RFP-RIVER Program

Location:	Florida
Posted:	Jan 28, 2026
Due:	Mar 3, 2026
Agency:	Palatka Housing Authority
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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Request for Proposals: Implementation

Partner – RIVER Program

Issued by: Palatka Housing Authority (PHA)

Issue Date: [January 30, 2026] • Questions Due: [February 13, 2026] • Proposals Due:

[March 3, 2026] • Anticipated Award: [March 31, 2026]

1) Purpose

The Palatka Housing Authority (PHA) is seeking an Implementation Partner to lead the end-to-

end coordination and successful rollout of the RIVER Program—which transforms current U.S.

Department of Housing and Urban Development (HUD) Qualified participants into small-

property landlords (1-4 units). The Partner will serve as the single accountable lead,

coordinating all vendors (developer, contractor, curriculum provider, etc.) and PHA staff to

deliver the program on time, on budget, and in full compliance with all HUD regulations and

local procurement requirements.

The Partner is a coordinator and manager of accountability, not a self-performing developer

or general contractor.

2) Scope of Services: Key Workstreams

The Partner will be responsible for overseeing the following areas, ensuring quality, schedule,

and compliance milestones are met across the entire delivery team. Proposals must include a

detailed workplan, timeline (Gantt), staffing, and risk register for each workstream.

A. Approvals and Program Structure

● Objective: Secure all federal and local approvals, and establish a clear, compliant

pathway from program launch to ownership transfer while protecting long-term

affordability.

● Key Tasks:

○ Develop a single approvals roadmap and calendar (e.g., PHA Board actions,

HUD submissions, plan amendments).

○ Recommend the best rent-assistance (e.g., PBV/HCV) structure and timing to

protect residents during and after the sale.

○ Draft all key program documents, including affordability covenants and non-

purchaser protections.

○ Maintain a live, audit-ready Compliance Library for all HUD cost principles and

local procurement rules.

B. Development Oversight and Quality Control

● Objective: Work with the selected developer and contractor to ensure the construction

of small multi-unit properties meets quality standards, stays on schedule, and adheres

to the approved budget.

● Key Tasks:

○ Chair and manage a standing "delivery meeting" with the full development team,

tracking progress and driving risk resolution.

○ Establish and track design and quality guardrails that align with long-term

maintenance and training needs.

○ Manage vendor procurements (A/E, GC, etc.), enforcing Section 3/MBE

participation and workforce goals.

○ Oversee construction controls (change orders, pay applications, draw

processes) and confirm lease-up readiness for program operations.

C. Rental Finance Modeling and Program Transition

● Objective: Model the financial viability of the asset across its two regulatory phases and

design the compliant workflow for this transition, ensuring participant financial stability

and continuity of tenancy for the remaining residents.

● Key Tasks:

○ Phase 1 Model (Pre-Sale - Public Housing): Create a detailed financial model

for the four-unit property reflecting Public Housing (PH) rules for rents, tenant

income calculations, and operating expenses.

■ Context: The RIVER participant lives in one unit as a PH resident; the

other three units are also PH occupied.

○ Phase 2 Model (Post-Sale - Owner + PBV): Create a detailed financial model

for the property reflecting the Owner-Occupant status and Project-Based

Voucher (PBV) rules for the three rental units, including PBV contract rents,

applicable tenant utility allowances, and operating assumptions.

■ Context: At closing, the RIVER participant becomes the owner-occupant

and exits PHA programs; the other three units transition from PH to PBV.

○ Transition Workflow: Design the comprehensive handoff plan, making

assumptions explicit for: effective dates of conversion, required HUD/PHA

inspections/approvals, resident communications, and continuity of occupancy.

D. Program Operations and Participant Management

● Objective: Operate RIVER as a high-accountability training and ownership-onboarding

platform from recruitment through transfer.

● Key Tasks:

○ Lead or coordinate the delivery of a credentialed landlord curriculum that

aligns with HUD standards and focuses on compliance, property management,

and asset stewardship.

○ Design and implement an equity-centered selection process and case

management protocols for participants.

○ Define participant reserve targets and the savings schedule that builds "skin-in-

the-game" without undue financial burden.

○ Manage the ownership onboarding process and post-transfer support plan.

○ Manage all program delivery vendors (curriculum, outreach, etc.), maintaining

clear scopes, performance scorecards, and reporting compliance.

E. Data, Reporting, and Audit Readiness

● Objective: Implement durable, user-friendly systems that make RIVER "audit-ready

every day".

● Key Tasks:

○ Design a simple data system to track key information (units, participants, training

completions, reserves, and rent status).

○ Produce a monthly dashboard and performance report for PHA leadership,

covering schedule, budget, risks, and participant outcomes.

○ Manage the Risk & Issues Log with clear owners and mitigation steps.

○ Ensure all documentation, workflows, and reporting align with HUD and local

audit standards.

3) Minimum Qualifications

● Successful leadership of at least three mixed public/mission-driven housing

implementations spanning approvals through stabilized operations.

● Documented experience coordinating multi-party teams (PHA, developer, contractor,

property manager, consultants) and holding them to shared schedule/budget goals.

● Proven experience modeling and forecasting rental rates and compliance across both

Public Housing and HCV/PBV programs.

● Demonstrated capacity to deliver or coordinate landlord curriculum, participant case

management workflows, and compliant data/reporting systems.

4) Proposal Requirements (10 pages maximum, excluding

appendices)

1. Approach: Clear grasp of the RIVER model and a detailed plan for coordinating the

team and controlling schedule, budget, quality, and compliance on track.

2. Workplan & Timeline: Detailed workplan for the first 90 days and through the first

ownership transfers, including key risks and mitigations.

3. Team: Roles, time commitments, and relevant résumés for key personnel; identify any

subconsultants.

4. Similar Projects: Brief case studies with outcomes and references demonstrating

coordination and accountability.

5. Budget & Pricing: Milestone-based fixed fee with assumptions; policy for

reimbursables.

6. Sample Tools: One-page examples (dashboard, risk log, budget report, rental pro

forma excerpt).

5) Evaluation

Criterion

Weight What We Will Look For

Program Coordination 25%

& Approach

Clear plan for managing the multi-party team and

keeping goals on track.

Approvals and

Compliance Strategy

15%

Practical approvals roadmap and audit-ready systems.

Development Oversight 15%

Depth

Controls for quality, budget, and schedule (no self-

performance).

Rental Finance

15%

Modeling & Transition

Credible financial models for both PH and PBV

phases, and a robust workflow to manage the

compliance and resident transition.

Program Operations & 15%

Outcomes

Credentialed curriculum, clear participant process, and

readiness plan.

Data & Reporting

Systems

10%

Usable dashboards and audit-ready data tracking.

Price and Value

Cost-effectiveness and milestone alignment.

6) Term, Compensation, and Key Terms

● Initial Term: [24 months] with option renewals aligned to program phases.

● Compensation: Milestone-based payments with holdbacks/retainage tied to accepted

deliverables and performance targets.

● Key Personnel: Changes to named key staff require PHA approval.

● Intellectual Property (IP) Ownership: All work product and data systems delivered

under this contract are the exclusive property of PHA.

7) Submission Instructions

● Submit one PDF proposal to [wmthomas@palatkaha.org] by [March 3, 2026, 4:00

PM ET].

● Questions must be submitted in writing to Ms. Willie Mae Thomas at

wmthomas@palatkaha.org by [February 13, 2026].

● An optional pre-proposal conference will be held on [February 16, 2026 at 10:00 a.m

est], at 400 N. 15th St, Palatka, FL 32177 and on zoom. Zoom Link can be found on the

PHA website under procurement at: www.palatkaha.org

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