This is a service / maintenance or supply contract in Oak Ridge, Tennessee. Contact the soliciting agency for additional information.

Submittals shall be enclosed in a sealed envelope or package, addressed to the City of Oak Ridge. The name and address of the firm, the RFP Title - "Community Development Block Grant Consulting Services," shall be placed on the outside of the package. It is the sole responsibility of the proposer to ensure that the response is received no later than the established due date and time at the proper location. Submittals received after the due date and time will not be considered. Submission by email, facsimile, or other electronic means will not be accepted. Submit/Deliver to: In Person or By Overnight Delivery: Attn: Lyn Majeski Finance Department City of Oak Ridge 100 Woodbury Lane Oak Ridge, TN 37830 Regular Mail Attn: Lyn Majeski Finance Department City of Oak Ridge P.O. Box 1 Oak Ridge, TN 37831-0001 Submittal Format Interested firms must submit one (1) electronic copy. The electronic copy shall be submitted via thumb drive in pdf format and organized in the same format as the original submission with each Chapter or Section of the original having corresponding Electronic File. Submittal Content This section is intended to provide some guidelines to the consultant on the features that the City will look for and expect to be included within the submittal, which shall not exceed 15 pages, not including resumes. Additional attachments (beyond resumes) are allowed but will not necessarily be reviewed or considered. Each response should include signed authorization by its chief officer and should include the following information: Coversheet: General Information A. Consultant's name, address, email address and phone number, along with the name and e-mail address of a contact person if different than the firm's name or signature on the submittal. B. State any conflicts of interest your firm or any key team member may have with this Project. C. Identify and describe any pending claims, disputes, and/or litigation and any that occurred within the past five (5) years involving your firm or any of your proposed sub-consultants. With respect to resolved matters, describe the outcome. D. Debarment - The Respondent certifies by submission of a response to this RFP that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal, State, or Local department or agency. Tab 1: Qualifications and Experience of Firm in Providing Similar Services for Similar Projects A. Provide a description of the firm that will enter into agreement(s) with the City, including origin, background, current size, financial capacity, available resources, general organization, and company headquarters. Identify the name and title of the person authorized to enter into the contract(s) with the City. B. Provide a clear and concise statement with examples indicating the consultant's past performance and familiarity with the type of work sought under this RFP. A list of three (3) client references for which the consultant has provided similar services, including the name, address, and phone number of a contact person for each reference. Indicate the type, scope and duration of the work done for each client. Tab 2: Scope of Project / Specifications A. Provide a work program describing the scope of work to be undertaken. This program should describe any modifications or expansion of the scope provided. Respondent shall respond comprehensively and clearly to this RFP and shall include all documents, information, exceptions, clarifications, etc. in their response. Tab 3: Qualifications and Relevant Experience of Key Team Members A. Respondent Qualifications and Experience - Respondent shall include the qualifications and experience of the firm as well as resumes of the key firm personnel that will be assigned to this contract if awarded. The qualification should include narrative on the firm's ability to respond to the City's needs as outlined in the scope. B. Respondent's Key Personnel - Respondent shall provide an organizational chart of all key team members who will be directly involved in providing services, including any sub-consultants, to be assigned specifically to this project. Identify the Project Manager who will be authorized to make decisions for and act on behalf of the firm. Identify any member of the team that is certified as a minority, woman, or small business firm. Individual resumes should be limited to two pages and include project experience that is not more than 10 years old. C. Respondent's Primary Contact- Respondent should identify the individual that will serve as the firm's primary contact. It is the City's expectation that this individual will be available to the City for most if not all the routine tasks and activities that the City will engage the firm to perform. D. Cost Estimate - Respondent should submit a cost estimate which would include all details of any fees to be paid to Respondent. Evaluation Criteria & Process The consultant selected for this project should have experience in administering CDBG programs. Administration for entitlement communities is preferred. The City of Oak Ridge will be solely responsible for the selection of a consultant. The City reserves the right to reject any or all submittals in response to this RFP. Evaluation criteria include, but are not limited to, the following, listed in relative order of importance: A. Background, experience, and qualifications of the Consultant in CDBG program administration and implementation; B. Experience and qualifications of key team members; C. Responsiveness and thoroughness of scope description D. Reasonableness of proposed contract pricing E. Quality of feedback provided by references. The evaluation committee will perform evaluations of each submittal and make selection recommendations based on the evaluation criteria provided above. Evaluations will focus on identifying the relative strengths, weaknesses, deficiencies, and risks associated with each submittal. The City reserves the right to obtain clarification or additional information from any firm in regard to its submittal. The City reserves the sole right to select the most qualified firm(s) based on the best overall proposal that is most advantageous to the City. Firms who submit a proposal will be notified of the selection results. The final recommendation of any selected firm is subject to the approval of City Council or City officials. SCOPE OF PROJECT BASE ACTIVITIES The City of Oak Ridge anticipates selecting a community development consultant to assist with the following activities. The Consultant shall, as authorized, undertake the necessary analyses, applications, and related activities to accomplish the following activities: 2.1 Project Files/General Management Provide general consulting and advisory services throughout the term of the contract relative to management practices and authorized and desirable activities to implement, continue, and to enhance the community development programs. This includes informing and advising the City about federal and state policies and programs, and changes thereto. 2.2 Consolidated Plan (ConPlan) Process Assume lead role with preparing the submission in IDIS to the HUD for entitlement CDBG, which meets all statutory and regulatory requirements. The next required ConPlan update for Oak Ridge will be 2026. For all documents and submittals, consultant will monitor and coordinate scheduling to maintain compliance, request plan and report content from City staff for inclusion and complete draft submission on agreed-upon schedule, allowing for City staff review and approval prior to submission. City staff are to prepare all plan, project, and budget content for consultant input. a. Citizen Engagement. The Consultant shall liaise with the City concerning public involvement. The City shall convene public gatherings and serve as the program's public representative. b. The Consolidated Plan. Work with the City to develop a final draft for City Council approval and submittal the ConPlan, a three to five-year plan submitted to US Department of Housing and Urban Development (HUD) that includes a housing and community development needs analysis, a survey of resources available to address those needs, and a three to five-year strategy that includes goals and priorities for the use of CDBG funds. c. Annual Action Plans (AAPs). Prepare, with direction from the City, an annual plan submitted to HUD, which specifically describes the allocation of CDBG funds to activities to be conducted in support of the priorities presented in the three to five-year Consolidated Plan. d. Consolidated Annual Performance and Evaluation Reports (CAPERs). Prepare narrative descriptions of each activity and quantitative analysis of the funds expended and services provided during the program year. 2.3 Environmental Review Record (ERR) Conduct and document program compliance to 24 CFR Part 58 for all federal environmental regulations, especially for public notice, required consultations, permitting, and record retention in HUD Environmental Review Online System (HEROS). 2.4 Subrecipient Agreements. Assist the City in drafting subrecipient agreements. 2.5 Subrecipient Monitoring Assist the City in program monitoring of subrecipients and HUD programmatic monitoring Public Notices Assist staff in preparing for publication notices that inform the public of the City's CDBG programs and invite public comment and participation in accordance with statutory and regulatory requirements. 2.7 Labor Regulations Ensure Compliance with Labor regulations. 2.8 Reimbursement and Voucher/Drawdown Create voucher / drawdown requests in IDIS. 2.9 Cash on Hand Reports Assist City in finalizing quarterly financial "Cash on Hand" reporting within IDIS. 2.10 Internal Monitoring Provide internal monitoring of City and project files to ensure compliance with HUD and Single Audits. 2.11 Close Out Assist with close out to include: a. Beneficiaries Documentation b. Close-Out Package c. File Review 2.12 Transition Assistance If the contract, or any part thereof, is not renewed or is terminated for any reason, or as part of the closeout process, the Consultant shall provide up to three (3) months of transition assistance as a new consultant or City staff take over the work. The purpose for this work is to transfer historical knowledge, documentation, systems and acquaint the staff assuming responsibility with the City's operations for CDBG projects and activities. ADDITIONAL SERVICES We are also seeking submittals for additional services that may be required beyond the initial project scope. Please provide information on your experience, expertise, and approach to these additional services. Note that any work performed under this request will be quoted separately from the main project and will require approval before proceeding. Your response should include an outline of potential costs, timelines, and any relevant qualifications.