and conditions of the Agreement.

SECTION 13. SEVERABILITY

13.1 In the event that any provision of the Agreement is declared or determined to be unlawful, invalid

or unconstitutional, such declaration shall not affect, in any manner, the legality of the remaining

provisions of the Agreement, and each provision of the Agreement will be and is deemed to be

separate and severable from each other provision.

SECTION 14. OWNERSHIP RIGHTS

14.1 Ownership rights to all Systems, programs, manuals, forms, or development work done by the

Contractor shall remain with the City as the owner of the CHIP grant.

SECTION 15. FORCE MAJEURE

15.1 The Contractor shall not be liable for any delay or failure in the performance of its obligations

hereunder caused by strikes or other labor disputes or other public disorders, or governmental or

legal regulations or prohibitions, fire or other casualty, or other causes beyond its control.

SECTION 16. PRICING & CRITERIA

16.1 The City prefers an uncomplicated fee structure. Fees may be based on the number of EMS runs

invoiced, dollars collected, a combination of the two methods or another method proposed by

the bidder. Bidders shall use the space below to identify their method of calculating fees and the

method of calculating the fee structure.

16.2 The City reserves the right to increase its fee structure during the term of the Agreement.

16.3 The estimated number of CHIP projects to be completed with allotted funds is five; all to be

completed in 2025.

16.4 Proposed Fee Structure and Method for Calculating fees:

______________________________________________________________________________

If additional space is required, please attach document(s) to this page as necessary.

16.5 In addition to any other rights set forth in the Agreement, the City reserves the right to:

a) Waive formalities required in the RFP;

b) Request additional information from bidders;

c) Reject any and all bids and to accept or reject components of any bid;

d) Supplement, amend, or otherwise modify the terms or schedules set forth herein; and

e) Conduct all investigations and background checks necessary for adequate evaluation.

16.6.1 Awarding Criteria. In addition to other factors, the City shall consider the following factors in

awarding this contract:

a) Demonstrated experience managing federal and/or state housing development and rehabilitation

programs, including grant administration and compliance;

b) Knowledge of federal, state, and local regulations related to affordable housing, including labor

standards, environmental reviews, and financial management;

c) Size of accounts serviced;

d) References;

e) Proven ability to develop and maintain relationships with government agencies, contractors, and

community stakeholders

f) Capacity to provide ongoing technical assistance and project oversight to multiple grantees or

sub-recipients.

g) Completeness of proposal;

h) Maintenance of office within Ohio capable of promptly addressing issues that may arise in

connection with the Agreement and meeting all requirements hereunder; and

i) The ability to address customer and public concerns courteously and promptly regarding the

Agreement and its implementation.

SECTION 17. CONTRACT EXECUTION

17.1 The successful bidder shall be notified of the City’s selection by delivery of a “Notice of Award”

from the City. Accompanying the “Notice of Award” will be a copy of the Agreement, which must

be properly executed and returned to the City within ten (10) business days of receipt of the

“Notice of Award.” No modification of the Agreement will be permitted.

SECTION 18. MODIFICATION

18.1 The City will be bound only by the written terms and conditions of the Agreement, which together

with the bid documents constitute the entire agreement between the parties, unless modified.

The Agreement may not be modified be verbal statements or agreements. Any modification

proposed after the Agreement is executed shall be in writing signed by the parties.

SECTION 19. FISCAL FUNDING

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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CHIP RFP Notice for consultant

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