REQUEST FOR PROPSALS

PINEWOOD HEIGHTS – PHASE IV  

CDBG PLANNING AND MANAGEMENT ASSISTANCE SERVICES

TOWN OF SMITHFIELD, VIRGINIA

A.              PROJECT DESCRIPTION

The Pinewood Heights Neighborhood encompasses a 17-acre area between two heavy industrial sites.  At the beginning of this project there were approximately 90 units of which an estimated one third of the residents are homeowners.  Today, 18 units remain in the neighborhood.  The project entails acquiring the properties, relocating the occupants, clearing the structures, and disposing of the land along Pinewood Drive.  Relocation will include a combination of both tenants and homeowners.  It will be necessary to locate existing relocation resources in and around the Smithfield area and identify sites for new housing construction to accommodate households in the position to move toward acquiring newly constructed units.

Specific community development and housing needs of the Pinewood Heights Neighborhood were first identified during the completion of a 1997 Community Development Block rant (CDBG) Planning Study.  The neighborhood, consisting mostly of duplex structures and two single family homes, was originally constructed to serve as housing for people working at the Smithfield Foods packing plants.  The meat processing plant is adjacent to the neighborhood.  The truck traffic, settling ponds, and additional negative impacts of this industry combined with other industrial operations adjacent to the neighborhood have made the area unsuitable for residential use.  The Town subsequently rezoned the property for industrial use in compliance with its Comprehensive Plan.  Smithfield utilized Virginia Small Cities CDBG funds from the Virginia Department of Housing and Community Development (VDHCD) and began working with residents and property owners in the Pinewood Heights Neighborhood to voluntarily acquire residential units and relocate the residents in compliance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended.

 The size of the neighborhood, the high cost of project implementation and the limited funding available from the CDBG program dictated the Town undertake the project in multiple phases.  Smithfield has completed Phases I & II have with Phase III due to be finished in early 2019. 

 The Town of Smithfield completed a 2014 CDBG Planning Grant from VDHCD to continue acquisition and relocation activities for Phase III & IV of the Pinewood Heights Neighborhood.  The study allowed the Town to identify current needs, create the strategy for the execution of the final phase of this project, and in preparing an acquisition, relocation and disposition plans for the Phase IV properties. Smithfield was awarded a competitive Community Improvement Grant (CIG) from VDHCD in September 2018.

 In accordance with Federal Law 24 CFR, Part 85 and the Virginia Public Procurement Act, the Town is soliciting statements of qualifications from firms interested in providing planning and management assistance services for the last phase.  The services under this RFQ will be divided into three parts. Part I includes completion of all pre-contract work items.  Part II is for project management services related to project implementation and with Part III being the selection, oversight, and assistance to a qualified housing credit counselor.

 The specific services required are described below.

B.              SCOPE OF SERVICES 

Part I – Environmental Assessment and Required Pre-Contract Activities Phase:

 In accordance with VDHCD requirements and the National Environmental Policy Act, the planning consultant will prepare an environmental assessment for the proposed project, including all required advertisements and hearings.  The planning consultant will also address VDHCD’s other pre-contract requirements within 120 days of the Town’s award of a contract negotiation meeting.  Before undertaking these activities, the Consultant will assist the Town in seeking VDHCD’s prior authorization to incur grant-eligible costs.  All activities must comply with the Virginia Coastal Zone Management (CZM) Program’s Federal Consistency policies and procedures.

Part II – Project Implementation Phase:

All services under Part II will be required only upon an actual approval of a CIG contract between VDHCD and the Town of Smithfield.  Professional assistance under Part II will include all CDBG administrative and management services and all Uniform Relocation Assistance and Real Property Acquisition Policies Act (URA) acquisition and relocation activities required to effectively implement the project on behalf of the Town.  All project implementation work will be done following the policies and procedures of the Virginia CDBG Grant Management Manual.

Part III – Housing Credit Counseling:

Under this part, the responding firm will be required to select, oversee, and assist a qualified housing counselor to help the residents of the neighborhood both improve their household credit issue(s) and improve their credit score.  The counselor should be familiar with funding options for Low-to-Moderate households looking to buy their first home.  The housing credit counselor should be familiar with the Town of Smithfield, affordable housing options in the Town, and greater Hampton Roads, and be able to provide office space in or near the Town to meet with residents one-on-one as needed.

C.              CONTENTS OF STATEMENT OF QUALIFICATIONS

All respondents should submit a written Statement of Qualifications (SOQ) to include information directly related to each of the selection criteria outlined in Section D herein. All information should be stated succinctly.  SOQ’s should not include estimates of costs or man-hours to perform the desired services.  Three references should be included in the SOQ.

D.              SELECTION PROCESS/CRITERIA

Proposals will be reviewed by the Town of Smithfield’s appointed selection committee based on the following selection criteria:

• Experience and qualifications of assigned personnel
• Familiarity with Virginia CDBG requirements and its manual
• Familiarity with residential acquisition/relocation projects, the governing federal regulations and requirements, and types of problems to be solved
• Familiarity with the Federal Uniform Relocation Assistance (URA) Act
• Familiarity with the Town of Smithfield
• Staff capability to timely execute planning and management services
• Performance on similar projects
• Three (3) references

The firm, which best meets the criteria will be contacted for an interview and negotiation of scope of services and fees.  The interview requirement may be waived at the selection committee’s discretion.  If a mutually agreed-upon contract is not reached, negotiations will begin with the next most qualified firm.  Each part of the contract will be for a fixed-fee amount for specified work tasks.  Payments to the contractor will be based on costs incurred and work tasks completed.  Each responding firm will be notified of final selection.

Minority and/or female owned businesses or firms and Section 3 businesses or firms are encouraged to apply.  The Town of Smithfield is an Equal Opportunity Employer.  All responding firms/individuals shall comply with Executive Order 11246.

E.              INCURRING COSTS

The Town of Smithfield is not liable for any cost incurred by contractors prior to issuance of a contract.

F.               IMMIGRATION REFORM AND CONTROL ACT OF 1986

By signing its SOQ, the offeror certifies that it does not and will not during the performance of this contract violate the provisions of the Federal immigration Reform and Control Act of 1986, which prohibits the employment of illegal aliens.

G.             SUBMISSION          

Three (3) copies of the proposal shall be submitted on or before 4:00 p.m., Friday, December 28, 2018.  The outside of the envelope must be marked “Proposal for Planning and Management Assistance Services, Pinewood Heights Phase IV”. Submit in person to:  Town Managers office, 911 S. Church Street, Smithfield VA  23430 or mail to: Town Managers Office, P.O. Box 246, Smithfield VA 23431.  Proposals received by telephone, facsimile, email, or after stated time and/or date will be considered non-responsive and not accepted.

Questions may be directed to Mr. Brian Thrower, Town Manager at (757) 365-9505.

All submissions are final and may not be withdrawn.  All proposals submitted shall become the property of the Town.

The Town reserves the right to cancel with thirty (30) days written notice to the contractor and shall only be responsible for payment of services performed to date.

The right is reserved, as the interest of the Town may require, to revise or amend the specifications prior to the date set for receiving proposals; this date may be postponed if deemed necessary by the Town Manager.  Such revisions and amendments, if any, will be announced by written addendum to the specifications.

The Town reserves the right to reject any or all proposals, to waive any technicalities in proposals received, to negotiate and to accept the proposal that shall be in the Town's best interest.

-EQUAL OPPORTUNITY EMPLOYER-