Three-Year Consolidated Plan for FY 2027-2029 and 2027 Annual Action Plan

Housing and Community Development
Request for Proposal #: 320-081026TW
Proposal to Develop
Three-Year Consolidated Plan for FY 2027- 2029
and 2027 Annual Action Plan
Date of Issue: 10/13/2026
Proposal Opening Date: 11/3/2026
At 12:00 PM ET
Direct all inquiries concerning this RFP to:
Tracy Winfield Cornelia L. McGee
Purchasing Associate II Director of Housing & Community Development
tracy.winfield@rockymountnc.gov cornelia.mcgee-anthony@rockymountnc.gov
(252) 972-1229 (252) 972-1178

Request for Proposal # 320-081026TW
______________________________________________________
For purchasing division processing, please provide your company's Federal Employer Identification
Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina
General Statute 132-1.10(b) this identification number shall not be released to the public. This page will
be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page is to be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Vendor Name
"All bidders are hereby notified that they must have the
proper license as required under the North Carolina laws. All
prospective contractors shall be responsible for complying
with state law and local ordinances."

City Of Rocky Mount
Housing & Community Development
Community Development
Refer ALL Inquiries regarding this RFP to: Request for Proposal # 320-081026TW
Tracy Winfield Proposals will be due: 11/3/2026 by 12:00 p.m.
Purchasing Associate II
Contract Type: Service
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor
offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each
item within the time specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal
is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an
unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the
Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor
as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the
undersigned certifies to the best of Vendor's knowledge and belief, that it and its principals are not presently debarred,
suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any
Federal or State department or the City. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and
each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article
2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25
employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated
with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts;
or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the City, or
from any person seeking to do business with the City. By execution of this response to the RFP, the undersigned
certifies, for your entire organization and its employees or agents, that you are not aware that any such gift has been
offered, accepted, or promised by any employees of your organization.
Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED.
Late proposals cannot be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM
#12):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF FAX NUMBER:
VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days.
ACCEPTANCE OF PROPOSAL
If any or all parts of this proposal are accepted by the City of Rocky Mount, an authorized representative of the City
of Rocky Mount Purchasing Office shall affix his/her signature hereto and this document and all provisions of this
Request for Proposal along with the Vendor proposal response and the written results of any negotiations shall
then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the
successful Vendor(s).
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Proposal Number: 320-081026TW Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................ 6
2.0 GENERAL INFORMATION ...................................................................................................... 6
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 6
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 6
2.3 RFP SCHEDULE ..................................................................................................................... 7
2.4 PROPOSAL QUESTIONS ....................................................................................................... 7
2.5 PROPOSAL SUBMITTAL ....................................................................................................... 7
2.6 PROPOSAL CONTENTS ........................................................................................................ 8
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ...................................... 9
3.1 METHOD OF AWARD ............................................................................................................. 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 9
3.3 PROPOSAL EVALUATION PROCESS ................................................................................... 9
3.4 EVALUATION CRITERIA ...................................................................................................... 10
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 11
4.0 REQUIREMENTS ................................................................................................................... 11
4.1 CONTRACT TERM ................................................................................................................ 11
4.2 PRICING ................................................................................................................................ 11
4.3 INVOICES .............................................................................................................................. 11
4.4 VENDOR EXPERIENCE ....................................................................................................... 11
4.5 REFERENCES ...................................................................................................................... 12
4.6 PERSONNEL ......................................................................................................................... 12
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 12
4.8 INSURANCE AND LIABILITY REQUIREMENTS .................................................................. 13
5.0 SCOPE OF WORK ................................................................................................................. 13
5.1 GENERAL ............................................................................................................................. 13
5.2 TASKS/DELIVERABLES ...................................................................................................... 13
5.3 CONTRACT SCHEDULE ...................................................................................................... 14
5.4 PROJECT ORGANIZATION .................................................................................................. 14
5.5 TECHNICAL APPROACH ..................................................................................................... 14
6.0 CONTRACT ADMINISTRATION ........................................................................................... 15
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 15
6.2 POST AWARD MANAGEMENT REVIEW MEETINGS ......................................................... 15

Proposal Number: 320-081026TW Vendor: __________________________________________
6.3 PERIODIC STATUS REPORTS ............................................................................................ 15
6.4 DISPUTE RESOLUTION ....................................................................................................... 15
6.5 CONTRACT CHANGES ........................................................................................................ 15
6.6 CITY'S RIGHTS AND OPTIONS ........................................................................................... 15
6.7 CANCELLATION ................................................................................................................... 16
7.0 ADDITIONAL TERMS AND CONDITIONS ................................................................................... 16
ATTACHMENT A: PRICING............................................................................................................... 17
ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS ..................................... 18
ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION ...................................................... 18
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Proposal Number: 320-081026TW Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The City of Rocky Mount is located on the coastal plains of Eastern North Carolina and split between two counties:
Edgecombe and Nash. Rocky Mount covers a geographic area of 44.0 square miles, including the Tar River where the
city derives its name from. The southern and eastern part of the city along the train tracks lies in Edgecombe County,
while the area north and west of the tracks squarely in Nash County. Rocky Mount is the largest municipality in either
county, accounting for 38% of their combined population.
In late 1996, ten local communities in Nash and Edgecombe Counties formed the DEHC. With the City of Rocky Mount,
already a CDBG Entitlement City, as the Lead Entity, the Consortium began receiving HOME funds in 1997.
Currently, the following jurisdictions comprise the DEHC: Rocky Mount, Edgecombe County, Conetoe, Princeville,
Sharpsburg, Middlesex, Spring Hope, and Whitakers.
CDBG assistance is directed to the qualified low- and moderate-income areas in the City of Rocky Mount, while HOME
funds are allocated to the participating members of the Consortium in percentages relative to the population of each
within the Consortium.
This RFP is being solicited under a fixed-firm price, with a maximum budget for all deliverables of up to $30,000.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.
All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by
reference.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and
attachments, and any other components made a part of this RFP and comply with all requirements and specifications
herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP,
those must be submitted as questions in accordance with the instructions in Section 2.5 PROPOSAL QUESTIONS. If
the City determines that any changes will be made as a result of the questions asked, then such decisions will be
communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation
and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.
Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified
terms and conditions submitted with Vendor's proposal. This applies to any language appearing in or attached to the
document as part of the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein
or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer.
By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and
conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.
Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject
Vendor's proposal as nonresponsive.
Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on
the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor's
offer, at the City's election.
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Proposal Number: 320-081026TW Vendor: __________________________________________
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP City Tuesday, 10/13/2026
Virtual Pre-Bid Meeting Vendors Thursday, 10/22/2026 at 10:00 am
Submit Written Questions Vendor Friday, 10/23/2026 by 5:00 pm
Provide Response to Questions City Friday, 10/30/2026
Submit Proposals Vendor Tuesday, 11/3/2026 at 12:00 pm
Contract Effective Date City TBD
Virtual Urged and Cautioned Pre-Bid Meeting Conference
Email Tracy Winfield at tracy.winfield@rockymountnc.gov for Microsoft Teams invitation.
2.4 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the
best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by
the above due date.
Written questions shall be emailed to tracy.winfield@rockymountnc.gov by the date and time specified above.
Vendors should enter "RFP # 320-081026TW: Questions" as the subject for the email. Question submittals should
include a reference to the applicable RFP section and be submitted in a format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the City's response, and any additional terms deemed
necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page
https://www.rockymountnc.gov/Bids.aspx and the North Carolina Department of Administration website
https://evp.nc.gov/solicitations/ and shall become an Addendum to this RFP. No information, instruction or advice
provided orally or informally by any City personnel, whether made in response to a question or otherwise in
connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in an Addendum to this RFP.
2.5 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended
or unanticipated delay-whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other
delivery service. It is the Vendor's sole responsibility to ensure its proposal has been submitted to this Office by the
specified time and date of opening. The time and date of submission will be marked on each proposal when received.
Any proposal submitted after the proposal deadline will be rejected. For hand delivered bids please note that the
Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors
will only have access through the building accompanied with a City employee.
MAILING ADDRESS FOR DELIVERY OF OFFICE ADDRESS FOR DELIVERY BY ANY OTHER
PROPOSAL VIA U.S. POSTAL SERVICE MEANS, SPECIAL DELIVERY, HAND DELIVERY,
OVERNIGHT DELIVERY OR BY ANY OTHER
CARRIER
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Proposal Number: 320-081026TW Vendor: __________________________________________
PROPOSAL NUMBER: 320-081026TW PROPOSAL NUMBER: 320-081026TW
Attn: Tracy Winfield Attn: Tracy Winfield
City of Rocky Mount City of Rocky Mount
PO BOX 1180 331 S. Franklin Street
Rocky Mount, NC 27802 Rocky Mount, NC 27804
For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a
specified street address but to the City's Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail,
including Express Mail, may not be delivered by the Mail Service Center to the department 's purchasing office on the
due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when
submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via
facsimile (FAX) machine or telephone in response to this RFP shall NOT be accepted.
a) Vendors shall deliver three (3) hard copies to the address identified in the table above and an electronic copy
shall be emailed to tracy.winfield@rockymountnc.gov. All components must be contained in a binder not
more than 1" thick. Submissions containing loose items will not be accepted.
b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP
number; and (3) the due date. Address the package(s) for delivery as shown on the table above. If Vendor
submits more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and
marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be
included in the same outer package. Proposals are subject to rejection unless submitted with the information
above included on the outside of the sealed proposal package.
c) Vendors shall not modify, alter, or edit any part of this Request for Proposal (RFP) document. Any additional
information, clarifications, or exceptions must be provided on a separate sheet of paper and clearly
referenced in the proposal. Failure to comply with this requirement may result in disqualification of the
proposal.
2.6 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Vendor RFP responses shall include the following items, and those attachments
should be arranged in the following order:
a) Cover Letter: On the firm's letterhead highlighting qualifications and experiences, detailing the Consultant's ability to
respond to all requirements outlined in the RFP. A description of your firm including name of the principal(s) of the
firm, contact information of representative of the firm authorized to discuss the proposal, statement of whether there
are any ongoing, pending, or potential legal actions against the firm. A statement that the firm's offer will remain in
effect for ninety (90) days after acceptance of the firm's proposal by the City.
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
c) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages
of any addenda released in conjunction with this RFP (if required to be returned).
d) Completed version of ATTACHMENT A: PRICING
e) ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS AND CONDITIONS
f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.
b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential
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Proposal Number: 320-081026TW Vendor: __________________________________________
Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will
administer this contract for the City.
c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.
d) RFP: Request for Proposal
e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements
and specifications of this solicitation.
f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting
a response to a Request for Proposal.
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
Contracts will be awarded in accordance with G.S. 143-52 and the evaluation criteria set out in this solicitation.
Prospective Vendors shall not be discriminated against on the basis of any prohibited grounds as defined by Federal and
State law.
While the intent of this RFP is to award Contracts to multiple Contractors for different properties, the City reserves the
right to make a single award to one Contractor, to not award one or more properties or to cancel this RFP in its entirety
without awarding a Contract if it is considered to be most advantageous to the City to do so.
The City reserves the right to waive any minor informality or technicality in proposals received.
Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the
local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest
responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%)
or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price. An eligible local vendor
is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.
An application can be found at https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-
Policy-PDF
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date proposals are opened through the date the contract is awarded-each
Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having
any communications with any person inside or outside the using department , issuing department , other government
department office, or body (including the purchaser named above, department secretary, department head, members
of the general assembly and/or governor's office), or private entity, if the communication refers to the content of Vendor's
proposal or qualifications, the contents of another Vendor's proposal, another Vendor's qualifications or ability to perform
the contract, and/or the transmittal of any other communication of information that could be reasonably considered to
have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor
not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City's
discretion that the communication was harmless, that it was made without intent to influence and that the best interest
of the City would not be served by the disqualification. A Vendor's proposal may be disqualified if its sub-contractor and
supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance
date of the procurement to the date of contract award). Only those discussions, communications or transmittals of
information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser
regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission)
are excepted from this provision.
3.3 PROPOSAL EVALUATION PROCESS
The City shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of
the RFP.
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Proposal Number: 320-081026TW Vendor: __________________________________________
The RFP Evaluation Committee will review the proposals using the following criteria:
Proposals will be received from each responsive Vendor according to the method of submission specified in
Section 2.6 of this RFP.
All proposals must be received by the issuing department not later than the date and time specified on the cover
sheet of this RFP.
At that date and time, the proposal from each responding firm will be opened publicly and the name of the Vendor
and total cost offered will be announced. Interested parties are cautioned that these costs and their components
are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator
of a vendor's pricing position.
At their option, the evaluators may request oral presentations or discussions with any or all Vendors for
clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however,
that the evaluators are not required to request presentations or other clarification-and often do not. Therefore,
all proposals should be complete and reflect the most favorable terms available from the Vendor.
Proposals will generally be evaluated according to completeness, content, and experience with similar projects,
ability of the Vendor and its staff, and cost. Specific evaluation criteria are listed in 3.4 EVALUATION CRITERIA,
below.
Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the City reserves
the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest
of the City.
3.4 EVALUATION CRITERIA
All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and
achieving the highest and best final evaluation, based on the criteria described below:
Criteria Points
The Consultant's overall understanding of City's needs and HUD 45
requirements for the project, presented in a comprehensive but
straightforward manner
Experience with HUD's eCon Planning Suite and the requirements for 15
building a Plan in IDIS
Qualifications of the consulting firm and experience in providing the HUD 15
required project, as exemplified by past projects
Experience and qualifications of the principal(s) and other personnel 10
assigned to the project
Cost of Services 10
References 5
Consultant Qualifications
a) Background of your firm's experience in providing consulting services for HUD plans, including three-year
Consolidated Plans and Annual Action Plans. Include your experience with HUD's Consolidated Planning tool
and eCon Planning Suite within the Integrated Disbursement and Information System (IDIS).
b) List of principal(s) and other consulting members, including an organizational chart showing staff involved in the
project and their respective assignments. Provide appropriate background information for each person and
identify his or her responsibilities.
c) Provide Resumes of principal(s) and other consulting team members.
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