Neighborhood Preservation Program (code violation repair program)

REQUEST FOR PROPOSALS (RFP)
The Housing & Neighborhood Services Department is soliciting proposals from experienced
organizations to administer the Neighborhood Preservation Program (code violation repair
program).
Issue Date: May 14, 2026
Submission Deadline: May 20, 2026 12:00PM ET
Complete applications should be emailed in PDF form to:
HousingandNeighborhoodServices@DurhamNC.Gov by May 20, 2026 at 12:00 PM ET.
Please direct all questions regarding this RFP to:
Alexis John, Assistant Director
Housing & Neighborhood Services Department
101 City Hall Plaza
Durham, NC 27701-3329
Alexis.John@DurhamNC.Gov
Ph. (919)560-4570
1

TABLE OF CONTENTS
I.INTRODUCTION AND GENERAL INFORMATION - 3
Background 3
About the City of Durham 4
Additional RFP Process Information 4
Contact Information 4
II.DESCRIPTION OF PROJECT - 5
Scope of Work 5
Compensation Amount and Schedule 5
Applicant Requirements 5
Compliance and Monitoring 6
Project Implementation Schedule 6
III.PROPOSAL SUBMISSION - 6
Proposal Content 6
Cover letter 6
Project Understanding & Plan for Implementation 7
Qualifications, References and Licenses 8
Project Budget 9
Assumptions regarding City of Durham Actions and Participation 9
Conflict of Interest 9
UBE Participation 9
Submission Instructions 10
Format 10
Keeping Proposals Open 10
IV.EVALUATION CRITERIA - 10
Responsive 10
Responsible 10
Low Cost 10
V.TERMS AND CONDITIONS - 11
Definitions in this RFP 11
Contract 11
Trade Secrets and Confidentiality 11
Bonds 13
Insurance 13
Discretion of the City 14
Candidate to Bear Expense, No Claims against City 15
State Treasurer's Lists 16
Notice Under the Americans with Disabilities Act (ADA) 16
Values of City of Durham 16
2

VI.EXHIBITS - Attached
EXHIBIT A - Neighborhood Preservation Program Plan
EXHIBIT B - Contract Template
EXHIBIT C - Equal Business Opportunity Program Construction Forms
EXHIBIT D - Non-Collusion Form
I. INTRODUCTION AND GENERAL INFORMATION
A. Background
The City of Durham Housing & Neighborhood Services Department's Code Enforcement Division
completes about 7,000 housing inspections each year, including initial inspections, warning
inspections, and re-inspections. Many cases remain unresolved for long periods because
homeowners lack the financial resources to make needed repairs, allowing housing conditions to
worsen over time.
As housing prices, property values, and repair costs continue to rise in Durham, more low-income
homeowners are struggling to maintain safe living conditions. In some cases, repair costs force
homeowners to sell properties they would otherwise keep, contributing to the loss of affordable
housing and the displacement of long-time residents.
To help address these challenges, the City launched the Neighborhood Preservation Program in
2021. The program provides financial assistance for critical home repairs to eligible low-income
homeowners below 80% of the Area Median Income with active Minimum Housing Code violations.
Eligible repairs may include heating and cooling systems, plumbing, roofing, electrical work, flooring,
accessibility improvements, drainage, and other health and safety repairs. Emergency repairs are
prioritized.
B. About the City of Durham
The City of Durham was incorporated in 1869 and is located in central North Carolina.
The City currently occupies a land area of approximately 112 square miles, with a population of
283,000 within the city and a population of 644,367 in the four-county Durham-Chapel Hill
Metropolitan Statistical Area, according to the United States Census Bureau. The City is home to
Duke University, a private research university with approximately 15,000 students, and North
Carolina Central University, a public historically Black university with approximately 8,000 students.
Durham is also the primary location of Research Triangle Park, the largest research park in the
United States. The City of Durham is a council-manager form of government. Under the council-
manager form of government, the city manager is the chief administrative officer of the city. The
manager is appointed by the City Council, as are the City Attorney, the City Clerk, and the Collector
of Revenue. The City Manager's Office is responsible for the management of all city activities and
services, primarily day-to-day functions and long-range planning for the organization. The City
Attorney's Office serves as the legal representative and counsel for the Durham City Council and the
City's departments, boards, offices, commissions, and its officers and employees. The City of
3

Durham has 2,400+ employees. These employees provide varied services, including police, fire, and
emergency medical services; waste collection, street cleaning and snow removal; repair and
installation of water pipes, electric lines and cables; vehicle repair and maintenance; and a range of
administrative tasks. The city is organized into 26 departments.
RFP Process Schedule
The approximate contract schedule is as follows:
Action Month
Issue RFP May 14, 2026
Proposal Submission Due May 20, 2026, at 12:00 pm EST
Vendor Selection Week of May 18
E. Contact Information
Alexis John, Assistant Director
Alexis.John@DurhamNC.Gov
(919)560-4570 ext. 24235
II.DESCRIPTION OF PROJECT
A. Scope of Work
The City is soliciting applications from organizations interested in providing repair services for
eligible, low-income homeowners in Durham including application intake, income eligibility
determination, procuring contractors through a sealed bid process and overseeing the actual
rehabilitation work in each housing unit. The selected Contractor will:
1. Meet with owners to communicate program specifics; collect and review the necessary
supporting documents to determine initial eligibility as part of the initial screening process.
a. If, based on the extent of program eligible repairs, additional financial eligibility
information is required, the selected Contractor will collect any financial and other
necessary information and supporting documents to meet requirements for the
program.
2. Complete the eligibility determination for each client referral within 30 days of receipt of the
City's request. Additionally, protect client confidentiality and maintain secure storage of
4

protected client information.
3. Assess needed repairs, interior and exterior, and provide thorough written and photographic
documentation of conditions found. During the assessment, the Selected Contractor will meet
with the homeowner to determine the owner's concerns and priorities and explain the
limitations of the program.
4. Develop and submit a detailed Assessment/Scope of Work, solicit bids for all repairs and
services described in the Assessment/ Scope of Work and manage the project(s) until
completion.
a. The listing of repairs is to be prioritized based on health and safety as prescribed
by Housing & Neighborhood Services and observed conditions.
B. Compensation Amount and Schedule
The City anticipates making a three-year award totaling approximately $495,000 for the repair activity.
The source of funds is expected to be Dedicated Housing Fund (DHF).
1. Maximum amount of City funds that can be used per home repair is $29,900, this amount is
subject to change at the discretion of the Housing & Neighborhood Services Department over
the term of the contract.
2. No compensation shall be expressly due or implied to be due to any proposer unless and until
an agreement is mutually negotiated between the parties, and thereafter approved by the
Durham City Council or its designee and has been fully executed by all parties. Said agreement
shall dictate the terms upon which any eventual compensation may be earned.
C. Applicant Requirements
1. Eligible applicants include non-profit and for-profit development entities. "Non-profit" means
having a 501(c)(3) tax exemption notice from the IRS.
2. Applicants should have experience with the delivery of repair services and/or to low-
income households, as specified in this RFP.
3. Applicants should have experience with application intake for home repair and/or
rehabilitation, including determination of income eligibility based on HUD Income
Limits Summary.
4. Applicants should submit a signed and notarized cover letter. The letter should state they
have the authority to submit a response to the RFP and they accept all the terms and
conditions in the RFP. This includes the description of services and the provisions of the
contract to be signed.
D. Compliance and Monitoring
Selected Contractor will provide owner and property eligibility documentation, work write up, before
and after photos and any invoices or payment documentation with each invoice submitted. The project
manager will complete unit inspections and verify work completed before payment is made. A
monitoring schedule will be discussed at the contract start-up meeting once the contract is executed.
E. Project Implementation Schedule
Action Month
Anticipated Execution of Contract The week of June 15, 2026
5

Estimated Contract Start Date The week of June 15, 2026
Contract End Date June 30, 2029
PROPOSAL SUBMISSION
A. Proposal Content
1. Cover letter
The proposal should contain a cover letter, signed by a principal of the candidate.
a. The cover letter should contain the following statement:
The undersigned, whose title and position with the candidate are stated next
to or beneath his or her signature, has the authority to submit this proposal
(including this cover letter) on behalf of the candidate in response to the City
of Durham's Request for Proposals.
Unless otherwise clearly stated in this response to the RFP, our proposal
accepts the terms and conditions stated in the RFP, including the description
of services to be performed and the provisions of the contract to be signed.
b. The cover letter should contain one of the following two paragraphs A or B. If (i) the
cover letter lacks paragraph A and paragraph B, or (ii) the cover letter contains
paragraph A but fails to comply with the instructions in the section of the RFP titled
"Trade Secrets and Confidentiality," the City may treat everything it receives from the
candidate as NOT trade secret or confidential, and the City may disclose to the public
everything it receives from the candidate.
A.With respect to all trade secrets that the candidate may submit to the City
in connection with this proposal or the contract, if the contract is awarded to
the candidate, the candidate shall comply with the section of the RFP titled
"Trade Secrets and Confidentiality," including all of its subsections, including
the subsection titled "Defense of City." The candidate acknowledges that the
City will rely on the preceding sentence.
-or-
B.The candidate is not submitting any trade secrets to the City in connection
with this proposal or the contract; if the contract is awarded to the candidate,
the candidate will not submit any trade secrets to the City in connection with
this proposal or the contract. The candidate acknowledges that the City will
rely on the preceding sentence.
c. Legal Status of the Candidate and Signers
State the full, exact name of the candidate. State whether the candidate is an
individual, corporation, limited partnership, general partnership, limited liability
company, professional corporation, professional association, etc.
6

i. If it is anything other than an individual or a general partnership,
specify the State under which the entity is organized. If the State under
which the entity is organized is not North Carolina, specify whether the
candidate has received a Certificate of Authority from the N.C.
Secretary of State to transact business in North Carolina.
ii. State whether the entity is in existence at the time the proposal is
submitted, and if not, whether and when the candidate intends to
officially form the entity.
iii. State the names and titles of the individuals who will sign the contract
with the City.
iv. Also include the Legal name and address, and the contact information
(name, mailing address, email address, fax number, and telephone
number) of the person whom the City should contact regarding the
proposal.
2. Project Understanding & Plans for Implementation
a. Statement of Interest -expressing interest in providing the requested professional
services, acknowledgment of the individual or firm's eligibility to perform such
services (including all subconsultants), a statement citing any potential conflicts of
interest, and contact information including an email address for the primary point of
contact.
b. Statement of Project Approach - The overall approach to the project, scope of work,
project schedule, and project management.
3. Qualifications, References and Licenses
a. This part should include the Applicant's experience on similar projects and include
references and how to contact them.
b. Provide a brief history including how long the candidate has been in business
providing repair services.
c. Provide a personnel roster that identifies each person who will work on the
contract and provide the following information about each person listed:
i. Title,
ii. Resume
iii. Itemize the total cost and the number of estimated hours for each
individual named above.
iv. Current licenses that are pertinent to this project. Provide a copy of the
NC General Contractor's License.
The City may reject proposals from any candidate that does not hold licenses required by
N.C. laws to perform the contemplated work. If a N.C. license or other approval by a N.C.
State agency is required to perform the work and a candidate lacks such a license when it
submits its proposal, the City may consider that circumstance in making the award.
d. Subcontractors may be used to perform work under this contract. If a candidate
intends to use subcontractors, the candidate must identify in their proposal the
names of the subcontractors and the portions of the work the subcontractors will
perform.
i. If a proposal with subcontractors is selected, the candidate must
7

provide the following information concerning each prospective
subcontractor within five working days from the date of the City's
request:
* Complete name of the subcontractor
* Complete address of the subcontractor
* Type of work the subcontractor will be performing
* Percentage of work the subcontractor will be providing
* Evidence, as set out in the relevant section of this RFP, that
the subcontractor holds a valid business license
* A written Statement, signed by each proposed sub-
contractor that clearly verifies that the subcontractor is
committed to render the services required by the contract.
* A candidate's failure to provide this information within the
time set may cause the City to consider their proposal non-
responsive and reject the proposal.
i. The substitution of one subcontractor for another may be made only
at the discretion of and with prior written approval from the Director
of the Housing & Neighborhood Services Department.
4. Project Budget
Estimate or cost range for completing the project, broken down into key tasks/deliverables,
including:
a. A schedule of hourly rates (including overhead and profit) for personnel
b. Estimates for travel and other reimbursable expenses
c. Detailed and itemized project budget with a guaranteed maximum fixed price for
all services provided. Total budget should, at a minimum, be broken down by
work phase, work product, and sub-consultant (if applicable). The consultant's
charge for reimbursable expenses should be included.
5. Assumptions regarding City of Durham Actions and Participation
If your proposal assumes that the City will take certain actions, provide facilities, or do
anything else, you should state these assumptions explicitly.
6. Conflict of Interest
If the candidate has any grounds to believe there could be a conflict of interest, such as that a
City employee who is involved in awarding the contract has a connection with the candidate,
please explain.
7. UBE Participation
a. It is the policy of the City to provide equal opportunities for City contracting for
underutilized firms owned by minorities and women doing business in the City's Contracting
Marketplace. It is further the policy of the City to prohibit discrimination against any firm in
pursuit of these opportunities, to conduct its contracting activities so as to prevent such
discrimination, to correct present effects of past discrimination, and to resolve complaints
of discrimination. This policy applies to all professional services categories.
8

b. In accordance with the UBE Ordinance, all candidates are required to provide the
Participation Documentation. Proposals that do not contain the Participation
Documentation form may be deemed non-responsive and ineligible for consideration. The
Letter of Intent to Perform as a Sub-Consultant form included with the EXHIBIT C - Equal
Business Opportunity Program Construction Services Forms should be completed only if an
UBE firm will be utilized. These forms must be submitted with the proposal. The "UBE Goals
Not Met/Documentation of Good Faith Efforts" form and the "Post Proposal Submission
Deviation" form are not applicable at this time.
c. The Finance Department's Division of Underutilized Business Compliances responsible for
the Equal Business Opportunity Program. All questions about Professional Services Forms
should be referred to department staff at (919) 560-4180.
See the statement with this RFP in Exhibit A for UBE participation information and instructions
on which UBE forms to fill in and return. For assistance, call the City's Division of Underutilized
Business Compliance in the Department of Finance at (919) 560-4180.
You can print out the UBE forms that are in the RFP and fill them in. Here's another option:
after you have read the UBE material in this RFP to learn which UBE forms to fill in, you may, if
you like, go to the Contracts & Compliance Division's webpage to find versions that you can fill in
online, print out, and submit.
B. Submission Instructions
All proposals must be submitted via Housingandneighborhoodservices@durhamnc.gov no later
than 12:00pm EST on May 20, 2026.
The proposal should be titled as follows:
City of Durham
Housing and Neighborhood Services Department
RE: RFP - Neighborhood Preservation Program
1. Format The RFP cover letter must be signed by an officer who is authorized to bind the
candidate contractually. Also, the name and title of the individual who signs the proposal
should be typed immediately below the signature.
2. Keeping Proposals Open All proposals will remain open and valid for the City to accept for
a period of 120 days after the deadline for submission of proposals. The Project Manager
may release candidates from this obligation by a written letter that specifically refers to this
paragraph if he or she determines that the candidate and/or the proposal will not meet the
City's needs.
EVALUATION CRITERIA
If an award is made, it shall be awarded to the lowest responsible, responsive bidder, taking into
consideration quality, performance, and the time specified in the bids for the performance of the
contract.
9

Evaluation of proposals shall include the extent to which the proposal is:
1. RESPONSIVE - Clear compliance with all legal requirements, specifications, budgets,
and deadlines associated with the solicitation; and
2. RESPONSIBLE - Quality, conformity to scope, and completeness of proposed
deliverables; relevance of experience; evidenced capacity; skill, judgment, integrity;
absence of conflicts of interest; and
3. LOWEST COST - Lowest proposed cost for services that is adequate to provide the
quantity and quality of work specified, which is less than or equal to the specified not-
to-exceed budget, and is consistent with competitive market rates for like services in
the local marketplace.
TERMS AND GENERAL CONDITIONS
A. Definitions in this RFP
Unless the context indicates otherwise - (a) the expressions "RFP," "this RFP," and "the RFP" refer to
this document as it may be amended or updated. (b) "City" and "city" mean the City of Durham. (c)
The "proposal" or "Bid" is the response of a person, firm, or corporation proposing to provide the
services sought by this RFP. (d) The word "Candidate" or "candidate" is the person, firm, or
corporation that submits a proposal or that is considering submitting a proposal. (e) The word
"Contractor" or "contractor" is the person, firm, or corporation with which the City enters into a
contract to provide the services sought by this RFP. That is, "contractor" generally refers to a
successful candidate that has obtained a fully executed contract with the City, while "candidate" is
generally reserved to the stage before a contract has been signed. (f) The word "should" is used to
tell candidates what the City thinks it wants and/or what the project manager thinks is best.
Candidates that want to increase the likelihood of being selected will, in general, do what the RFP
says candidates "should" do, but failure to comply with all "should" will not necessarily and
automatically result in rejection.
B. Contract
The City anticipates that the conclusion of the RFP process will be a contract between the City and the
successful candidates under which the successful candidate will provide the goods and services
generally described in this RFP. It is the City's intention to use the contract that is attached as EXHIBIT B
-Contract Template modified and filled in to reflect the RFP. If a candidate objects to any section of the
contract, it should state the objections in its proposal. The terms identified within the attached template
are subject to change.
C. Trade Secrets and Confidentiality
As a general rule, all submissions to the City are available to any member of the public. However, if
materials qualify as provided in this section, the City will take reasonable steps to keep trade secrets
confidential.
Definitions.
10