Request for Proposals-Rental Assistance Program Administration and Case Management Services

TOWN OF TRURO
24 Town Hall Road, P.O. Box 2030 Truro, MA 02666
REQUEST FOR PROPOSALS
FOR
Program Administration and Case Management Services
For
Truro Rental Assistance Program (TRAP)
NOTE: The Town of Truro publishes its solicitations, attachments and addenda online. These are
available for viewing and download at the following address:
https://www.truro-ma.gov/Bids.aspx

TOWN OF TRURO
P.O. Box 2030, Truro, MA 02666
Tel: 508-349-7004 Fax: 508-349-5505
Notice of Request for Proposals
To Provide the Following Professional Services:
Program Administration and Case Management for Truro Rental Assistance Program (TRAP)
September 17, 2026
The Town of Truro is seeking qualified vendors to submit proposals to provide ongoing
administration and case management services for the Town of Truro Rental Assistance Program
(TRAP), in accordance with the specifications set forth within the Request for Proposals (RFP)
document.
This Request for Proposals (RFP) has been issued pursuant to Massachusetts General Law
Chapter 30B Section 6, Uniform Procurement Act, and all stages of the selection process will be
governed by that Act. The RFP and related information may be obtained beginning September
17, 2026, by going to our bid and proposals website at https://www.truro-ma.gov/Bids.aspx
or by contacting the Administration Office at Truro Town Hall, 24 Town Hall Road, Truro, MA.
02666 at 508-349-7004.
Responses to this RFP require separate Technical Proposals and Price Proposals, each submitted
in separate, sealed envelopes. Failure to comply with this and other submission requirements
described herein may result in a Proposal being considered nonresponsive.
Proposals as described within should be submitted to Katie Halvorsen, Housing Coordinator,
Town of Truro, 24 Town Hall Road, P.O. Box 2030, Truro, MA 02666, no later than 2:00 p.m
October 8, 2026. Late proposals will not be accepted.
The Town of Truro reserves the right to reject any or all proposals which are not responsible
and/or responsive, in whole or in part, as deemed in the best interest of the Town, in accordance
with Massachusetts General Laws.

1.0 Introduction
1.1 Purpose
The Town of Truro is soliciting responses from interested parties to provide administration and
case management services for the Rental Assistance program. This solicitation is being
conducted in accordance with the provisions of Massachusetts General Laws Chapter 30B.
1.2 Decision to Use RFP Process
Pursuant to G.L. c. 30B 6(a), the Town's Chief Procurement Office has determined that the
services required to successfully administer the Rental Assistance Program require a
combination of administrative capacity and professional and technical expertise. Accordingly,
the Chief Procurement Officer has determined that an RFP process will be most advantageous to
the Town. The RFP process will enable the Town to provide high ratings to a proposer whose
key project personnel have extensive experience providing similar services to other
municipalities.
The Town Administrator reserves the right to award a contract, if at all, to the proposer
determined to best fulfill the goals and objectives of the Town.
1.3 Anticipated Schedule for Procurement of Services
RFP Issued:.......................................................................September 16, 2026
Proposals Due:................................................................................October 8, 2026
Proposals Opened:...............................................................October 8, 2026
Evaluation of Technical Proposals:........................Week of October 12, 2026
NOTE: The Town reserves the right to extend this period as needed.
Selection of Proposal and Notice of Award:..............................Week of October 26, 2026
2. Technical Scope of Services
The selected administering agency shall manage and implement the Rental Assistance Program
on behalf of the Town of Truro. The administering agency shall be responsible for program
administration, eligibility verification, financial management, case management, reporting, and
compliance with all applicable program requirements.
3. Contract Term
After selection of the most advantageous Proposal, as determined through the process described
below, a written contract shall be executed by the successful Respondent and the Town. The
Town anticipates a start date no later than November 1, 2026, for a term of one (1) year, with the
option, at the Town's sole discretion, to renew two (2) additional years.

4. Changes to the RFP (Addenda)
If it becomes necessary to revise any part of this RFP or otherwise provide additional
information, an addendum to the RFP will be issued. Respondents who have requested and
received a copy of the RFP will be notified of such addenda by email. The addenda will also be
posted on the Town website. Please check the Town website for addenda before submitting a
Proposal to the Town. In their submitted Proposals, Respondents shall acknowledge receipt of all
addenda issued.
5. Questions
Questions and/or requests for clarification must be submitted in writing via email to the Housing
Coordinator at kchalvorsen@truro-ma.gov. All responses to such questions or requests (together
with the questions/requests themselves) will be posted on the Town's website as addendum to the
RFP and will be incorporated into the RFP. Respondents who have requested and received a
copy of the RFP will be notified of such addenda by email. Please check the Town website for
addenda before submitting a Proposal to the Town.
6. Responsive Proposals
A responsive proposal is one that has been properly and timely submitted; meets all quality
requirements (minimum criteria) identified below; contains all required attachments and consists
of a separately sealed Technical Proposal and a separately sealed Price Proposal meeting the
Submission Requirements below. Any Proposal which fails to include any material information
or documentation specified in the Submission Requirements is non-responsive and will be
rejected.
All Proposals shall remain valid for a minimum period of 90 days following the date Proposals
are due (January 6, 2027). This provision shall be specifically referenced within a submitted
Proposal.
7. Submission Requirements
A. Technical Proposal
Consists of all materials responsive to the RFP other than price. One (1) original and three (3)
copies of the Technical Proposal shall be submitted in a sealed envelope which is marked:
"Technical Proposal -Truro Rental Assistant Program" submitted by [name of Respondent]. The
Technical Proposal must not contain any reference to price. The Technical Proposal must include
the Contents specified in Section 18 below.
B. Price Proposal
One (1) original and three (3) copies of a Price Proposal shall be submitted in a sealed envelope
which is marked: "Price Proposal-Truro Rental Assistance Program" submitted by [name of
Respondent]." The Price Proposal must contain a fee schedule identifying the proposed cost for
the one-year term of the contract (see Scope of Services, Appendix A), with the option to renew

for two (2) additional years at the Town's sole discretion, that includes any and all fee's to be
paid to the vendor by the Town. The Town will calculate the total price of the proposal as the
sum of the three years. Vendors shall provide:
Year 1 Price
Year 2 Price
Year 3 Price
Total of all 3 years
C. Delivery Address
Proposals shall be delivered or mailed to the following address:
Katie Halvorsen, Housing Coordinator, Town of Truro
24 Town Hall Road, P.O. Box 2030 Truro, MA 02666
All proposals must be received no later than 2:00 p.m., local time, on October 8, 2026. It is the
responsibility of the Respondent to ensure that the Technical and Price Proposals are received at
the proper location prior to the stated deadline. Respondents should plan accordingly for timely
delivery. Faxed proposals will not be accepted.
10. Town's Reservation of Rights
The Town of Truro reserves the right to cancel this RFP, or to reject all proposals, should such
action be in the best interest of the Town.
The Town reserves the right to waive any mistakes or informalities in the proposals received and
may request supplementary information from any Respondent if it is determined that the granting
of such waiver or the receipt of such additional information would be in the best interest of the
Town.
11. Proposal Corrections and Withdrawals
Following submission of a Proposal, but prior to the opening of Proposals, a Respondent may
correct or modify a proposal (technical or price) through written submission. Such written
submission shall be in sealed envelope(s), clearly marked to indicate contents, with the name and
address of the Respondent. No Proposal may be amended so as to prejudice fair competition or
the Town of Truro. A request for withdrawal must be in writing.
12. Opening of Proposals
Technical Proposals will be opened on the date and time specified above and a register of
proposals will be created including the name of each Respondent and the number of proposed
modifications submitted by each Respondent. Technical Proposals will be opened in the presence
of one or more witnesses (not publicly) and their contents will not be disclosed to the public or
competing Respondents until the evaluation process is complete. The register of Proposals will
be available for public inspection.

13. Evaluation of Technical Proposals
The evaluation of Technical Proposals will be conducted by an Evaluation Committee. The
judgment of the evaluators will be based upon the evaluation criteria set forth in this RFP.
14. Rule for Award
Any contract resulting from this RFP shall be awarded to the responsive and responsible
Respondent offering the most advantageous proposal, taking into consideration all evaluation
criteria and proposal prices. As used herein, the terms "responsive" and "responsible" shall have
the meanings given to such terms under G.L. c. 30B, s.2.
Any proposals containing a price that is abnormally low or high, as determined by the Town,
may be rejected as not responsible.
15. Proposal Acceptance and Execution of Contract
The Town will provide notice of acceptance of the successful Proposal by award letter, which
shall include a contract between the Town and the Respondent. This RFP, and the successful
Proposal shall be incorporated into the final contract document. The Respondent shall deliver the
contract duly signed and properly executed within ten (10) calendar days of receipt of the notice
of acceptance. If the successful Respondent fails to execute the contract within such period, or
within such period as extended by mutual agreement, the Town may accept another proposal.
A sample contract form is provided in Appendix B. The Town reserves the right to amend this
contract form for execution of a contract with the selected Respondent.
Insurance
The selected Respondent will be required to obtain and maintain, at its own expense, general
liability insurance in connection with any operations included in the contract and shall have the
Town of Truro listed as an additional insured on such policies.
Workers' compensation insurance, in accordance with the requirements of Massachusetts law,
will also be required if applicable. Insurance coverage and limits are included as part of the
Town of Truro contract terms and conditions.
Indemnification
The selected Respondent will be required to indemnify, defend, and hold harmless the Town of
Truro, all of the Town officers, agents and employees from and against all suits and claims of
liability of every name and nature, including attorney's fees and costs of defending any action or

claim, for or on account of any claim, loss, liability or injuries to persons or damage to property
of the Town or any person, firm, corporation or association arising out of or resulting from any
act, omission, or negligence of the Respondent, subcontractors and their agents or employees in
the performance of the work covered by this Contract and/or their failure to comply with terms
and conditions of this Contract. The foregoing provisions shall not be deemed to be released,
waived or modified in any respect by reason of any surety or insurance provided by the
Respondent under contract with the Town.
16. Public Records
All Proposals submitted in response to this RFP are, following completion of the selection
process, subject to disclosure under the Massachusetts Public Records Law, G.L. c. 66, s. 10 and
c. 4, s. 7, subsection 26. All reports and materials prepared by the Selected Respondent will be
public information and shall not be copyrighted.
17. Compliance
In submitting a Proposal, a Respondent agrees that if selected, the Respondent will comply with
all applicable federal, state and local laws in its performance of a contract with the Town of
Truro.
18. Contents of Technical and Price Proposals
A. Contents of Technical Proposals
Technical Proposals must provide the information necessary to demonstrate satisfaction of the
Minimum Criteria set forth below, and the information necessary for assessment of the Proposal
under the Evaluation Criteria set forth below. Technical Proposals should conform to the
following format:
Cover letter: indicating the Respondent's interest and ability to complete the Scope of Services
contained in this RFP. The cover letter should also:
* Acknowledge all addenda issued
* Be signed by a duly authorized representative of the Respondent
Profile Information: a written description of the Respondent's company and services offered. If
the Respondent is a team, a description of the relevant services provided by each company. The
Profile should include:
* Complete legal name of company and all contact information
* Principal place of business and any local offices

* Number of years in business and services offered
* Representative clients and description of engagements completed over the past five years
* Description of engagements completed or in progress similar to the one described in this
RFP
Personnel and Statement of Qualifications: identify and describe the qualifications of the key
personnel who will be responsible for providing services to the Town under this contract. This
should include, for each such person:
* Identification of the person or key person(s) who will be responsible for providing
services to the Town under this contract
* Description of specific credentials and experience of person(s) identified
* Number of years of experience providing the notes services/experience
* Specifically identify and describe the key person(s) experience providing services similar
to those described in this RFP.
Resumes or Curriculum Vitae (CV) may be included.
Time Frame and Work Plan: Please submit a work plan detailing the order of tasks and their
anticipated timeline of completion. Specific components to be addressed concerning critical
dates include but are not limited to:
* Project Start Up: implementation of services described in the Scope of Services
* Approach to maintaining program enrollment
* Approach to Tracking and presenting program outcomes and metrics
Additional, Value-Added Services: This section should describe any additional, value-added
services in addition to the requested scope of services that are planned to be provided as a result
of the above approach and work plans. There is no requirement to provide additional services,
however, to the extent a respondent has the capability to provide additional services in the course
of completing their work it could help to differentiate the respondent and to improve the overall
evaluation ranking of its Technical Proposal.
References: Provide a list of all clients to whom the Respondent has provided services similar to
those identified in this RFP since January 1, 2021, including name, contact information, and type
of engagement.
Certifications: Please complete and sign
Certificate of Non-Collusion
Certificate of Authority (corporation or LLC)
Certificate of Tax Compliance

B. Contents of Price Proposal
Price Proposals must be submitted in a properly identified separately sealed envelope. The Price
Proposal must contain a fee schedule identifying the proposed cost for (see Scope of Services,
Appendix A). Proposals should identify a single price that will apply to the first year of the three-
year contract with the optional second and third-year renewal. The Town will calculate the total
price of the proposal as the sum of the three years.
19. Evaluation Criteria
A. Minimum Criteria
Proposals must demonstrate satisfaction of all Minimum Criteria below. Proposals that do not
demonstrate such satisfaction will not be further considered.
* Respondent must be an established business (corporation, partnership, firm, or other form
of organization) that normally furnishes the services described in this RFP as part of its
principal operations, or a team comprised of the same.
* The Respondent must have a minimum of five (5) years' experience in providing similar
services to other municipalities.
* The lead person in charge of this engagement must have provided similar services to at
least three (3) other municipalities since January 1, 2021.
* The Respondent must have an office located in Barnstable County, Massachusetts.
B. Evaluation Criteria
Proposals that meet or exceed the Minimum Evaluation Criteria above will be evaluated and
rated based on the following evaluation criteria. To the extent that a criterion is based on the
evaluations of a Respondents plan, the Respondent shall provide a plan that will allow for
meaningful evaluation of that plan. Technical Proposals should be fully responsive to all criteria
that evaluate plans for specific elements of the RFP. The Town reserves the right to request
additional supporting documentation to verify any information provided by the respondent.
Ratings of Highly Advantageous (HA); Advantageous (A); Not Advantageous (NA); or
Unacceptable (U), will be given to each of the criteria below for each Proposal. A composite
rating will then be determined. A composite rating of Highly Advantageous or Advantageous
may be assigned only if a proposal has received at least one such rating among the criteria listed
below.
An "Unacceptable" rating with respect to any of the criteria below may eliminate a Proposal
from further consideration.

The following criteria will be used in the evaluation of responses:
1. The overall experience of the agency or company submitting the Proposal
Highly Advantageous Organization has more than 10 years' of relevant experience in providing Rental
Assistance Program administration services and case management services for
similar programs to municipalities
Advantageous Organization has between 7-10 years' of relevant experience in providing Rental
Assistance Program administration services and case management services for
similar programs to municipalities
Not Advantageous Organization has less than 5-7 years' of relevant experience in providing Rental
Assistance Program administration and case management services for similar
programs to municipalities
Unacceptable Organization has less than 5 years' of relevant experience in providing Rental
Assistance Program administration and case management services for similar
programs to municipalities
.
2. Staffing plan, qualifications and experience of key personnel
Highly Advantageous Provides a clear staffing plan including detailed resumes
demonstrating highly experienced staff with success in similar roles
Advantageous Provides a staffing plan that identifies key personnel and resumes
demonstrating adequate experience with general experience in similar
roles.
Not Advantageous Staffing plan is unclear, incomplete or lacks detail. Key personnel
have limited relevant experience.
Unacceptable No staffing plan/resumes are provided. Key personnel are not
identified or are lacking in relevant experience.
3. Program Administration
Highly Advantageous Clear, detailed and well-organized administrative approach including systems
for tracking application, payments and reporting.
Advantageous Clear administrative approach with reasonable detail, functional systems for
tracking applications, payments and reporting.
Not Advantageous Administrative approach lacks detail or clarity in key issues
Unacceptable No clear systems for tracking, payments or reporting