409 S. Kanawha Street, Beckley, WV 25801
REQUEST FOR PROPOSALS
TO PROVIDE PLANNING CONSULTING SERVICES
FOR CDBG AND OTHER COMMUNITY DEVELOPMENT PROGRAMS
The City of Beckley, West Virginia, hereinafter referred to as the "City", is an entitlement City under the HUD Community Development Block Grant (CDBG) Program, and receives other community and housing development programs. In accordance with 2 CFR 200.320 Methods of Procurement to be followed, which establishes standards for the procurement of property and services involving the expenditure of Federal funds, the City hereby requests written proposals from qualified planning consultants and firms for the provision of professional services in the design, planning, and implementation of the City's proposed FY 2027, 2028, 2029, 2030, and 2031 CDBG Programs and other community development and housing programs.
Should any proposer have questions or need clarification of this RFP, please contact Ms. Angela King at (304) 256-1759 or email at [email protected].
A.TYPES OF SERVICES REQUIRED –
The City seeks the services of a professional planning consultant or firm to provide planning and implementation services for the next five (5) year period, assuming funds are appropriated and allocated for FY 2027 through FY 2031.
The scope of services includes the following:
1.Preparing the Annual Action Plans as part of the Annual Action Plan and strategy for the CDBG
Programs for FY 2027, FY 2028, FY 2029, FY 2030, and FY 2031.
2.Preparing the Five Year Consolidated Plan for FY 2029 to 2033.
3.Preparing the City's Analysis of Impediments to Fair Housing Choice in FY 2029 if required by HUD
or any other Fair Housing Plan.
4.Assisting in qualifying activities for Federal financial assistance.
5.Assisting in the preparation of annual performance reports referred to as the Consolidated Annual
Performance and Evaluation Report (CAPER) for FY 2026, FY 2027, FY 2028, FY 2029, and FY 2030.
6.Assist in the preparation of the Environmental Review Record (ERR) for annual community
development activities, as well as amendments to the CDBG Program, for FY 2027, FY 2028,
FY 2029, FY 2030 and FY 2031.
7.Evaluating if the City needs to update its Citizen Participation Plan for the CDBG Program, and
preparing any revisions to that plan.
8.Providing advice and assistance in meeting the citizen participation requirements.
9.Providing advice and assistance in meeting the Federal Section 106 requirements in accordance
with the State Historic Preservation Office (SHPO) and the U.S. Department of Interior regulations
for properties that are historic or located in historic districts.
10.Providing advice and assistance in the implementation of program activities, including compliance
with Federal and State regulations.
11.Providing advice and technical assistance in connection with the implementation of the CDBG
Program, including the requirements for lead based paint, MWBE, and Section 504 requirements.
12.Assisting in the preparation of modifications and amendments to previously approved CDBG
Program years.
13.Providing advice and assistance in the preparation of Section 108 Loan Guarantee applications
if requested.
14.Assisting in the preparation of applications/plans for a Neighborhood Revitalization Strategy
Area (NRSA) if requested.
15.Providing advice and preparation of applications for other sources of funding for housing, community
development and economic development programs.
16.Assisting in the preparation of applications for funding to the WV Housing Development Fund
(WVHDF) for housing.
17.Preparing other applications and/or performing studies in accordance with Federal and state
programs and guidelines for which the City of Beckley may be eligible to apply for funding.
18.Assisting in conducting other planning studies.
19.Assisting the City of Beckley in preparing plans and specifications for the City's Parks and
Recreational facilities funded with CDBG funds.
20.Assisting the City of Beckley in preparing Request for Proposals/Quotes for implementation of
CDBG funded projects.
The City intends to select an offeror which it deems best qualified in its judgment to provide all of the services requested, on an as-needed basis, for the continuation of the CDBG and other community development and housing programs.
The City will negotiate with such offeror it deems most qualified to determine the final fee for such services. If the City is unable to negotiate a fee, which seems reasonable, the City may negotiate with the offeror deemed second best qualified, or the City may issue another Request for Proposals. The multi-year commitment to the offeror is subject to HUD's approval of future allocations for CDBG funds and no costs shall be considered incurred or encumbered for such years until HUD issues an allocation for future funding.
B.INFORMATION AND DATA REQUIRED OF EACH OFFEROR –
All planning consultants are required to submit their proposal to the City by 3:00 P.M., prevailing time, on or before Monday, July 6, 2026. Proposals shall be submitted to Ms. Angela King at [email protected]. All proposals must be submitted electronically. The proposal shall contain a response to each of the following:
1.Qualification and Experience of the Consultant – (40 points maximum)
a.Demonstrate the experience of the consulting firm in performing the tasks requested under
the scope of services for this RFP in the CDBG Program and other community development
programs. (0-20 points).
b.Identify the key personnel to be assigned to render the requested scope of services.
Demonstrate that the key professional staff have the knowledge and ability to perform the work
requested. Indicate any experience that the key professional staff have obtained from work on
similar projects or in undertaking similar work responsibilities. (0-20 points).
2.Work Plans – (30 points maximum)
a.The Consultant shall prepare a work plan to address each task outlined in the types of services
requested. The work plans shall include, but not limited to: allocating resources and personnel,
the ability to provide continuity, and a timely response over the course of the contract period.
(0-30 points).
3.Previous Experience/Work in the City of Beckley – (15 points)
a.Demonstrate the previous experience and work the firm has performed for the City of Beckley.
(0-15 points).
4.Participation by Small Business Firm, Minority Owned Enterprise, Section 3 (Beckley based) Firm, or Women Owned Enterprise – (5 points)
a.If the offeror qualifies under any of the following categories, the offeror shall set forth the basis
for qualifying under these categories:
(1)Small Business Firm – less than $2.5 million in annual receipts. (0-1.25 points)
(2)Minority Owned Enterprise (MBE) – the principal owner(s) is a minority. (0-1.25 points)
(3)Section 3 Firm – low-income owned firm located in City of Beckley. (0-1.25 points)
Women Owned Enterprise (WBE) – the principal owner(s) is a female. (0-1.25 points)
5.Rate of Compensation – (10 points maximum)
a.Provide the hourly rate schedule and time commitment of all key staff that will be assigned to
each task. (0-10 points)
b.Provide a statement which outlines the consultant's estimated lump sum, not to exceed amount,
for each task to be assigned.
C.FACTORS FOR AWARD –
The City will evaluate each written proposal, determine whether oral discussions with the offerors are necessary, then, based on the content of the written proposal and oral discussions, if any, select a firm best qualified for the assignment based on the data submitted and whose offer is most advantageous to the City, price and other factors considered.
In evaluating the proposal, the City has assigned points for each segment of the proposal in accordance with the criteria hereinafter set forth. The offeror with the highest total points will be selected for the purpose of negotiating a contract. If the City is not satisfied with the basis used by the offeror or with the price of the services to be rendered, the City may proceed to negotiate a contract with the offeror with the next highest point total. The points to be awarded are set forth for each segment or subsegment below:
The City of Beckley is an equal opportunity employer and as such, it will not discriminate in the hiring of, or contracting for, services or work in the City.