Request for Proposals (RFP) - CDBG First Time Homebuyer Assistance Program

Location:	Pennsylvania
Posted:	Sep 12, 2025
Due:	Oct 30, 2025
Agency:	Township of Upper Darby
Type of Government:	State & Local
Category:	G - Social Services R - Professional, Administrative and Management Support Services
Solicitation No:	2025-09
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS (RFP)

FIRST TIME HOMEBUYER ASSISTANCE

PROGRAM

SCHEDULE OF KEY ACTION DATES

1. RFP Issue Date: S e p t e m b e r 1 2 , 2 0 2 5

2. Questions & Inquiries Due Date: S e p t e m b e r 1 9 , 2 0 2 5

Written questions must be sent via email: cdbgbidding@upperdarby.org No questions will be

accepted by phone inquiries.

3. FAQ published by Upper Darby Township:

Upper Darby Township will publish lists of questions and answers received September 25, 2025.

4. Response Submission Date: Delivered and received no later than:

September 30, 2025

The sealed package must be sent electronically to cdbdgbidding@upperdarby.org

5. Anticipated Contract Start-Up Date: N o v e m b e r 1 , 2 0 2 5

OVERVIEW

Upper Darby Township is seeking submittals from qualified organizations to administer the First Time Homebuyer

Assistance Program. The goal of the program is to provide financial assistance to first-time homebuyers to purchase

a home and help create a wealth building opportunity for income eligible applicants.

Any organization interested in applying to provide services under this contract must meet the requirements

specified in this Request for Proposals (RFP). Respondents must have qualified staff on hand for this contract and

be ready to begin work on the anticipated contract start-up date of 11/1/2025. The program will be administered

in accordance with Upper Darby Township’s First Time Homebuyer Program guidelines, attached to this RFP at

Appendix A.

OBTAINING A COPY OF THE RFP: To obtain a copy of the RFP and guidelines, organizations can visit our website

at www.upperdarby.org/departments/communityandeconomicdevelopment/PublicNotices or email

cdbgbidding@upperdarby.org. Any addenda issued for this RFP will be published at the above-referenced

website.

RIGHTS RESERVED: Upper Darby Township reserves the right to accept or reject any and all responses, in whole or

in part, received because of this solicitation and to waive minor irregularities. Furthermore, Upper Darby Township

reserves the right to make a whole award, partial award, or no award at all.

SECTION I – INTRODUCTION

1.1 SUMMARY STATEMENT: Upper Darby Township administers the Community Development Block Grant

(CDBG) and HOME Investment Partnerships (HOME) Programs, and intends to make one or both resources

available for the First Time Homebuyer Program.

To be considered for a contract, the respondent must:

• document they have been in existence as an experienced housing organization for at least one

year prior to entering a contract with Upper Darby Township;

• document they are familiar with the administration of a First Time Homebuyer Program;

• document the experience and the capacity of the program staff, board members and the

organization to implement the proposed scope of services in a timely manner;

• document by its immediate past and current activities that it can implement the eligible activities

and tasks;

• document that they have developed partnerships with other private and public entities,

including area lenders and the real estate community;

• document the ability of the applicant to generate funds from other sources; and

• document that they have a marketing plan for conducting outreach and the delivery of services.

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A fixed fee schedule will be negotiated for each respondent and the selected respondent will be

compensated for the satisfactory performance and completion of the minimum tasks associated with the

contract. Payments will be made in accordance with a schedule of fixed fees payable monthly upon

completion and submission of a payment request with the required back-up documentation (monthly

report).

A mandatory onboarding workshop will be scheduled with the selected respondent(s) upon execution of

the contract and shall be made a condition of the contract. The contract with the selected respondent will

not guarantee a specific volume of work assigned but will compensate for work assigned and completed

based upon the fee schedule and the terms and conditions of the agreement. The term of the contract

will be for an initial period of one year (tentative contracts dates are November 1, 2025 – October 31,

2026). Upper Darby Township shall have the sole exclusive right to offer the option to extend the period

of each selected respondent for two additional one-year extensions.

II – GENERAL INFORMATION

2.1 NOTICE TO RESPONDENTS: Each respondent, before submitting a proposal, shall become fully informed as

to the extent and character of the work required and is expected to completely familiarize themselves with

the requirements of the solicitation and specifications, as well as the regulations found at 24 CFR Part 570

(CDBG), 24 CFR Part 92 (HOME), and 24 CFR Part 35 (Lead Based Paint Hazard Reduction) governing those

federal programs. No consideration will be granted for any alleged misunderstanding of the material to be

furnished or work to be done, it being understood that the submission of a proposal is an agreement with

all the items and conditions referred to herein.

2.2 ORAL PRESENTATIONS: Upper Darby Township reserves the right to conduct individual interviews with

finalists and to request best and final offers from any or all finalists. Each respondent may be required to

provide oral presentations to discuss their proposed management techniques, answer questions from

Upper Darby Township staff and/or its designee(s), and/or clarify their technical submittal.

2.3 WITHDRAWL OF THE PROPOSAL: The proposal may be withdrawn upon written request from the

respondent prior to the proposal closing date.

2.4 CONTRACTING WITH SMALL AND MINORITY FIRMS, WOMAN’S BUSINESS ENTERPRISE AND LABOR

SURPLUS AREA FIRMS:

• Upper Darby Township and all respondents will take all necessary steps to encourage minority

firms, women's business enterprises, and labor surplus area firms to respond to this RFP.

• Steps shall include:

o Placing qualified small and minority businesses and women's business enterprises on

solicitation lists;

o Assuring that small and minority businesses, and women's business enterprises are solicited

whenever they are potential sources;

o Dividing total requirements, when economically feasible, into smaller tasks or quantities to

permit maximum participation by small and minority business, and women's business

enterprises;

o Establishing delivery schedules, where the requirement permits, which encourage

participation by small and minority business, and women's business enterprises;

o Using the services and assistance of the Small Business Administration, and the Minority

Business Development Agency of the Department of Commerce; and

o Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps

listed in paragraphs (e)(2) (i) through (v) of this section.

2.5 SUBCONTRACTING: Any person undertaking a part of the work under the terms of the Contract, by virtue

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of any agreement with the respondent, must receive approval of Upper Darby Township prior to any such

undertaking. In the event the respondent desires to subcontract some part of the work specified herein,

the respondent shall furnish with their proposal the names, qualifications, and experience of their proposed

subcontractors. Subcontractors shall conform in all respects to the provisions specified by the respondent.

The respondent shall, however, remain fully liable and responsible for the work done by their

subcontractors. Upper Darby Township may terminate the Contract if the subcontracting is done without

Upper Darby Township’s prior approval.

2.6 COLLABORATIONS: A respondent with limited housing experience is encouraged to partner with another

experienced provider. The respondent awarded the contract, however, will remain fully liable and

responsible for the work done by their partners.

2.7 RESPONSIBILITIES OF THE RESPONDENT: The respondent shall be responsible for the professional quality

and technical accuracy of their advice and other services furnished by them. The respondent will perform

services with a degree of skill, which is normally exercised by recognized professionals with respect to

services of a similar nature. Neither Upper Darby Township’s review, approval, or acceptance of, nor

payment for, any of the services required under the Contract shall be construed to operate as a waiver of

any rights under the Contract or of any cause of action arising out of the performance of this Contract, and

the respondent shall be and remain liable to Upper Darby Township in accordance with applicable law for

all damages to Upper Darby Township caused by the respondent’s negligent performance of any of the

services furnished under the contract. The rights of Upper Darby Township provided for under the Contract

are in addition to any rights and remedies provided by law.

2.8 FORMATION OF AGREEMENT/CONTRACT WITH SUCCESSFUL RESPONDENT: The Contract to be negotiated

as a result of this RFP shall be by and between the respondent and Upper Darby Township and shall contain

but shall not be limited to provisions included in this RFP. By submitting a proposal in response to the RFP,

the respondent accepts the terms and conditions set forth herein, as well as any additional terms and

conditions required for adherence to federal regulations, sound fiscal management principles and the

policies of Upper Darby Township.

SECTION III – SCOPE & REQUIREMENTS

3.1 SCOPE OF WORK & NEGOTIATION OF WORKPLAN: Upper Darby Township seeks Proposals from

experienced housing organizations to participate in the First Time Homebuyer Assistance Program for the

Township. The respondent(s) selected under this RFP will be notified and will meet with Upper Darby

Township staff to finalize their individual work plans, benchmarks, geographic priority areas and fee for

services schedule.

Proposed Work Plan will minimally include:

• Marketing and Outreach

o The respondent will coordinate and conduct marketing and outreach for the First Time

Homebuyer Assistance as well as any other Home Ownership programs as requested.

o The respondent will advertise the availability of the program via press releases in

neighborhood newspapers, newsletters and information pamphlets distributed to area

community community/resource centers. Additional outreach will be conducted at

neighborhood events, home buyer classes, social media, websites, and block club

meetings. Contact should also be made with area lenders, real estate agencies, and groups

providing financial education.

o The respondent will conduct educational sessions and webinars for lenders and realtors.

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• Loan Application

o The respondent must fully explain the Program guidelines and processes as part of the

initial interview and screen process.

o The respondent will receive and process all applications and review them for accuracy,

completeness, and appropriate supporting documents necessary to determine income

eligibility.

o The respondent will assist applicants that submit incomplete applications by informing

them of the information needed to complete the application package.

o The respondent must verify the applicant has qualified for a mortgage loan with a mortgage

financing institution, and shall be responsible for determining the level of assistance to be

provided in accordance with the First Time Homebuyer Program Guidelines.

o The respondent must verify that the applicant attends a housing counseling session

customized to the consumer.

o The respondent will conduct follow-up contacts for any non-responsive applicant to finalize

eligibility for the program.

• Property Inspection

o The respondent will perform the inspection of the property to be purchased to determine

and assess its general condition and the presence of lead-based paint hazards.

• Education

o The respondent will ensure that all applicants complete the minimum number of hours

required by HUD for homebuyer education, including both workshops and individual

counseling. A respondent with a HUD certified counselor may provide both the individual

counseling and workshops in-house. Respondent(s) with no HUD certified counselor must

refer the educational component to an agency with a HUD certified counselor.

• Loan Closing

o The respondent will meet with the applicant to review the terms and conditions of the

program prior to the scheduled closing of the loan. This includes re-payment terms and

residency requirements. The respondent shall provide a good faith estimate and check

request to Upper Darby Township requesting funds for closing 14 business days in advance

of anticipated loan closing.

• Client Documentation & Records

o The respondent will maintain a file for each applicant/household, including those that are

denied assistance. All records and files containing private/protected information of any

individual or household who applies for assistance must be kept secure and confidential.

Access to confidential information should be available to those employees who have a

need to know. Hard copies of information/documents should be kept in a locked cabinet

and/or room and electronic copies should be password protected. All records will be

made available to Upper Darby Township upon demand.

• Reporting / Monitoring

o The respondent will be required to provide monthly progress reports, quarterly program

reports and participate in any monitoring and technical assistance sessions scheduled by

Upper Darby Township.

3.2 INSURANCE REQUIREMENTS: The respondent must, prior to the contract execution, and for each

extension of the contract, furnish Upper Darby Township certificates of insurance as evidence of

coverage.

SECTION IV – EVALUATION & SELECTION

4.1 SELECTION PROCESS: Upper Darby Township reserves the right to accept any application and negotiate an

agreement with any respondent. The successful respondents will be required to comply with all applicable

equal opportunity laws and regulations. Upper Darby Township reserves the right to reject any or all

submissions, or to waive any defect or irregularity. At its sole discretion, Upper Darby Township reserves

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Request for Proposals (RFP) - CDBG First Time Homebuyer Assistance Program

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See also