Emergency Services Assistance Provider

REQUEST FOR PROPOSALS
EMERGENCY ASSISTANCE
SERVICE PROVIDER
City of Charlotte
Housing & Neighborhood Services
600 East Trade Street
Charlotte, NC 28202-2859
July 17, 2026

TABLE OF CONTENTS
1 REQUEST FOR PROPOSALS (RFP) INSTRUCTIONS ........................................................................................... 2
1.1 PUBLIC NOTICE ................................................................................................................................................. 2
1.2 PROJECT OVERVIEW .......................................................................................................................................... 2
1.3 RFP SCHEDULE AND PROPOSAL SUBMISSION .......................................................................................................... 2
1.4 EVALUATION CRITERIA & PROCESS ....................................................................................................................... 3
1.5 PROPOSAL FORMAT & CONTENTS ........................................................................................................................ 4
2 REPRESENTATIONS, CONDITIONS, AND OTHER REQUIREMENTS ................................................................... 5
2.1 COMMUNICATIONS ........................................................................................................................................... 5
2.2 DUTIES AND OBLIGATIONS OF AGENCIES IN THE RFP PROCESS ................................................................................... 5
2.3 NO COLLUSION, BRIBERY, LOBBYING OR CONFLICT OF INTEREST ................................................................................. 5
2.4 PUBLIC RECORDS .............................................................................................................................................. 5
2.5 ADVERTISING ................................................................................................................................................... 6
2.6 VENDOR REGISTRATION WITH CITY OF CHARLOTTE AND NC SECRETARY OF STATE ......................................................... 6
2.7 FINANCIAL CAPACITY; INSURANCE REQUIREMENTS .................................................................................................. 6
2.8 OWNERSHIP OF WORK PRODUCTS........................................................................................................................ 6
2.9 CITY RIGHTS AND RESERVATIONS ......................................................................................................................... 7
2.10 CONTRACT ....................................................................................................................................................... 7
2.11 NC PROHIBITION ON CONTRACTS WITH COMPANIES THAT INVEST IN IRAN OR BOYCOTT ISRAEL ........................................ 7
2.12 ADDENDA / QUESTIONS AND ANSWERS ................................................................................................................. 8
2.13 CHARLOTTE BUSINESS INCLUSION ........................................................................................................................ 8
FORM 1 - EXECUTION OF PROPOSAL ..................................................................................................................... 9
FORM 2 - COMMERCIAL NON-DISCRIMINATION CERTIFICATION ........................................................................ 10
FORM 3 - E-VERIFY CERTIFICATION ...................................................................................................................... 11
FORM 4 - STAFFING ............................................................................................................................................. 12
FORM 5 - SCOPE OF WORK .................................................................................................................................. 13
FORM 6 - BUDGET ............................................................................................................................................... 19
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte Section 1
Housing & Neighborhood Services RFP INSTRUCTIONS
1 REQUEST FOR PROPOSALS (RFP) INSTRUCTIONS
1.1 Public Notice
The City of Charlotte (City), through the Housing & Neighborhood Services Department (HNS), plans to
select one or more qualified agencies to provide an Emergency Assistance Services Provider services using
local funds. The City is seeking agencies whose combination of experience, emergency response capacity,
housing stabilization expertise, administrative controls, and cost effectiveness will provide timely and
high-quality services to residents and to the City.
Information related to this solicitation, including any addenda, will be posted to the City's Housing website
at:
https://www.charlottenc.gov/Streets-and-Neighborhoods/Housing/Resources-for-Developers-and-
Contractors/Request-for-Proposals
For questions related to this RFP, contact:
Rebecca Pfeiffer
City of Charlotte, Housing & Neighborhood Services
600 East Trade Street, Charlotte, NC 28202
Email Rebecca.Pfeiffer@charlottenc.gov
1.2 Project Overview
The selected agency or agencies will provide operational support and resident-facing emergency
stabilization services for staff-identified emergency housing cases. These cases may involve households
that are displaced, at risk of displacement, or experiencing urgent housing instability. Emergency cases
may originate from Code Enforcement, the Charlotte-Mecklenburg Police Department (CMPD),
Neighborhood Stability programming, Housing Services staff, other City departments, designated
community partners, or other urgent resident situations identified or approved by HNS staff.
The selected provider will support emergency response activities that may include resident outreach,
intake and assessment, temporary lodging coordination, light case management, housing navigation,
resource coordination, documentation, reporting, invoicing support, and case closeout. The city intends
for services to stabilize households, reduce harm caused by displacement or housing crisis, support safe
return to housing when feasible, and assist residents with transition to alternative housing when return
is not feasible.
1.3 RFP Schedule and Proposal Submission
Provided below is the anticipated schedule of events. The City reserves the right to adjust the schedule
and to add/remove specific events to meet the unique needs of this Project.
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte Section 1
Housing & Neighborhood Services RFP INSTRUCTIONS
Advertisement of RFP: July 31, 2026
Deadline for Questions: August 14, 2026
DUE DATE & TIME FOR
September 4, 2026, 11:59pm
PROPOSALS:
Submit proposals via the proposal portal at:
https://charlottenc.seamlessdocs.com/f/housingsubmission.
It is the sole responsibility of the proposer to ensure that the complete proposal package is received no
later than the established due date and time at the proper location. Proposals received after the due date
and time may not be considered.
1.4 Evaluation Criteria & Process
The City will review and rate each responsive proposal based on the criteria below. The City may appoint
an evaluation committee to perform independent technical evaluations and make selection
recommendations. Evaluations will focus on the relative strengths, weaknesses, deficiencies, and risks
associated with each proposal.
Criteria Description Points
Agency Experience serving residents facing displacement, unsafe housing 20
Experience conditions, housing instability, crisis response, relocation, or emergency
stabilization needs.
Emergency Ability to respond quickly to referrals, coordinate temporary lodging or 20
Response urgent services, staff cases, and operate during time-sensitive or complex
Capacity events.
Program Design Quality of proposed approach to referrals, outreach, intake, assessment, 20
and Service case management, housing navigation, resource coordination, and case
Approach closeout.
Staffing and Qualifications, roles, availability, supervision, backup coverage, partner 15
Partnerships relationships, and subcontractor management where applicable.
Budget and Cost Reasonableness of proposed costs, cost controls, local funds 15
Effectiveness stewardship, proposed outcomes, and ability to document expenses.
Reporting, Ability to maintain client files, protect confidential data, submit timely 10
Compliance, and reports and invoices, comply with City requirements, and support
Internal Controls monitoring or audit review.
The City reserves the sole right to select the most qualified agency or agencies on the basis of best overall
value that is most advantageous to the City. The City may request clarifications, conduct interviews,
negotiate scope or budget, make multiple awards, reject any or all proposals, or cancel and reissue the
RFP. Final recommendation of any selected agency is subject to approval by City Council or authorized
City officials, as applicable.
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte Section 1
Housing & Neighborhood Services RFP INSTRUCTIONS
The City reserves the right to renew contracts awarded from this RFP for additional fiscal years, subject to
funding availability, satisfactory performance, and City approval.
1.5 Proposal Format & Contents
Interested agencies must submit a complete proposal package that includes the required forms
and documents listed below. The City may deem proposals incomplete if required forms or
materials are missing.
* Organization's name, mailing address, email address, and telephone numbers.
* Execution of Proposal (Form 1)
* Commercial Non-Discrimination Certification (Form 2)
* A list of all the people (including the principal and any employees or subcontractors) to be
involved in carrying out the proposed work, describing each person's qualifications and
proposed involvement in specific tasks. Attach a resume for each person. (Form 3)
* E-Verify Certification (Form 4)
* Budget Work Sheet (Form 5)
* Certifications (Form 6)
* Current and prior-year agency audit or financial statements
Note: Agencies exempt from federal threshold requirements (as defined in 2 CFR Part 200)
may submit financial statements in lieu of an annual audit. Financial Statements should
include your agency's: balance sheet, income statement and cash flow statement.
* Form 990
Note: Nonprofit agencies only, if applicable
* Organization Policies including Conflict of interest, nondiscrimination, confidentiality/record
retention, financial controls, procurement, and related policies as applicable.
* Proof of insurance or statement of ability to meet insurance requirements
Note: Certificate of Insurance will be required prior to contract execution (see section 2.7)
In addition to the above items, please include a narrative response that address each of the
following items. The narrative can be no loner than 8 pages, have 1" margins, and Calibri Font 11.
* The proposed approach and proposed approach schedule.
* The proposed contract amount and a proposed payment schedule.
* A list of all other work and projects to which the developer anticipates being committed
during the period of performance, including the estimated period of the work and an
estimated date of completion.
* Detailed information on similar projects completed within the last five years.
* Any additional information or materials relevant to the Organization's availability,
qualifications, and capacity to do the work.
* A statement authorizing the City to verify references.
* Other documentation as may be requested in the section titled "Scope of Work".
END OF SECTION ONE
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte Section 2
Housing & Neighborhood Services Representations, Conditions and other Requirements
2 REPRESENTATIONS, CONDITIONS, AND OTHER REQUIREMENTS
2.1 Communications
All communication of any nature with respect to this RFP shall be addressed to the Contracts
Administrator identified in this RFP. With the exception of communications with the Contracts
Administrator and Charlotte Business INClusion Officer for this RFP, prospective agencies and
their staffs are prohibited from communicating with elected City officials, City staff and any
selection committee member regarding this RFP or submittals from the time the RFP was released
until the selection results are publicly announced. Violation of this provision many lead to
disqualification of the agency's proposal for consideration.
2.2 Duties and Obligations of Agencies in the RFP Process
Interested agencies are expected to fully inform themselves as to all conditions, requirements and
specifications of this RFP before submitting a proposal. Agencies must perform their own
evaluation and due diligence verification of all information and data provided by the City. The
City makes no representations or warranties regarding any information or data provided by the
City. Agencies are expected to promptly notify the City in writing to report any ambiguity,
inconsistency or error in this RFP. Failure to notify the City accordingly will constitute a waiver of
claim of ambiguity, inconsistency or error.
2.3 No Collusion, Bribery, Lobbying or Conflict of Interest
By responding to this RFP, the agency shall be deemed to have represented and warranted that
the proposal is not made in connection with any competing agency submitting a separate
response to this RFP and is in all respects fair and without collusion or fraud. Furthermore, the
agency certifies that neither it, any of its affiliates or subcontractors, nor any employees of any of
the foregoing has bribed or lobbied, or attempted to bribe or lobby, an officer or employee of the
City in connection with this RFP.
2.4 Public Records
Upon receipt by the City, each proposal becomes the property of the City and is considered a
public record except for material that qualifies as "trade secret" North Carolina General Statute
66-152 et seq. Proposals will be reviewed by the City's evaluation committee, as well as other
City staff. To properly designate material as a trade secret under these circumstances, each
agency must take the following precautions: (a) any trade secrets submitted by the agency should
be submitted in a separate, sealed envelope marked "Trade Secret - Confidential and Proprietary
Information - Do Not Disclose Except for the Purpose of Evaluating this Proposal," and (b) the
same trade secret/confidentiality designation should be stamped on each page of the trade secret
materials contained in the envelope.
In submitting a proposal, each agency agrees that the City may reveal any trade secret materials
contained in such response to all City staff and City officials involved in the evaluation process and
to any outside consultant or other third parties who serve on the evaluation committee or who
are hired by the City to assist in the evaluation process. Furthermore, each agency agrees to
indemnify and hold harmless the City and each of its officers, employees and agents from all costs,
damages and expenses incurred in connection with refusing to disclose any material that the
agency has designated as a trade secret. Any agency that designates its entire proposal as a trade
secret may be disqualified from consideration.
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte Section 2
Housing & Neighborhood Services Representations, Conditions and other Requirements
2.5 Advertising
In submitting an RFP, proposer agrees not to use the results therefrom as part of any commercial
advertising without prior written approval of the City of Charlotte.
2.6 Vendor Registration with City of Charlotte and NC Secretary of State
The selected agency and subcontractors must be registered in the City's Vendor Registration
System to receive payment for services and/or supplies provided under any City contract.
Any agency wishing to be considered for the Services must be properly registered with the Office
of the Secretary of State at the time of submission. The agency selected under this RFP will be
responsible for providing all professional, technical, managerial, and administrative staff with the
appropriate skills and qualifications to perform the required services.
2.7 Financial Capacity; Insurance Requirements
The selected Agency must have the financial capacity to undertake the work and assume
associated liability. The selected Agency will be required to provide certificates of insurance [COI]
evidence coverage for the following:
* Automobile Liability: Bodily injury and property damage liability covering all owned, non-
owned and hired automobiles for limits of not less than $1,000,000 bodily injury for each
person, each accident and $1,000,000 property damage, or $1,000,000 combined single
limit each occurrence/aggregate.
* Commercial General Liability: Bodily injury and property damage liability as shall protect
Subrecipient and any subcontractor performing work under this Contract from claims of
bodily injury or property damage which arise from operation of this Contract whether
such operations are performed by Company, any subcontractor or any person directly or
indirectly employed by either. The amounts of such insurance shall not be less than
$1,000,000 bodily injury each occurrence/aggregate and $1,000,000 property damage
each occurrence/aggregate or $1,000,000 bodily injury and property damage combined
single limits each occurrence/aggregate. This insurance shall include coverage for
products/completed operation, personal injury liability and contractual liability assumed
under the indemnity provision of this Contract.
* Workers' Compensation Insurance: Meeting the statutory requirements of the State of
North Carolina and Employers Liability - $100,000 per accident limit, $500,000 disease
per policy limit, $100,000 disease each employee limit, providing coverage for employees
and owners.
* Directors & Officers Liability Insurance: Insurance with a limit of not less than $1,000,000
per claim, to protect the contractor against negligent acts, errors, or omissions in
performing services under this agreement.
* Fidelity Bond Insurance: Insurance with a limit of not less than $50,000, to protect the
contractor against a dishonest act by an employee.
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte Section 2
Housing & Neighborhood Services Representations, Conditions and other Requirements
2.8 Ownership of Work Products
The City shall have exclusive ownership of all intellectual property rights in all documents and
other work product prepared by, for, or under the direction of the selected agency pursuant to
any contract under this RFP (collectively, the "Intellectual Property"), including without limitation
the right to copy, use, disclose, distribute, and make derivations of the Intellectual Property for
any purpose or to assign such rights to any third party. The Intellectual Property shall be prepared
in the City's name and shall be the sole and exclusive property of the City, whether or not the
work contemplated therein is performed. The City will grant the agency a royalty-free, non-
exclusive license to use and copy the Intellectual Property to the extent necessary to perform the
contract.
2.9 City Rights and Reservations
The City reserves the right, at the City's sole discretion, to take action affecting this RFP, this
RFP process, or the services or facilities subject to this RFP that would be in the best interests
of the City, including:
* To supplement, amend, substitute, or otherwise modify this RFP, including the
schedule, or to cancel this RFP, at any time;
* To require any Companies to supplement or clarify its Proposal or provide additional
information relating to its Proposals;
* To investigate the qualifications, experience, capabilities, and financial standing of each
Company submitting a Proposal;
* To reject any or all Proposals;
* To share the Proposals with City employees and contractors in addition to the
Evaluation Committee as deemed necessary by the City;
* To award all, none, or any part of the Services and enter into Contracts with one or
more of the responding Companies deemed by the City to be in the best interest of the
City, which may be done with or without re-solicitation;
* To discuss and negotiate with any Company(-ies) their Proposal terms and conditions,
including but not limited to financial terms; and
* To terminate discussions and negotiations with any Company at any time and for any
reason.
2.10 Contract
The contents of this RFP and all provisions of the successful proposal deemed responsive by the
City of Charlotte may be incorporated, either in whole or in part, into a contract and become
legally binding when approved and executed by both parties. Contents of the contract may
contain changes from the City of Charlotte's perspective as a result of the RFP process and
proposal(s) received. The final negotiated contract may include the scope of work as outlined in
this RFP along with the successful agency's submittal and any additions or deletions made at the
discretion of the City as a result of the RFP process.
2.11 NC Prohibition on Contracts with Companies that Invest in Iran or Boycott Israel
Company certifies that: (i) it is not identified on the Final Divestment List or any other list of
prohibited investments created by the NC State Treasurer pursuant to N.C.G.S. 147-86.58
(collectively, the "Treasurer's IDA List"); (ii) it has not been designated by the NC State Treasurer
pursuant to N.C.G.S. 147-86.81 as a company engaged in the boycott of Israel (such designation
being referred to as the "Treasurer's IB List"); and (iii) it will not take any action causing it to
appear on the Treasurer's IDA List or the Treasurer's IB List during the term of this Contract. In
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte Section 2
Housing & Neighborhood Services Representations, Conditions and other Requirements
signing this Contract Company further agrees, as an independent obligation, separate and apart
from this Contract, to reimburse the City for any and all damages, costs and attorneys' fees
incurred by the City in connection with any claim that this Contract or any part thereof is void due
to Company appearing on the treasurer's IDA List or the Treasurer's IB List at any time before or
during the term of this Contract.
2.12 Addenda / Questions and Answers
Agencies may submit written questions concerning this RFP Ruth Ippolito via email at
ruth.ippolito@charlottenc.gov. Questions received after the funding has been exhausted will not
be answered. No oral statement of any person shall modify or otherwise change or affect the
terms, conditions, or specifications stated in the RFP, and changes to the RFP, if any, shall be
made in writing only and issued in the form of an Addendum to the RFP. Addenda and
clarifications will be posted on Housing Services website at
https://charlottenc.gov/HNS/Housing/RFP/Pages/Requests%20For%20Proposals.aspx.
2.13 Charlotte Business INClusion
Pursuant to Charlotte City Council's adoption of the Charlotte Business INClusion (CBI) Policy, the
Charlotte Business INClusion program promotes diversity, inclusion, and local business
opportunities in the City's contracting and procurement process for Minority, Women, and Small
Business Enterprises (MWSBEs) headquartered in the Charlotte Combined Statistical Area (CSA).
The CBI Policy is posted at: https://www.charlottenc.gov/Growth-and-Development/CBI
The City of Charlotte is committed to promoting opportunities for maximum participation of
certified MWSBEs on City funded contracts at both the Prime and Subcontract level. In regard to
this effort, SBE participation will be required in order to meet goal compliance. For SBE
participation to count towards a Goal, SBEs must meet both the certification and geographic
requirements as detailed throughout this solicitation and in the CBI Policy.
The Charlotte CSA refers to the Charlotte-Gastonia-Salisbury Combined Statistical Area in effect
as of April 8, 2013 consisting of; (a) the North Carolina counties of Anson, Cabarrus, Cleveland,
Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union; and (b) the South Carolina
counties of Chester, Lancaster, and York. This is one criterion used by Charlotte Business
INClusion to determine eligibility to participate in the program.
Agencies are highly encouraged to consider any and all possibilities for MWSBE participation. A
complete list of City certified SBEs is available at www.charlottebusinessinclusion.com.
END OF SECTION TWO
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Request for Proposals: Emergency Assistance Service Provider

City of Charlotte REQUIRED FORMS
Housing & Neighborhood Services Form 1 - Execution of Proposal
Form 1 - Execution of Proposal
The person executing the Proposal, on behalf of the Company, being duly sworn, solemnly swears (or affirms) that neither he,
nor any official, agent or employee of the Company has entered into any agreement, participated in any collusion, or otherwise
taken any action which is in restraint of full and open competition in connection with any proposal or contract, that the Company
has not been convicted of violating North Carolina General Statute 133-24 within the last three years, and that the Company
intends to do the work with its own bona fide employees or subcontractors and is not proposing for the benefit of another
company.
Submission of a response to this RFP constitutes certification that the Company and all proposed team members are not currently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this Project by
any State or Federal department or agency. Submission is also agreement that the City will be notified of any change in this
status.
NC General Statute 133-32 and City Policy prohibit any gift from anyone with a contract with the City, or from any person seeking
to do business with the City. By execution of this Proposal, you attest, for your 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.
The information contained in this Proposal, including its forms and other documents delivered or to be delivered to the City, is
true, accurate, and complete. This Proposal includes all information necessary to ensure that the statements therein do not in
whole or in part mislead the City as to any material facts.
Type of Company:
(check 1 box) Sole Proprietor Partnership Joint Venture
Corporation _____________________________ (identify the State of incorporation)
(if joint venture, complete this "Proposal Submission" sheet for each joint venture company and
identify the "Name of Joint Venture" on each sheet)
NAME OF JOINT VENTURE: _________________________________________________________
City of Charlotte Vendor Number:
ACKNOWLEDGEMENT OF ADDENDA:
The undersigned acknowledges receipt of the following addenda:
No: Date: No: Date: No: Date:
Company Legal Name:
Mailing Address:
City/State/Zip:
Phone: Email:
Signature of Authorized Representative (or Designee)
(Print Name)
(Title)
Date
Proposal is valid for one-hundred-eighty (180) days from the Proposal due date.
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Request for Proposals: Emergency Assistance Service Provider