Capital Needs Assessment and Asset Repositioning Strategy

REQUEST FOR QUALIFICATIONS (RFQ)
Consulting Services for
Public Housing Capital Needs Assessment and Asset
Repositioning Strategy
Housing and Community Development Department
RFQ: AE27-001
From: Lenore Bishop, Purchasing & Contracts Manager
Subject: Consulting Services for Public Housing Capital Needs Assessment and Asset
Repositioning Strategy
Department: Housing and Community Development Department
Date: September 30, 2026
**The work to be performed under this proposed federally-funded Contract is subject to the requirements of
HUD Section 3 (24 CFR Part 75)**
The Town of Chapel Hill ("Town") through its Housing and Community Development Department
("HCD") is seeking proposals from qualified consultants ("Proposer" or "Contractor") to provide strategic
and technical advisory services. The selected consultant will perform a Capital Needs Assessment ("CNA")
and determine strategies for asset repositioning of the Town's public housing portfolio consisting of 296
residential units, one administrative office building, and three community buildings. The consultant will
work closely with HCD leadership and staff to assess the current condition of assets, explore repositioning
options, and implement a plan that aligns with the U.S. Department of Housing and Urban Development's
("HUD") repositioning policies and the Town's Affordable Housing Plan to support the long-term
sustainability of the Town's aging real estate portfolio.
RFQ Questions
All RFQ questions from Proposers must be sent via email to Jamila Lunsford
October 15, 2026
at jlunsford@chapelhillnc.gov and are due by 3:00 PM EST.
Answers to questions published as an addendum posted to Town website at
October 22, 2026
www.chapelhillnc.gov under the current bids page.
RFQ Submittals
Proposals must be sent via email to Lenore Bishop, Purchasing and Contracts
Manager, at lbishop@chapelhillnc.gov and are due by 12:00 PM EST.
October 30, 2026
Proposal submittal questions should be directed to the Purchasing Division at
(919) 969-5022.
The Town of Chapel Hill reserves the right to reject any and all proposals for any reason or no reason and
to accept the proposal most favorable to the Town of Chapel Hill.
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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REQUEST FOR QUALIFICATIONS
Consulting Services for
Public Housing Capital Needs Assessment and Asset Repositioning Strategy
Housing and Community Development Department
Contents
Contents ........................................................................................................................................... 2
I. Project Scope ................................................................................................................................... 4
A. Background ................................................................................................................................. 4
B. Scope of Services ........................................................................................................................ 5
C. Project Timeline .......................................................................................................................... 6
D. Contract Period ........................................................................................................................... 6
II. Procurement Process ........................................................................................................................ 7
A. RFQ Timeline ............................................................................................................................. 7
B. Addenda ...................................................................................................................................... 7
C. Requests for Interpretation .......................................................................................................... 7
D. Submission of Proposals ............................................................................................................. 7
E. Preparation Costs ........................................................................................................................ 7
F. Time for Consideration ............................................................................................................... 8
G. The Town's Rights and Options ................................................................................................. 8
H. Open Records .............................................................................................................................. 8
III. Contract Requirements..................................................................................................................... 9
A. Insurance ..................................................................................................................................... 9
B. Subcontractors ............................................................................................................................. 9
C. Business Engagement and Opportunities .................................................................................. 10
D. Section 3 Compliance ............................................................................................................... 10
E. Additional Terms and Conditions ............................................................................................. 10
F. Federal Assistance .................................................................................................................... 10
G. Prohibited Contract Terms ........................................................................................................ 10
IV. Proposal Format ............................................................................................................................. 11
A. Cover Letter and Firm Overview .............................................................................................. 11
B. Key Personnel and Qualifications ............................................................................................. 11
C. Knowledge and Experience ...................................................................................................... 11
D. Project Approach and Delivery Schedule ................................................................................. 11
E. Required Forms ......................................................................................................................... 12
V. Evaluation Criteria and Process ..................................................................................................... 13
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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REQUEST FOR QUALIFICATIONS
Consulting Services for
Public Housing Capital Needs Assessment and Asset Repositioning Strategy
Housing and Community Development Department
VI. Required Forms .............................................................................................................................. 14
Form A. Proposal Form .......................................................................................................... 14
Form B. Proposer's Certification Form .................................................................................. 15
Form C. Certification Regarding Lobbying ........................................................................... 16
Form D. Certification Regarding Debarment and Suspension ............................................... 17
Form E. Compliance or Exception to Terms and Conditions ................................................ 18
Form F. Non-Collusion Affidavit ................................................................................................... 19
Form G. Certification and Representation of Offerors ........................................................... 20
Form H. Section 3 Compliance Checklist and Business Concern Certification ........... 24
Attachment A - Sample Contract ............................................................................................................... 27
Attachment B - HUD Section 3 Quick Guide ............................................................................................ 44
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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I. Project Scope
A. Background
Chapel Hill has 65 years of demonstrated commitment to affordable housing, beginning with the
creation of the Chapel Hill Housing Authority in 1962 and development of the first public housing
neighborhood opened in 1967. The Town assumed operations of the public housing portfolio in
1987. Today, the Housing and Community Development Department oversees 296 Town-owned
public housing units across 12 diverse communities in Chapel Hill and Carrboro. These homes
were built between 1967 and 1994 and range from one to five bedrooms, providing affordable
housing for low- and very low-income residents.
Chapel Hill's Public Housing Portfolio
# OF # OF # OF
COMMUNITY BUILT RENOVATED
UNITS BUILDINGS STORIES
Craig Gomains 40 17 2 1967 1999
Linsday Street 9 3 2 1967 2001
North Columbia 11 4 2 1968 2008
South Estes 44 9 2 1970 1997
Airport Gardens 26 4 2 1972 2006
Pritchard Park 15 3 2 1972 2002
South Roberson 15 3 2 1972 2011
Colony Woods 30 15 1 1981
Oakwood 30 11 1 & 2 1984
Church Caldwell 20 5 1 1986
Eastwood 32 16 1 1986
Rainbow Heights 24 12 1 1994
APPROX. SQUARE
FACILITIES LOCATION BUILT
FOOTAGE
Administrative Office 317 Caldwell St. 5,184 1995
Airport Gardens 821 Martin Luther King Jr.
294 1972
Community Center Blvd.
Craig-Gomains
505 Craig St. 1,482 1975
Community Center
South Estes Community
391 South Estes Dr. 1,090 1997
Connect Center
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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B. Scope of Services
The selected consultant shall conduct a comprehensive inspection of the current condition of the
Town's public housing properties and facilities, evaluate viable repositioning strategies, and
develop a strategic plan to guide the Town's decision-making related to the maintenance,
development, and redevelopment potential of our public housing properties. This work will support
the Town's enduring mission to provide quality and safe housing and community spaces.
The consultant shall clearly articulate objectives, deliverables, and responsibilities to produce a
comprehensive Capital Needs Assessment of the Town's public housing portfolio and an Asset
Repositioning Plan aligned with HUD regulatory requirements and longterm strategic goals. The
tasks outlined below are divided into two phases, which may be performed concurrently, and are
representative but not exhaustive:
1. Phase 1: Capital Needs Assessment (CNA)
The consultant shall complete a CNA in accordance with HUD guidance to include:
a. Conducting full property condition surveys for at least 30% of randomly sampled
occupied units, ensuring the sample includes units from each community and consists of
all bedroom sizes; and 100% of all vacant units and facilities across all developments.
b. Using appropriate statistical sampling methods and techniques with consideration taken
for the unit size mix to reach conclusions about property needs.
c. Inspecting major building systems (site conditions, structural elements, roofs, HVAC,
electrical, plumbing, interiors, life safety, accessibility, energy efficiencies).
d. Identifying immediate code deficiencies and HUD compliance issues.
e. Providing remaining useful life estimates for building components.
f. Developing a 20year capital needs schedule with detailed cost estimates.
g. Documenting all methodology, assumptions, and data sources used in the assessment.
1.1 Phase 1 Deliverables
i. Draft and complete milestone reports in PDF or other acceptable format for HCD
review at scheduled intervals.
ii. Provide a final comprehensive CNA report which includes findings, immediate
repair recommendations with cost estimates, data tables, photos, narrative analysis,
and a multi-year capital plan.
iii. Include all supporting documentation such as color photographs, electronic data,
spreadsheets, narratives, and inspection notes as a supplement to the final report.
2. Phase 2: Asset Repositioning Plan
The consultant shall:
a. Assess repositioning options, such as Rental Assistance Demonstration (RAD), Section 18,
Project-Based Vouchers (PBV), Tenant Protection Vouchers (TPVs), redevelopment,
mixedfinance strategies as well as advantages, disadvantages, and the feasibility of each
approach.
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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b. Perform a financial analysis including capital needs, operating performance, pro formas,
potential funding sources, and timelines.
c. Outline community impact and relocation considerations with a communications strategy
for informing and engaging residents, council members, and stakeholders.
d. Identify environmental, market, and regulatory due diligence steps.
e. Develop a phased implementation plan with milestones.
f. Present to Town leadership, board, and stakeholders as needed.
2.1 Phase 2 Deliverables
i. Draft and complete milestone reports in PDF or other acceptable format for HCD
review at scheduled intervals.
ii. A final Asset Repositioning Plan including recommended strategies for each
neighborhood with estimated sources, uses, and timelines.
iii. The Asset Repositioning Plan should propose a prioritization for each
neighborhood, including guidance on which projects can be undertaken
simultaneously, and which should be sequenced consecutively.
iv. Include all supporting documentation such as electronic data, spreadsheets, and
inspection notes as a supplement to the final document.
C. Project Timeline
Time is critical to the successful completion this project. The Town expects for the selected firm
to begin project implementation immediately following contract execution and no later than sixty
(60) days afterwards. All work shall be completed within one (1) year from the contract execution
date.
The proposer's estimate of the time required to complete the services outlined in this RFQ will be
a consideration in the evaluation and selection process. The proposal(s) must include a timeline
identifying the components of the scope and any other tasks deemed necessary to produce the final
deliverables.
D. Contract Period
The term of performance of this contract will be for a period of one (1) year. Please see Attachment
A for a sample contract that will be used.
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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II. Procurement Process
A. RFQ Timeline
Date Event
September 30, 2026 RFQ Posted
October 15, 2026 Questions due in writing by 3:00 PM EST to Jamila Lunsford at
jlunsford@chapelhillnc.gov.
October 22, 2026 Answers to questions received will be published by 5:00 PM on Town website
www.chapelhillnc.gov under Current Bids.
October 30, 2026 Proposals due to Lenore Bishop at lbishop@chapelhillnc.gov by 12:00 PM
EST.
November 2026 Selection and Notification
January 2026 Contract Award
B. Addenda
Each Proposer is responsible for determining that all addenda issued by the Town of Chapel Hill
Purchasing and Contracts Manager have been received before submitting a proposal. All such
addenda shall become part of the Contract, and all Proposers shall be bound by such addenda.
C. Requests for Interpretation
All questions pertaining to this RFQ must be submitted in writing no later than 3:00 PM EST on
October 15, 2026. Written questions should be emailed to: jlunsford@chapelhillnc.gov.
All responses to timely submitted requests for interpretations will be published in the form of an
addendum of the Town's website at Chapel Hill Bids-Current on October 22, 2026.
No personal contact with Town of Chapel Hill employees or Town Council, except for the
designated project contacts, is allowed during the RFQ process. Any vendors contacting Town
department(s) directly may subject the proposal to being rejected.
D. Submission of Proposals
Company's proposal must be emailed to the Purchasing and Contracts Manager, Lenore Bishop, at
lbishop@chapelhillnc.gov. All proposals must be received by 12:00 PM EST on October 30,
2026.
The email subject line must read:
"RFQ # AE27-001 Consulting Services for Public Housing Capital Needs Assessment -
Company Name".
Any submissions received after 12:00 P.M. EST on the Town's internal server will be rejected.
Do not submit paper copies.
E. Preparation Costs
The Town of Chapel Hill will not pay any costs associated with preparing, submitting, or evaluating
proposals.
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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F. Time for Consideration
The Town shall have a period of ninety (90) calendar days from due date of the proposals in which
to award the contract. The Proposer shall be bound by their proposal during that time. A company
may withdraw a proposal by written request prior to the date and time of the proposal opening or
after the 90-day time for consideration if a contract has not been awarded.
G. The Town's Rights and Options
Nothing herein is intended to exclude any responsibilities or in any way restrain or restrict
competition. All contractors are encouraged to submit proposals. The Town reserves the right to
waive any informalities and to reject any and/or all proposals. In addition, the Town reserves the
right to cancel a solicitation at any time prior to the award of a contract.
The Town will seek to negotiate a contract, a general scope of services, fee schedule, etc. with the
preferred proposer(s). If unable to reach an agreement, the Town reserves the right to terminate
negotiations and commence negotiations with the next ranked proposer(s).
H. Open Records
Information submitted to the Town of Chapel Hill is public information and is available upon
request in accordance with the North Carolina Public Information Act. As provided by North
Carolina statute and rule, the Town will consider keeping confidential the trade secrets, which the
Company does not wish to be disclosed. For such information, the Company must mark each page
in boldface at the top and bottom as "CONFIDENTIAL". In spite of what is labeled as a trade
secret, the determination of whether it is or not will be determined by North Carolina General
Statutes 132-1.2(1). Once a final price is negotiated, the cost information will not remain
confidential. Any other public information may not be deemed confidential; therefore, only mark
the necessary confidential pages.
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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III. Contract Requirements
A. Insurance
The successful proposer shall procure and maintain during the life of the contract the following
insurance coverages:
Worker's Compensation: Coverage to apply for all employees for statutory limits in compliance
with the applicable state and federal laws. The policy must include employer's liability with a limit
of $100,000 for each accident, $100,000 bodily injury by disease each employee and $500,000
bodily injury by disease policy limit.
Commercial General Liability: Shall have minimum limits of $1,000,000 per occurrence
combined single limit for bodily injury liability and property damage liability. This shall include
premises and/or operations, independent contractors, products and/or completed operations, broad
form property damage and explosion, collapse and underground damage coverage, sudden and
accidental pollution losses, and a contractual liability endorsement.
Business Auto Policy: Shall have minimum limits of $1,000,000 per occurrence combined single
limit for bodily injury liability and property damage liability. This shall include: owned vehicles,
hired and non-owned vehicles and employee non-ownership.
Professional Liability Insurance: The selected firm will be required to furnish proof of
professional liability insurance coverage at the minimum amount of $1,000,000.
Special Requirements: The Town of Chapel Hill is to be named as an additional insured on the
Commercial General Liability policy.
Current, valid insurance policies meeting the above requirements shall be maintained for the
duration of the project. Renewal certificates shall be sent to the Town of Chapel Hill thirty (30)
days prior to any expiration date. There shall also be a 30-day notification to the Town in the event
of cancellation or modification of any stipulated insurance coverage. Certificates of Insurance on
an Accord 25 (8/84) or similar form meeting the required insurance provisions shall be forwarded
to the Town of Chapel Hill. Wording on the Certificate of Insurance which states that no liability
shall be imposed upon the company for failure to provide such notice is not acceptable. Original
policies or certified copies of policies may be required by the Town at any time.
Hold Harmless: The Contractor agrees to indemnify and hold harmless the Town of Chapel Hill
from all loss, liability, claims or expense (including reasonable attorneys' fees) arising from bodily
injury, including death or property damage to any person or persons proximately caused in whole
or in part by the negligence or willful misconduct of the Contractor except to the extent same are
caused by the negligence or misconduct of the Town.
B. Subcontractors
Any subcontract entered into by the Contractor for work hereunder is subject to prior approval by
the Town. Without limitation, the Contractor shall ensure that any contract entered into by and
between Contractor and a subcontractor to perform work hereunder requires the subcontractor to
comply, as applicable, with all provisions under HUD Form 5370 C-General Conditions (Non-
Construction Section I & II). Contractor shall further ensure that no subcontractor has been
debarred by HUD or otherwise barred from working on federally funded programs or projects.
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
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C. Business Engagement and Opportunities
Consistent with 2 CFR 200.321, when possible, recipients and subrecipients of federal financial
assistance should ensure that all businesses, including small, emerging, growing, under-capitalized,
and under-resourced firms or organization, are provided opportunities to participate in federally
assisted contracts.
Contractors shall include these special provisions in all subcontracts for this contract.
D. Section 3 Compliance
Pursuant to 24 CFR Part 75, Contractors must comply with Section 3 of the Housing and Urban
Development Act of 1968 (12 U.S.C. 1701u) and its implementing regulations to ensure that, to
the greatest extent feasible, employment, training, contracting, and other economic opportunities
arising from HUD-funded projects are directed toward low- and very low-income persons,
particularly those residing in the project area. Proposers must describe their Section 3 compliance
strategy (see Proposal Format and Attachment B).
The selected consultant will be responsible for maintaining records, demonstrating compliance and
submitting required Section 3 reports for the duration of the contract.
E. Additional Terms and Conditions
All proposals and other material submitted become the property of the Town of Chapel Hill. The
Town of Chapel Hill reserves the right to add terms and conditions during contract negotiations.
These terms and conditions will be within the scope of the RFQ and will not affect the proposal
evaluations.
F. Federal Assistance
This project is funded, in whole or in part, by federal assistance. Accordingly, the federal provisions
contained in Exhibit B included in the Town's standard contract document apply as applicable.
G. Prohibited Contract Terms
In no event shall there be any of the following unless Town's express prior written agreement is
obtained: (1) any limitation on, or disclaimer of, implied or express warranties or the liability of
Contractor; (2) any limitation of damages, including a limitation on consequential damages; (3)
any requirement for arbitration or for mandatory mediation; (4) any requirement that Town officials
or employees keep the information confidential or any requirement that records be kept confidential
by the Town unless the requirement for confidentiality meets the requirements of the Public
Records Law.
RFQ for Consulting Services for Public Housing Capital Needs Assessment and Asset Repositioning Strategy
AE27-001, Housing and Community Development, Chapel Hill, NC
September 30, 2026
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