Background

The City of Elkhart is requesting proposals from qualified and experienced firms or individual consultants for the 2020-2025 Consolidated Plan, 2020-2025 Neighborhood Revitalization Strategy Area Plan, 2020 Annual Action Plan, and 2020 Analysis of Impediments to Fair Housing Choice. Elkhart is a CDBG entitlement community, but not a recipient of HOME or HOPWA.

Project Deliverables

1. 2020-2025 Consolidated Plan

The selected consultant will work with City staff on the development of the 2020-2025 Consolidated pursuant to 24 CFR Part 91 and the IDIS Consolidated Template. The 2020-2025 Consolidated Plan must be submitted to the HUD no later than May 15, 2020. The period of this Consolidated Plan is July 1, 2020 to June 30, 2025. The Consolidated Plan must meet all federal regulations and follow the HUD guidance for the eCon Planning Suite, including but not limited to 24 CFR Part 91, and HUD CPD Notice 12-009, Consolidated in IDIS Desk Guide, etc.

2. 2020-2025 Neighborhood Revitalization Strategy Area (NRSA) Plan

The NRSA Plan is adopted and submitted along with the consolidated plan to HUD in accordance with 24 CFR 91.315(e) of the Consolidated Plan regulations (as amended on October 22, 1996). This regulation authorizes jurisdictions to adopt and implement NRSA Plans.

3. 2020 Annual Action Plan (AAP)

The 2020 AAP is adopted prior to the beginning of each program year and identifies the projects and programs the City plans to fund and implement, in conformance with the Consolidated Plan. Entitlement program funds are appropriated in the AAP to programs and activities that meet the Consolidated Plan goals. There are five AAPs that will be administered under the 2020-2025 Consolidated Plan. The 2020 AAP must be developed in accordance with 24 CFR 91.220 and other HUD requirements and guidance.

4. 2020 Analysis of Impediments to Fair Housing Choice (AI)

The Consolidated Plan regulations (24 CFR 91) require each state and local government to submit a certification that it is affirmatively furthering Fair Housing. As discussed in the Fair Housing Planning Guide from HUD, the purpose of the AI is broad and covers the full array of public and private policies, practice and procedures affecting housing choice:

• Serves as the substantive, logical basis for the Fair Housing Plan
• Provides essential and detail information to policymakers, administrative staff, housing providers, lenders, and fair housing advocates
• Assists in building public support for fair housing efforts within the jurisdiction's boundaries and beyond

The Consultant will develop the AI in accordance with 24 CFR 91, the HUD Fair Housing Guide, and other HUD guidance.

Scope of Work

The selected consultant will be responsible for assisting the Community & Redevelopment Department staff with the development of the 2020-2025 Consolidated Plan, 2020-2025 Neighborhood Revitalization Strategy Area Plan, 2020 AAP, and the 2020 AI, including all narratives, data tables, and other plan elements. All project deliverables must be prepared and meet federal regulations and guidance provided by HUD. The planning process shall be led by the consultant, with assistance from City staff and include the following:

1. Data Collection, Research and Analysis

Data collection, research and analysis to understand and communicate the demographic, economic, and housing conditions of the community for each of the project deliverables, as applicable. The consultant must use data from a variety of sources and present it in the tables required by the eCon Planning Suite required by HUD. Additional tabulations and maps needed to assess and present a comprehensive assessment of community needs and market conditions must also be included. When appropriate, comparisons with national and state data that assists in developing the recommended projects and activities in all project deliverables should be included. The consultant should provide a summary of all data used in the various plan deliverables. As part of the project scope, the selected consultant must review and consider the following in the development of the project deliverables:

• Past and present CDBG plans, including past Consolidated Plans, AAPs, NRSAs, Housing Needs Assessments, and AIs
• Other City Plans and Projects, including the Comprehensive Plan, Tax Increment Financing (TIF) Plans, Neighborhood and Area Plans
• Information on past and current Community Development programs, policies and related materials, including but not limited to residential rehabilitation, purchase assistance, parks projects, etc.
• Copies of Zoning, Subdivision and other land use regulations

2. Community Outreach and Public Hearings

• The consultant will be required to plan and coordinate all public meetings and public hearings associated with all project deliverables
• The consultant will be responsible for conducting meaningful community outreach and engagement, as required by HUD, with stakeholders for all project deliverables, including outreach to and engagement with citizens, city staff members from various departments, the Elkhart Housing Authority, nonprofit and other agencies, neighborhood leaders, elected officials, etc.
• Regular (weekly, bi-weekly) meetings with City staff expected for the duration of the project

3. Goal Development and Strategic Planning Outcomes

The consultant will be responsible for establishing the strategic vision of the Consolidated Plan, NRSA Plan, AAP, and AI based on data collection, research, and analysis, and public feedback. Additionally, the consultant will be responsible for developing the following for all project deliverables:

• Development and definition of goals to address community needs and gaps
• Development and definition of projects and activities to meet the needs of the community
• Priorities for the allocation of funding resources
• Define the City's Neighborhood Revitalization Strategy Area (NRSA) geographic boundaries and establish priorities for the plan

In addition to defining the geographic boundaries and establishing priorities for the NRSA, as part of the Consolidated Plan and the NRSA Plan development, the consultant will also be responsible for recommending target neighborhoods within the NRSA for AAPs under the 2020-2025 Consolidated Plan.

4. Additional Requirements

• All deliverables, processes, and planning methods must be developed in accordance with HUD rules and regulations
• Consultant will assist with any modifications required by HUD if any of the final deliverables are not approved upon initial submission
• Consultant must respond to all requests from city staff in a timely manner
• All project deliverables must be consistent in the overall vision, goals and objectives and reflect the AI

Timeline

All project deliverables must be completed and available for public comment no later than March 30, 2020 and submitted to HUD no later than May 15, 2020. A tentative schedule is as follows:

Item — Date

Release Request for Proposals (RFP) — August 20, 2019

Proposals Due — September 16, 2019 at 5:00 PM

Proposals Opened at BOW Meeting — September 17, 2019 at 9:00 AM

Select Consultant — October 1, 2019

Consultant Commences Work — October 15, 2019

Data Collection, Research and Analysis — October 15 to December 31, 2019

Community Outreach and Public Meetings — January 1 to March 1, 2020

Draft Plan Due from Consultant — March 15, 2020

Plan Released for Public Comment (30 days minimum) — March 15 to April 15, 2020

Presentation to City Council — April 21, 2020

Final Consolidated Plan and Other Deliverables Submitted to HUD — May 1, 2020

City Staff Participation

The City has limited professional staff capacity to support the project and will rely on the consultant's experience to ensure that all necessary components of the project are completed in a timely manner and submitted to HUD by the necessary deadlines.

The City will provide a list and contact information for local nonprofits, other agencies and neighborhood organizations. City staff will assist with room reservations for public meetings.

Proposal Requirements

In order to be considered a complete proposal by the City of Elkhart Board of Public Works, the following contents must be included in the proposal:

1. Cover letter on the firm's letterhead highlighting qualifications and experiences, detailing the Consultant's ability to respond to all requirements outlined in the document. Minority, women, or disadvantaged business enterprises are encouraged to apply. Please indicate if your organization is one of these types of businesses.

2. Provide a description of your firm including, name, DUNS Number, address(es) of the offices of the firm, name of the principal(s) of the firm, contact information of a representative of the firm authorized to discuss the proposal, statement of whether there are any ongoing, pending, or potential legal actions against the firm.

3. Consultant Qualifications:

• Background of your firm's direct experience in providing consulting services for HUD plans, including five-year Consolidated Plans, AI, NRSA Plans, and AAPs. Include your experience with HUD's Consolidated Planning tool and eCon Planning Suite within IDIS.
• List of principal(s) and other consulting team members, including an organizational chart showing staff involved in the project and their respective assignments. Provide appropriate background information for each person and identify his or her responsibilities.
• Provide Resumes of principal(s) and other consulting team members
• Provide a detailed list of a minimum of three references including name, email, and telephone number for organizations or businesses for whom you have performed similar work
• A breakdown of the percentage of work to be performed by each consultant/sub-consultant team member as part of this contract
• Identify any conflict of interest that may arise as a result of this contract

4. Project Approach

• Narrative that includes the consultant's understanding of the purpose of the various project deliverables in this RFP
• Discussion of previous experience with Consolidated Plans, NRSA Plans, AAPs, and AI Assessments, and other housing analysis efforts and how lessons learned through those projects will be used in this project
• Detailed discussion of the items listed in the "Consultant Qualifications" above with elaboration on how the consulting team meets those qualifications
• In addition to the public meetings required by HUD, description of proposed elements for public outreach and engagement, including but not limited to stakeholder interviews, focus groups, surveys and other methods for obtaining public input
• Specific project task descriptions, associated outcomes/deliverables and corresponding budget
• A separate allocation of travel, supplies, and any contingency costs per project task item
• Ability to complete the work within the anticipated schedule and budget. All project deliverables must be completed and submitted to HUD by May 1, 2020

5. Fees

The cost of services is one of the factors that will be considered in awarding this contract. Please provide a detailed breakdown of your proposed fees for this engagement. Provide an estimated for each task described in the scope of work for all project deliverables.

Proposal Evaluation Process/Criteria

A selection committee will be established to review the proposals using the following criteria to evaluate proposals:

Criteria Percent

The Consultant's project approach and overall understanding of City's needs and HUD requirements for the project deliverables, presented in a comprehensive but straightforward manner — 45%

Experience with HUD's eCon Planning Suite and the requirements for building a Plan in IDIS — 15%

Qualifications of the firm and experience in providing the HUD required project deliverables, as exemplified by past projects — 15%

Experience and qualifications of the principal(s) and other personnel assigned to the project — 10%

Cost of Services — 10%

References — 5%

Schedule is not included in the evaluation criteria, as it is expected that the selected consultant will work within the timeline established in Section 4: Timeline.

Proposal Submission

Three hard copy proposals must be submitted and an electronic copy emailed to nancy.wilson@coei.org by September 16, 2019 at 5:00 PM. Proposals will be opened on October 1, 2019 at 9:00 AM at the Board of Works meeting.

Project Budget

This RFP is being solicited under a fixed-firm price, with a maximum budget for all deliverables of $75,000

Contact Information

The full RFP can be accessed at www.elkhartindiana.org under the Consolidated Plan webpage. All questions should be directed to Abby Wiles, Assistant Director for Community & Redevelopment (574) 294-5471 X1061/abby.wiles@coei.org.