RFP- 2025 Needs Assessment and Market Analysis

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541690 - Other Scientific and Technical Consulting Services
  • 541910 - Marketing Research and Public Opinion Polling
Posted Date: Apr 9, 2024
Due Date: May 3, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFP- 2025 Needs Assessment and Market Analysis

Introduction/Overview

The services sought by this Request for Proposals (RFP) are primarily to inform the strategic planning and development of the City’s upcoming 2025-29 Consolidated Community Development Plan (Consolidated Plan).

The U.S. Department of Housing and Urban Development (HUD) requires local jurisdictions to prepare a Consolidated Plan in order to receive federal housing and community development funding under the entitlement formula grant programs administered by HUD’s Office of Community Planning and Development, such as the Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency Solutions Grants (ESG), and Housing Opportunities for Persons with AIDS (HOPWA).

The City of Rochester is seeking proposals from qualified Consultants to fulfill one or both of the two services sought by this RFP:

  1. Preparation of a Needs Assessment and Market Analysis
  2. Community Engagement Services

Respondents may choose to submit a proposal for only one of the services, and doing so will not negatively impact the evaluation of their proposal. These two services are related, and may inform one another, but are not required to be conducted by the same firm, nor with any formal interaction between the selected Consultants if conducted separately.

Respondents are reminded to thoroughly review the RFP document and all associated documentation for full detail on proposal requirements. Note that all deadlines are firm and final.

RFP Downloads
  1. RFP Main Document
  2. Respondent Questions and City Responses (to be posted on or by April 24, 2024)
Timeline

Milestone

Date/Deadline*

Release of RFP

April 5, 2024

Pre-Proposal Conference via Zoom

April 17, 2024 at 12:00pm

Written Questions Due to City Contact

April 19, 2024 by 5:00pm

Answers posted to RFP website

April 24, 2024

RFP Submission Deadline

May 3, 2024 by 4:00pm

Proposal Evaluation

M ay 2024

Interviews (if applicable)

Weeks of May 13 and May 20

Notification of Selected Consultant

May 24, 2024

Recommended Consultant(s) Submitted

to City Council for Approval

June 25, 2024

City Council Authorization of Agreement(s)

July 23, 2024

Final Contract Deliverables Due to City

Early 2025

Pre-Proposal Conference

On April 17, 2024 at 12:00pm, City staff will conduct a pre-proposal conference via Zoom to explain/clarify requirements and respond to questions. There is no requirement for potential respondents to attend the pre-proposal conference nor obligation by the City to provide information from the conference to parties who fail to attend.

Please register at this link: https://cityofrochester.zoom.us/webinar/register/WN_mUXmK7bXQcGSJF826Zftfw

Communication
All communications by parties who have indicated an intent to submit or have submitted a proposal in response to this RFP (“Respondents”), including any questions or requests for clarifications, requests for status updates about the proposal selection process and any other inquiries whatsoever concerning this RFP shall be sent, in writing, to the following City staff person (“City Contact”):

Henry Fitts, Grants Management and Research Coordinator
E-Mail: Henry.Fitts@CityofRochester.gov

No contact is permitted with any other City staff member regarding this RFP during the RFP process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.
Question Responses and Question Deadline
To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the City will respond to all timely questions submitted via e-mail to the City Contact by the question deadline stated in the timeline above. Questions and the responding answers will be sent via e-mail to all Respondents who have provided an e-mail address to the City Contact and will be posted on this webpage. The City’s failure to provide timely response or provide responses to any questions shall not delay or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.
Submission Information and Deadline

An electronic copy of the proposal and all its attachments must be received no later than 4:00 p.m. on Friday, May 3, 2024. Please review the RFP document for full detail on proposal requirements. Only complete proposals submitted prior to the deadline will be evaluated.

Submissions will only be accepted via upload to the following ShareFile link:

https://cityofrochester.sharefile.com/r-rf576e50323134d75bf846cbff435a953

Attachment Preview

Malik D. Evans, Mayor
Request for Proposals
2025 Consolidated Plan
Needs Assessment and Market Analysis
+
Community Engagement Services
Issued: April 5, 2024
Proposals Due: May 3, 2024
City of Rochester, New York
Department of Neighborhood & Business Development
City Hall, 30 Church Street, Rm. 224B, Rochester, NY
1
Date Issued:
Issued For:
Issued By:
Pre-Proposal
Conference:
Proposal
Submission
Deadline:
Contact:
City of Rochester, NY
Request for Proposals
April 5, 2024
2025 Consolidated Plan
Needs Assessment and Market Analysis
+
Community Engagement Services
City of Rochester
Dept. of Neighborhood & Business Development
30 Church Street, Rm. 224B
Rochester, NY 14614
Wednesday, April 17, 2024 at 12:00pm via Zoom
Visit the RFP webpage for the registration link and more info:
www.CityofRochester.gov/2025ConPlanRFP/
4:00 PM, Friday, May 3, 2024
Henry Fitts, Grants Management and Research Coordinator
E-Mail: Henry.Fitts@CityofRochester.gov
1
Table of Contents
Section 1 - Background ................................................................................................................................. 1
The Consolidated Plan Framework ........................................................................................................... 1
Other Important Plans and Documents to Review ................................................................................... 2
Source of Funding- Community Development Block Grant...................................................................... 4
Section 2 Timeline ...................................................................................................................................... 4
Section 3 Communication .......................................................................................................................... 5
Question Deadline .................................................................................................................................... 5
Section 4 Pre-Proposal Conference ........................................................................................................... 6
Section 5 - Scope of Services......................................................................................................................... 6
Service Option 1: Needs Assessment and Market Analysis ...................................................................... 7
Service Option 2: Community Engagement Services .............................................................................. 12
Section 6- Proposal Preparation and Submission Instructions ................................................................... 13
Section 7 Proposal Content....................................................................................................................... 14
Section 8 Evaluation and Selection Criteria ............................................................................................. 16
Evaluation Criteria................................................................................................................................... 16
MWBE and Workforce Goals Criteria Detail ........................................................................................... 17
Section 9- Miscellaneous and Rights Reserved........................................................................................... 19
Attachment A: Professional Services Agreement Template ....................................................................... 20
Attachment B: MWBE Utilization Form ...................................................................................................... 21
Attachment C: Workforce Staffing Plan...................................................................................................... 22
Attachment D: Workforce Utilization Report ............................................................................................. 23
Attachment E: Conflict of Interest Disclosure............................................................................................. 24
2
REQUEST FOR PROPOSAL
The City of Rochester (“City”) is seeking proposals from qualified Consultants (“Consultant(s)”)
to provide one or both of the following services to support the City’s strategic planning efforts
with respect to the future use of federal grant funds (the “Project”):
1. Preparation of a Needs Assessment and Market Analysis
2. Community Engagement Services
These two services are related, and may inform one another, but are not required to be
conducted by the same firm, nor with any formal interaction between the selected Consultants
if conducted separately.
Section 1 - Background
The Consolidated Plan Framework
The services sought by this RFP are primarily to inform the strategic planning and
development of the City’s upcoming 2025-29 Consolidated Community Development Plan
(Consolidated Plan).
The U.S. Department of Housing and Urban Development (HUD) requires local entitlement
jurisdictions such as the City of Rochester to prepare a Consolidated Plan in order to receive
federal housing and community development funding. The entitlement formula grant
programs administered by HUD’s Office of Community Planning and Development include
the Community Development Block Grant (CDBG), HOME Investment Partnerships Program
(HOME), Emergency Solutions Grants (ESG), and Housing Opportunities for Persons with
AIDS (HOPWA).
The Consolidated Plan is intended to inform a jurisdiction’s housing and community
development goals, strategies, and priorities, and serves as the following:
1. A planning document, which builds on a participatory process among citizens,
organizations, businesses, and other stakeholders
2. A submission for federal funds under HUD's formula grant programs
3. A strategy to be followed in carrying out HUD programs
4. A management tool for assessing performance and tracking results
A copy of the City of Rochester’s current 2020-24 Consolidated Plan can be downloaded
from the City’s website, as can copies of the City’s Annual Action Plans at:
www.CityofRochester.gov/ConsolidatedPlan2020/
1
HUD stipulates that the City must engage residents and stakeholders to collect input on
community needs and priorities to inform the development of the Consolidated Plan, with
specific methods outlined in the City’s Citizen Participation Plan. A copy of the most recent
Citizen Participation Plan is contained within the 2020-24 Consolidated Plan.
As part of the Consolidated Planning process, jurisdictions are required to complete a Needs
Assessment and Market Analysis that outlines levels of relative need in the areas of
affordable housing, homelessness, special needs, and community development. This
information is to be gathered through a number of methods, including consultation with
local agencies, public outreach, a review of demographic and economic data sets, and a
housing market analysis. Once finished, the needs assessment portion of the Consolidated
Plan forms the basis of the Strategic Plan. The Strategic Plan details how the grantee will
address its priority needs. The strategies must reflect the current condition of the market,
expected availability of funds, and local capacity to administer the plan.
Jurisdictions are also required to certify that they will “affirmatively further fair housing.”
The previous requirement to develop or update an Analysis of Impediments to Fair Housing
Choice (AI) is no longer in effect, but the City should generally identify appropriate actions
to overcome the effects of any impediments identified by the most recent AI. The City of
Rochester updated its Analysis of Impediments to Fair Housing Choice in 2020 as part of the
2020-25 Consolidated Plan and can be downloaded at the following webpage:
www.CityofRochester.gov/ConsolidatedPlan2020/.
The research and information compiled through the services sought by this RFP will be the
foundation for the City’s subsequent strategic planning and drafting of the final 2025-29
Consolidated Plan. Many of the key statistics and insights required to complete HUD’s
Consolidated Plan template will be specific components of the final deliverables for the
chosen consultant and will be specifically articulated in the contract.
Other Important Plans and Documents to Review
The City of Rochester has also recently completed, or is close to completing, several other
plans and planning studies that are particularly relevant to, and that should substantially
inform development of a new 5-Year Consolidated Plan:
1. 2018 Housing Market Study: In Fall 2018, the City completed a Citywide Housing
Market Study to assess conditions, trends, opportunities, and challenges in
Rochester’s housing market. The new study sought by this RFP should build upon the
findings and recommendations from the 2018 study, taking into account changes in
the market in the years since. A copy of the plan can be downloaded here:
https://www.cityofrochester.gov/HousingMarketStudy2018/
2

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