26-027 Environmental Review Services (CDBG, CDBG-DR, and HOME)

CITY OF PENSACOLA, FLORIDA
REQUEST FOR PROPOSALS
RFP NO. 26-027
ENVIRONMENTAL REVIEW SERVICES
(CDBG, CDBG-DR, and HOME)
THIS PROJECT IS FUNDED BY A U.S. DEPARTMENT OF HOUSING AND
DEVELOPMENT COMMUNITY DEVELOPMENT BLOCK GRANT, COMMUNITY
DEVELOPMENT BLOCK GRANT-DISASTER RECOVERY, HOME INVESTMENT
PARTNERSHIPS PROGRAM.
A sealed proposal with original or electronic signature, an additional five (5) complete
copies, and one (1) complete and identical electronic copy (PDF) on flash drive or
CD will be received on April 22, 2026 2:30 P.M., Central time, at the following location.
City Hall (lobby)
222 West Main Street
Pensacola, Florida, 32502
Attention: Purchasing
The OUTER PACKAGING of the sealed submittal shall identify the respondent, and
the solicitation title and number (whether hand-delivered, mailed, or via UPS/FedEx or
other courier service). Submittals received after the deadline will not be accepted. Multiple
submittals from the same entity will not be accepted.
Alternatively, electronic responses may be submitted to Demandstar or Central Bidding.
Both sites require registration and varying fees for notifications and document downloads.
Those submittals received will be opened and publicly read the following business day
(April 23, 2026, at 10:00 A.M., Central time) via Microsoft Teams at the following link*:
Microsoft Teams RFP opening.
Specifications will be posted to the City's website at www.cityofpensacola.com/bids.aspx.
Addenda will be posted to the City's website. Proposers are responsible for
obtaining addenda and are advised to check the website frequently.
A proposal tabulation with a Notice of Intent to Award will be posted to the City's website
at www.cityofpensacola.com/bids.aspx. Respondents are advised to check the website
frequently.
Any questions concerning the proposal should be addressed and submitted in writing no
later than 10:00 A.M., Central time, April 10, 2026, to:
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Dedria Lunderman, Purchasing Manager
City of Pensacola
222 W. Main St.
Pensacola, FL 32502
purchasing@cityofpensacola.com
A proposal tabulation or a Notice of Intent to Award will be posted to the City's website at
www.cityofpensacola.com/bids.aspx.
The City of Pensacola adheres to the Americans with Disabilities Act and will make
reasonable accommodations for access to City services, programs, and activities. Please
email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests must be
made at least 48 hours in advance of the event in order to allow the City time to provide
the requested services.
The City of Pensacola reserves the right to accept or reject any or all proposals, to waive
any proposal informalities, and to re-advertise for proposals when deemed in the best
interest of the City of Pensacola.
Attest: CITY OF PENSACOLA
Ericka L. Burnett D. C. Reeves
City Clerk Mayor
The City of Pensacola provides equal access in employment and public services.
(*Participation in a Microsoft Teams meeting requires a microphone and
speakers; however, webcams are optional. Participants may join the
meeting either via a PC or Smartphone. Please be sure to check the system
requirements at the following link: Microsoft Teams System Requirements
Check.)
SECURITY NOTICE
Visitors to City Hall are required to stay in the lobby unless otherwise directed.
Late submittals will not be accepted.
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SCHEDULE OF EVENTS (subject to change)
Date Activity
03/23/26 Publish RFP
04/10/26, 10:00 AM Deadline for Questions
04/22/26, 2:30 PM Proposal Deadline
04/23/26, 10:00 AM Proposal Opening
TBA Evaluation Committee Meeting
Distribution of Materials.
TBA Evaluation Committee Meeting*
Written Proposal Ranking/Shortlisting
*Recommendation of Contract Award may
be made at this meeting
TBA Evaluation Committee Meeting
Oral Presentations (if needed)
Recommendation for Contract Award
All times are Central time.
INSTRUCTIONS AND GENERAL SPECIFICATIONS
A. Firms responding to the RFP must be available for formal presentations/interviews
to the Selection Committee.
B. Sealed proposals must be submitted in the proposal format outlined as part of
these Instructions and General Specifications. Proposal documents include at a
minimum:
* Proposal response in stated format
* Proposal form(s) provided by City
* Required City forms
* Acknowledgement of addenda
C. Submittals must be typed or printed. All corrections made by the respondent prior
to the opening must be initialed and dated by the respondent. No changes or
corrections will be allowed after submittals are opened.
D. The City of Pensacola is not liable for any costs incurred by any interested party in
responding to this RFP.
E. Responses become public records upon submission, subject to Florida's Public
Records Law.
F. The City reserves the right to reject any or all proposals, waive minor informalities,
and request additional information.
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G. The City will not issue award to consultants who have continuing services
agreements, piggyback contracts, or retainer contracts.
H. Notwithstanding anything else stated herein, the City reserves the right to modify
the proposal documents, including the Agreement, by issuing addenda to be
posted on the City's website.
I. These instructions, specifications, and statements accompanying the proposal, the
proposal itself, and any addendum issued, shall be included in the Agreement that
will be entered into for this service.
J. By responding to this solicitation, each Respondent warrants that it has not and will
not employ or retain any company or person, other than a bona fide employee
working solely for the firm, to solicit or secure an agreement pursuant to this
solicitation and that it has not and will not pay or agree to pay any person, company,
corporation, individual or firm, other than a bona fide employee working solely for
the firm, any fee, commission, percentage, gift, or other consideration contingent
upon or resulting from the award or making of an agreement.
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BACKGROUND AND PURPOSE
I. OVERVIEW
The City of Pensacola ("CITY") Housing Department ("CPHD") is soliciting proposals
from qualified Environmental Review Firms ("CONSULTANT") to assist with
environmental review services in compliance with the U.S. Department of Housing
and Urban Development (HUD) regulations at 24 CFR Parts 50, 55, and 58, the
National Environmental Policy Act (NEPA) of 1969, and other applicable federal
environmental laws and authorities.
Qualified Consultants shall demonstrate experience and qualifications in delivery of
professional and quality environmental consulting services. The ideal candidate will
be a consultant or team of consultants that can perform all necessary tasks to
complete Environmental Review Records (ERR) as required to achieve HUD
environmental compliance and have access to the HUD Environmental Review
Online System (HEROS).
These services will support HUD-funded programs administered by the CPHD,
including but not limited to:
1. Community Development Block Grant (CDBG)
2. Community Development Block Grant - Disaster Recovery (CDBG-DR)
3. HOME Investment Partnerships Program (HOME)
II. SCOPE OF SERVICES
The selected CONSULTANT shall provide the following services on an as-needed
basis:
1. Environmental Review Services
a. Developing a county-wide broad tiered review (Tier 1 Assessment),
b. Completing a site-specific tiered review when applicable,
c. Determine appropriate level of environmental review based on the
proposed project:
i. Categorically Excluded (Subject to 58.5)
ii. Environmental Assessment (EA), or
iii. Environmental Impact Statement (EIS).
d. Prepare and maintain a complete Environmental Review Record (ERR), in
accordance with 24 CFR 58.38,
e. Conduct all analyses required by NEPA and related federal laws, including
but not limited to:
i. Historic Preservation: Section 106 - National Historic Preservation
Act
ii. Endangered Species Act
iii. Floodplain Management and Wetlands Protection - Executive Orders
11988 and 11990
iv. Farmland Protection Policy Act (when applicable)
v. Noise Control
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vi. Contamination and Toxic Substances (e.g., CERCLA)
vii. Coastal Zone Management Act (as applicable),
f. Perform field investigations, data collection, and agency consultations as
needed.
g. Prepare and publish public notices:
i. Notice of Intent to Request Release of Funds (NOI/RROF)
ii. Finding of No Significant Impact (FONSI)
h. Complete and submit Request for Release of Funds (RROF) and related
certifications to HUD or the State (as applicable) following agency process.
i. Assist in responding to Grant Recipient (Florida Department of Commerce)
queries or objections related to ERRs.
2. Support Services
a. Provide guidance and technical assistance to City of Pensacola Housing
Department staff on environmental compliance.
b. Develop policies, templates, and training materials for HUD environmental
compliance as needed.
c. Maintain documentation for monitoring and audit purposes.
3. General Timeline
Below is a general outline of the steps in an environmental review process for all
projects. Based on funding source, timing, and other circumstances, these steps
may vary by project.
o City staff with notify the Consultant of the need for an environmental review
process for a specific project.
o Within five (5) business days of the notification from the City, the Consultant
will submit an estimated timeline, scope, and fee for the referenced project
to the requestor.
o Within five (5) business days of receipt by City, the Consultant will be
notified in writing of either the acceptance or refusal of the provided
estimate. Should the estimate be approved, notification will be in the form
of a written task assignment.
o Within five (5) business days of receipt of the executed task assignment,
the Consultant will begin researching, consulting, and compiling data for the
preparation of an ERR.
o The Consultant shall complete the review and compile a draft environmental
review report, which shall include a list of required mitigation measures, to
City staff for review and comment.
An invoice for work to date may be submitted for consideration at this
time.
o Within ten (10) business days of receipt of the draft environmental review
report the Consultant will be advised in writing of any questions, concerns,
or necessary revisions/reconsiderations.
o Within twenty (20) business days of the receipt of the draft environmental
review report the Consultant will be advised in writing if a final environmental
report can be completed as applicable.
o The Consultant shall complete the final environmental review report,
including entry into HEROS when applicable.
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o The Consultant shall submit a final invoice for work within ten (10) business
days of final completion.
III. MINIMUM QUALIFICATIONS
1. Demonstrated knowledge and experience with HUD environmental review
procedures and compliance with 24 CFR Part 58.
2. At least 3 years of experience conducting NEPA reviews for HUD-funded
programs.
3. Licensed or certified professionals for environmental testing (e.g., LBP risk
assessors, asbestos inspectors).
4. Familiarity with HUD's HEROS system strongly preferred.
IV. INSURANCE REQUIREMENTS
Before starting and until termination of work for, or on behalf of, the CITY, the
CONSULTANT and any/all subconsultants shall procure and maintain insurance of
the types and to the limits specified below.
The term CITY as used in this section is defined to include the City of Pensacola
itself, its subsidiaries or affiliates, elected and appointed officials, employees,
volunteers, representatives, and agents.
Insurance shall be issued by an insurer whose business reputation, financial stability,
and claims payment history are satisfactory to the CITY, and shall be maintained for
the CITY's protection only. Unless otherwise agreed, the amounts, form, and type of
insurance shall conform to the following minimum requirements. The CONSULTANT
understands and agrees that increased limits and/or additional types of insurance
may be required depending on the scope of service.
a. Workers' Compensation Insurance
The CONSULTANT shall purchase and maintain Workers' Compensation
Insurance Coverage for all Workers' Compensation obligations as legally
required. Additionally, the policy, or a separately obtained policy, must
include Employers Liability Coverage of at least:
i. $100,000 per person - accident
ii. $100,000 per person - disease
iii. $500,000 aggregate - disease
b. Commercial General Liability, Automobile Liability, Professional
Liability, and Umbrella Liability Coverage
The CONSULTANT shall purchase coverage on forms no more restrictive
than the latest editions of the Commercial General Liability and Business
Auto policies filed by the Insurance Services Office. Coverage shall
include:
i. Commercial General Liability
1. Minimum of $1,000,000 per occurrence and in the aggregate.
2. Coverage must include bodily injury, property damage,
premises/operations, products/completed operations,
contractual liability, and independent contractors.
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3. Must be written on an occurrence-type basis.
4. The City of Pensacola must be named as an Additional
Insured.
ii. Business Auto Liability
1. Coverage must include bodily injury and property damage
arising from owned, non-owned, and hired automobiles.
2. Minimum limit: $1,000,000 Combined Single Limit (CSL).
3. The City of Pensacola must be named as an Additional
Insured.
iii. Professional Liability (Errors & Omissions)
1. Minimum coverage of $1,000,000 per occurrence and
$2,000,000 aggregate.
2. Coverage must protect against negligent acts, errors, and
omissions in performance of professional services under the
contract.
iv. Umbrella Liability
1. Coverage shall be at least as broad as underlying policies and
written on an occurrence basis.
2. The City must be named as an Additional Insured.
3. Umbrella coverage may be used to supplement any shortfall in
underlying coverage requirements.
c. Certificates of Insurance
i. All required insurance shall be documented via Certificates of
Insurance referencing this contract.
ii. Certificates must state that the CITY will be notified at least thirty (30)
days in advance of any cancellation, nonrenewal, or adverse change
in coverage.
iii. If requested, CONSULTANT shall provide full policy documentation
including forms, endorsements, and declarations.
iv. The Certificate should be equivalent to ACORD 25, and any wording
making notice of cancellation optional shall be struck by the insurer
or its agent.
v. Replacement coverage must be provided prior to cancellation,
restriction, or non-renewal. Failure to do so may result in suspension
of contract services at the CITY's direction.
d. Insurance as Primary Coverage
All insurance provided by the CONSULTANT shall be considered primary
and not contributory with any other insurance maintained by the CITY.
V. GENERAL TERMS
a. LOSS CONTROL AND SAFETY
i. The CONSULTANT retains full control over its employees,
subcontractors, agents, invitees, and their activities on or about CITY
premises. The CONSULTANT is not an agent of the CITY, and is fully
responsible for ensuring safe conduct and avoiding harm to persons
or property due to negligent acts or omissions.
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b. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT
The CONSULTANT must remain compliant with the Contract Work Hours
and Safety Standards Act.
Overtime requirements. No contractor or subcontractor contracting for any
part of the contract work which may require or involve the employment of
laborers or mechanics shall require or permit any such laborer or mechanic
in any workweek in which he or she is employed on such work to work in
excess of forty hours in such workweek unless such laborer or mechanic
receives compensation at a rate not less than one and one-half times the
basic rate of pay for all hours worked in excess of forty hours in such
workweek.
Violation; liability for unpaid wages; liquidated damages. In the event of any
violation of the clause set forth in paragraph (b)(1) of this section the
contractor and any subcontractor responsible therefor shall be liable for the
unpaid wages. In addition, such contractor and subcontractor shall be liable
to the United States (in the case of work done under contract for the District
of Columbia or a territory, to such District or to such territory), for liquidated
damages. Such liquidated damages shall be computed with respect to each
individual laborer or mechanic, including watchmen and guards, employed
in violation of the clause set forth in paragraph (b)(1) of this section, in the
sum of $27 for each calendar day on which such individual was required or
permitted to work in excess of the standard workweek of forty hours without
payment of the overtime wages required by the clause set forth in paragraph
(b)(1) of this section.
Withholding for unpaid wages and liquidated damages. The City of
Pensacola shall upon its own action or upon written request of an authorized
representative of the Department of Labor withhold or cause to be withheld,
from any moneys payable on account of work performed by the contractor
or subcontractor under any such contract or any other federal contract with
the same prime contractor, or any other federally-assisted contract subject
to the Contract Work Hours and Safety Standards Act, which is held by the
same prime contractor, such sums as may be determined to be necessary
to satisfy any liabilities of such contractor or subcontractor for unpaid wages
and liquidated damages as provided in the clause set forth in paragraph
(b)(2) of this section.
Subcontracts. The contractor or subcontractor shall insert in any
subcontracts the clauses set forth in paragraph (b)(1) through (4) of this
section and also a clause requiring the subcontractors to include these
clauses in any lower tier subcontracts. The prime contractor shall be
responsible for compliance by any subcontractor or lower tier subcontractor
with the clauses set forth in paragraphs (b)(1) through (4) of this section.
c. HOLD HARMLESS AND INDEMNIFICATION
i. The CONSULTANT shall indemnify, defend, and hold harmless the
City of Pensacola, its officers, and employees from any and all
liabilities, damages, losses, and costs - including reasonable
attorneys' fees - arising from the negligence, recklessness, or
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intentional wrongful acts of the CONSULTANT or its agents,
employees, or subcontractors in connection with performance under
this contract. This obligation shall not be limited by any insurance
coverage or exclusion.
d. BYRD ANTI-LOBBYING AMENDMENT
i. Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352 (as amended)
Contractors who apply or bid for an award of $100,000 or more shall
file the required certification. Each tier certifies to the tier above that
it will not and has not used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, officer or
employee of Congress, or an employee of a Member of Congress in
connection with obtaining any federal contract, grant, or any other
award covered by 31 U.S.C. 1352. Each tier shall also disclose any
lobbying with non-federal funds that takes place in connection with
obtaining any federal award. Such disclosures are forwarded from
tier to tier up to the recipient who in turn will forward the
certification(s) to the awarding agency.
ii. Required Certification. If applicable, contractors must sign and
submit to the non- federal entity the attached certification (Appendix
A).
e. SECTION 3
i. The work to be performed under this request for proposal is subject
to the requirements of Section 3 of the Housing and Urban
Development Act of 1968, as amended, 12 USC.1701u (Section 3)
and HUD's regulations in 24 CFR part 75, which implement Section
3. The purpose of Section 3 is to ensure that employment and other
economic opportunities generated by HUD assistance, or HUD-
assisted projects covered by Section 3, shall to the greatest extent
feasible be directed to low and very low-income persons, particularly
persons who are recipients of HUD assistance for housing.
ii. The selected contractor agrees to send to each labor organization or
representative of workers with which the contractor has a collective
bargaining agreement or other understanding, if any, a notice
advising the labor organization or workers' representative of the
contractor's commitments under this Section 3 Clause and will post
copies of the notice in conspicuous places at the work site where
both employees and applicants for training and employment
positions can see the notice. The notice shall describe the Section 3
preference, shall set forth minimum number and job titles subject to
hire, availability of apprenticeship and training positions, the
qualifications for each; the name and location of the person(s) taking
applications for each of the positions; and the anticipated date the
work shall begin.
iii. The contractor agrees to include this Section 3 Clause in every
subcontract subject to compliance with regulations in 24 CFR part
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