Housing Rehab Assessments – FY26 Housing Repair Program & Urgent Repair Program

Housing & Community Development
Request for Proposal #: 320-060426FD
Housing Rehab Assessments - FY26 Housing Repair Program &
Urgent Repair Program
Date of Issue: 04/13/2026
Proposal Due Date: 04/23/2026
at 02:00 P.M. ET
Direct all inquiries concerning this RFP to:
Fantashia Dickens, Purchasing Associate III
Email: Fantashia.Dickens@rockymountnc.gov
Phone: 252-972-1242

Request for Proposal # 320-060426FD
______________________________________________________
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 Proposal.
Failure to do so may subject your Proposal to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Vendor Name
"All Proposals 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 Department
Refer ALL Inquiries regarding this RFP to: Request for Proposal # 320-060426FD
Fantashia Dickens Proposals will be publicly opened: 04/23/2026
Purchasing Associate III
Contract Type: Service
EXECUTION
In compliance with this Request for Quote, 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 quoted, at the prices set opposite each item within the time specified
herein. By executing this quote, the undersigned Vendor certifies that this quote 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 quote, 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 City department. 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 RFQ, 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 any response in
this quote, you attest, 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. Do you have a financial interest or tangible personal
benefit with a city of Rocky Mount employee, officer, or agent? ____ Yes ____ No If yes note the employee, officer, or
agent; department; and the perceived or actual conflict of interest.
_______________________________________________________________
Failure to execute/sign quote prior to submittal shall render quote invalid and it WILL BE REJECTED. Late
quotes cannot be accepted.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #11):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
Offer valid for at least 60 days from date of quote opening, unless otherwise stated here: ______ days.
ACCEPTANCE OF PROPOSAL
If any or all parts of this quote are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount
shall affix his/her signature hereto and this document and all provisions of this Request for Quote along with the Vendor
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).

Proposal Number: 320-060426FD 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 AUTHORIZED SIGNATURE REQUIREMENT ......................................................................... 8
2.7 PROPOSAL CONTENTS ........................................................................................................ 8
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 9
3.1 METHOD OF AWARD ............................................................................................................. 9
3.2 PROCUREMENT DEFENSIBILITY & COMPLIANCE ........................................................... 10
3.3 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 12
3.4 INTERPRETATION OF TERMS AND PHRASES .................................................................. 12
4.0 REQUIREMENTS ................................................................................................................... 12
4.1 CONTRACT TERM ................................................................................................................ 13
4.2 PRICING ................................................................................................................................ 13
4.3 INVOICES .............................................................................................................................. 13
4.4 MINORITY BUSINESS PARTICIPATION .............................................................................. 14
4.5 VENDOR EXPERIENCE ........................................................................................................ 14
4.6 REFERENCES ...................................................................................................................... 14
4.7 BACKGROUND CHECK ....................................................................................................... 14
4.8 PERSONNEL ......................................................................................................................... 15
4.9 VENDOR'S REPRESENTATIONS ........................................................................................ 15
5.0 SCOPE OF WORK ................................................................................................................. 15
5.1 GENERAL SPECIFICATIONS ............................................................................................... 15
5.2 PROJECT ORGANIZATION .................................................................................................. 17
5.3 ACCEPTANCE OF WORK .................................................................................................... 17
5.4 TRANSITION ASSISTANCE ................................................................................................. 17
CONTRACT ADMINISTRATION ........................................................................................................ 18
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Proposal Number: 320-060426FD Vendor: __________________________________________
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 18
6.2 DISPUTE RESOLUTION ....................................................................................................... 18
6.3 CONTRACT CHANGES ........................................................................................................ 18
6.4 CITY'S RIGHTS AND OPTIONS ........................................................................................... 18
ATTACHMENT A: PRICING ............................................................................................................. 19
ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS ..................................... 20
ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION ...................................................... 20
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Proposal Number: 320-060426FD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The City of Rocky Mount, Department of Housing and Community Development, is seeking to establish a contract with
a qualified firm experienced in residential rehabilitation and building inspection services. The selected contractor will be
responsible for performing comprehensive rehabilitation needs assessments, preparing detailed written construction
estimates (including quantities and required materials), and providing ongoing project monitoring for homes participating
in the City's Housing Repair Program.
This program is designed to assist eligible homeowners with necessary repairs to improve housing conditions, ensure
compliance with applicable building codes, and promote safe and sustainable neighborhoods. The contracted firm will
work closely with City staff to ensure that all rehabilitation activities are conducted in accordance with program guidelines,
funding requirements, and applicable federal, state, and local regulations.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
Program Information
The mission of the Housing and Community Development Department is to boost housing supply, improve housing
choice, advance housing affordability, and restore vibrancy to all Rocky Mount neighborhoods. This project is supported
through the Biennium Appropriation of the North Carolina General Assembly State Grant.
Housing Repair Program:
Also, the City of Rocky Mount is offering a grant for up to $20,000 for homeowners to have eligible repairs to their homes
that are at least forty (40) years old.
Eligible repairs include energy efficiency improvements (i.e., replacement windows and doors), system upgrades (i.e.,
plumbing, electrical, and HVAC), roof repair and/or replacement, water heater replacement, lead, mold, or asbestos
abatement, and accessibility features for entering and exiting the home. The Housing Repair Program is funded by the
state grant allocation.
Urgent Repair Program:
The City of Rocky Mount is offering up to $20,000 in funding to assist with the rehabilitation of deteriorated homes that
are owned and occupied by very low-income households. The goals of the Urgent Repair Program are:
* To alleviate housing conditions that pose an imminent threat to the life or safety of very low-income homeowners
with special needs; and
* To provide accessibility modifications and other repairs necessary to prevent displacement of very low-income
homeowners with special needs, such as the frail elderly and persons with disabilities
Eligible repairs include the flooring system, system upgrades (i.e., plumbing, electrical, and HVAC), roof repair and/or
replacement, lead, mold, or asbestos abatement, and accessibility features for entering and exiting the home.
The North Carolina Housing Trust Fund and state grant allocations fund the Urgent Repair Program.
The City plans to complete up to 24 homes.
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.
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Proposal Number: 320-060426FD Vendor: __________________________________________
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 2.4 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.
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 Monday, April 13, 2026
Submit Written Questions Vendor Thursday, April 16, 2026
Provide Responses to Questions City Friday, April 17, 2026
Submit Proposals Vendor Thursday, April 23, 2026, at 2 P.M.
Contract Award City TBD
2.4 PROPOSAL QUESTIONS
Purpose: 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.
Instructions: Written questions shall be emailed to fantashia.dickens@rockymountnc.gov by the date and time
specified above. Vendors should enter "RFP # 320-060426FD: 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 on the City of Rocky Mount Purchasing webpage
https://www.rockymountnc.gov/Proposals.aspx, and/or the North Carolina Electronic Vendor Portal (eVP),
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
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Proposal Number: 320-060426FD Vendor: __________________________________________
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 Proposals, 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 by a city employee.
Mailing address for delivery of proposal Office Address of delivery by any other method
via US Postal Service (special delivery, overnight, or any other carrier).
PROPOSAL NUMBER: 320-060426FD PROPOSAL NUMBER: 320-060426FD
Attn: Fantashia Dickens Attn: Fantashia Dickens
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, telephone, or email in response to this RFP shall NOT be accepted.
a) Submit one (1) signed, original executed proposal response, one [1] photocopy to the address identified in the
table above.
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 in the table above. If Vendor is submitting 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.
Proposal Opening:
Proposals will be opened and read aloud at the Frederick E. Turnage Administrative Services Complex, 331 South
Franklin Street, Rocky Mount, North Carolina 27804, on the date and time specified on the cover sheet and RFP
schedule.
2.6 AUTHORIZED SIGNATURE REQUIREMENT
All proposals, proposals, or other offers must be signed by an individual authorized to bind the firm contractually. The
City reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution,
operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request may
result in disqualification of the offer or rejection of the executed contract.
2.7 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
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Proposal Number: 320-060426FD Vendor: __________________________________________
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 TERMS AND CONDITIONS
f) Completed and signed version of ATTACHMENT C: CERTIFICATION OF FINANCIAL CONDITION
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
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
This Request for Proposals (RFP) is issued pursuant to the authority granted under North Carolina General Statutes,
including but not limited to G.S. 143-129, G.S. 143-48, and applicable provisions governing the procurement of
professional and technical services by local governments. This solicitation is conducted in accordance with the City of
Rocky Mount Procurement Policy and applicable North Carolina Housing Finance Agency (NCHFA) program
requirements.
Award of a Contract, if any, shall be made to the responsible Vendor whose proposal is determined to be the most
advantageous to the City, taking into consideration the evaluation criteria set forth in this RFP. Evaluation factors may
include, but are not limited to, the Vendor's qualifications, experience, technical approach, demonstrated understanding
of applicable housing programs, past performance, and cost.
The City may conduct evaluations, request clarifications, and engage in discussions or negotiations with one or more
Vendors determined to be reasonably susceptible of being selected for award. The City is not required to award a
Contract to the Vendor submitting the lowest-priced proposal.
The City intends to award a Contract to a single Vendor; however, the City reserves the right, in its sole discretion and
if deemed to be in the City's best interest and consistent with program requirements, to:
* Make no award;
* Make multiple awards;
* Make partial awards;
* Cancel this RFP in whole or in part; or
* Re-solicit the Services.
The award is subject to the availability of funding and final approval by the City and any required oversight agencies.
All awards shall comply with applicable NCHFA guidelines, state funding requirements, and City policies.
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Proposal Number: 320-060426FD Vendor: __________________________________________
Criteria Description Max
Points
Technical Approach & Understanding Demonstrated understanding of the Housing Repair 25
of Program Requirements Program and Urgent Repair Program requirements;
clarity, completeness, and feasibility of the proposed
methodology for inspections, cost estimates,
documentation, and project monitoring.
Experience & Qualifications of Firm Relevant experience performing housing rehabilitation 25
and Personnel assessments, construction cost estimating, and
project monitoring for state- or federally-funded
housing programs (including NCHFA, URP, CDBG, or
similar). Qualifications of key personnel assigned to
the project.
Past Performance & References Quality of past performance on similar projects, 25
timeliness, compliance with program requirements,
responsiveness, and references from local
governments or housing agencies.
Pricing & Cost Reasonableness Reasonableness, completeness, and competitiveness 20
of proposed pricing in relation to the scope of services
and program cost limitations.
MWBE/ Section 3 Participation & Participation by MWBE and/or Section 3 businesses 5
Compliance or documented good-faith efforts where participation
is not feasible.
The City reserves the right to request clarifications of proposals; however, proposals must be complete upon submission.
Pricing may not be revised after the proposal's due date. Award will be made to the responsible Vendor whose proposal
is determined to be the most advantageous to the City based on the evaluation criteria above.
Local Preference Policy. The only exception to the lowest responsive, responsible Proposer method of award will be
the local preference policy. The preference will allow an Eligible Local Proposer to match the price and terms of the
lowest responsible, responsive Proposer who is a Non-Local Vender, if the Eligible Local Proposer's price is within five
percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Proposer'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/583/Proposalders-
Certification-for-Local-Preference-Application-PDF
3.2 PROCUREMENT DEFENSIBILITY & COMPLIANCE
This Request for Proposals (RFP) is issued by the City of Rocky Mount for the procurement of professional services
related to housing rehabilitation assessment, construction cost estimation, and project monitoring for programs funded
in whole or in part by North Carolina Housing Finance Agency (NCHFA) allocations, including the Housing Repair
Program.
Procurement Authority
This RFP is conducted in accordance with:
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