Project Information

Bid Title

CDBG & HOME Upper Darby Home Repair Program

Issuing Agency

Township of Upper Darby

Location

Pennsylvania

Published Date

Mar 13, 2026

Closing Date

Mar 31, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-03

Original Source

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Bid Documents

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Project Description

2026-03: CDBG & HOME Upper Darby Home Repair Program

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REQUEST FOR PROPOSALS (RFP)

UPPER DARBY HOME REPAIR PROGRAM

SCHEDULE OF KEY ACTION DATES

1. RFP Issue Date: M a r c h 1 3 , 2 0 2 6

2. Questions & Inquiries Due Date: M a r c h 2 0 , 2 0 2 6

Written questions must be sent via email: cdbgbidding@upperdarby.org No questions will be

accepted by phone inquiries.

3. FAQ published by Upper Darby Township: M a r c h 2 5 , 2 0 2 6

Upper Darby Township will publish lists of questions and answers in a document that will be

posted online at www.upperdarby.org/HomeRepair and distributed by email to all known

interested parties.

4. Response Submission Date: Delivered and received no later than: M a r c h

31, 2026

The sealed package must be sent electronically to cdbgbidding@upperdarby.org

5. Anticipated Contract Start-Up Date: M a y 1 , 2 0 2 6

OVERVIEW

Upper Darby Township is seeking submittals from qualified organizations to administer the Upper Darby Home

Repair (UDHR) Program. The goal of the UDHR Program is to preserve Upper Darby Township’s existing affordable

housing stock, prevent blight in our community, and improve the health and housing security of our low- and-

moderate income homeowners. These goals will be achieved by providing funds for essential repairs in order to

bring homes into compliance with code requirements, to address lead and other environmental health hazards, to

promote energy conservation and savings through weatherization and efficiency improvements, and to remove

barriers to accessibility.

Any organization interested in applying to provide services under this contract must meet the requirements

specified in this Request for Proposals (RFP). Respondents must have qualified staff on hand, and/or demonstrated

existing partnerships with subcontractors, for this contract and be ready to begin work on the anticipated contract

start-up date of 5/1/2026. The program will be administered in accordance with the UDHR Program guidelines,

attached to this RFP at Appendix A.

OBTAINING A COPY OF THE RFP: To obtain a copy of the RFP and guidelines, organizations can visit our website

at www.upperdarby.org/departments/communityandeconomicdevelopment/PublicNotices or email

cdbgbidding@upperdarby.org. Any addenda issued for this RFP will be published at the above-referenced

website.

RIGHTS RESERVED: Upper Darby Township reserves the right to accept or reject any and all responses, in whole or

in part, received because of this solicitation and to waive minor irregularities. Furthermore, Upper Darby Township

reserves the right to make a whole award, partial award, or no award at all.

SECTION I – INTRODUCTION

1.1 SUMMARY STATEMENT: Upper Darby Township administers the Community Development Block Grant

(CDBG) and HOME Investment Partnerships (HOME) Programs of the United States Department of Housing

and Urban Development and intends to make one or both resources available for the UDHR Program.

To be considered for a contract, the Respondent must:

• document they have been in existence as a housing rehabilitation organization for at least one

year prior to entering a contract with Upper Darby Township;

• document they are familiar with the administration of a housing rehabilitation program;

• document the experience and the capacity of the program staff, board members and the

organization to implement the proposed scope of services in a timely manner;

• document by its immediate past and current activities that it can implement the eligible activities

and tasks;

• document that they have developed partnerships with other private and public entities,

including licensed and certified subcontractors;

• document the ability or the inability of the applicant to generate funds from other sources.

A fixed fee schedule will be negotiated for each respondent and the selected Respondent will be

compensated for the satisfactory performance and completion of the minimum tasks associated with the

contract. Payments will be made in accordance with a schedule of fixed fees payable monthly upon

completion and submission of a payment request with the required back-up documentation (monthly

report).

A mandatory onboarding workshop will be scheduled with the selected Respondent(s) upon execution of

the contract and shall be made a condition of the contract. The contract with the selected Respondent

will not guarantee a specific volume of work assigned but will compensate for work assigned and

completed based upon the fee schedule and the terms and conditions of the agreement. The term of the

Request for Proposals – Home Repair Program

Page 2

contract will be for an initial period of one (1) year (tentative contracts dates are (May 1, 2026 – April 30,

2027). Upper Darby Township shall have the sole exclusive right to offer the option to extend the period

of each selected respondent for two (2) additional one-year extensions.

II – GENERAL INFORMATION

2.1 NOTICE TO RESPONDENTS: Each respondent, before submitting a proposal, shall become fully informed as

to the extent and character of the work required and is expected to completely familiarize themselves with

the requirements of the solicitation and specifications, as well as the regulations found at 24 CFR Part 570

(CDBG), 24 CFR Part 92 (HOME), and 24 CFR Part 35 (Lead Based Paint Hazard Reduction) governing those

federal programs. No consideration will be granted for any alleged misunderstanding of the material to be

furnished or work to be done, it being understood that the submission of a proposal is an agreement with

all the items and conditions referred to herein.

2.2 ORAL PRESENTATIONS: Upper Darby Township reserves the right to conduct individual interviews with

finalists and to request best and final offers from any or all finalists. Each respondent may be required to

provide oral presentations to discuss their proposed management techniques, answer questions from

Upper Darby Township staff and/or its designee(s), and/or clarify their technical submittal.

2.3 WITHDRAWAL OF THE PROPOSAL: The proposal may be withdrawn upon written request from the

Respondent prior to the proposal closing date.

2.4 CONTRACTING WITH SMALL AND MINORITY FIRMS, WOMAN’S BUSINESS ENTERPRISE AND LABOR

SURPLUS AREA FIRMS: Upper Darby Township encourages small businesses, minority businesses, women's

business enterprises, veteran-owned businesses, and labor surplus area to respond to this RFP.

2.5 SUBCONTRACTING: Any person undertaking a part of the work under the terms of the Contract, by virtue

of any agreement with the Respondent, must receive approval of Upper Darby Township prior to any such

undertaking. In the event the Respondent desires to subcontract some part of the work specified herein,

the Respondent shall furnish with their proposal the names, qualifications, and experience of their

proposed subcontractors. Subcontractors shall conform in all respects to the provisions specified by the

Respondent. The Respondent shall, however, remain fully liable and responsible for the work done by their

subcontractors. Upper Darby Township may terminate the Contract if the subcontracting is done without

Upper Darby Township’s prior approval.

2.6 RESPONSIBILITIES OF THE RESPONDENT: The Respondent shall be responsible for the professional quality

and technical accuracy of their advice and other services furnished by them. The Respondent will perform

services with a degree of skill, which is normally exercised by recognized professionals with respect to

services of a similar nature. Neither Upper Darby Township’s review, approval, or acceptance of, nor

payment for, any of the services required under the Contract shall be construed to operate as a waiver of

any rights under the Contract or of any cause of action arising out of the performance of this Contract, and

the Respondent shall be and remain liable to Upper Darby Township in accordance with applicable law for

all damages to Upper Darby Township caused by the Respondent’s negligent performance of any of the

services furnished under the contract. The rights of Upper Darby Township provided for under the Contract

are in addition to any rights and remedies provided by law.

2.7 FORMATION OF AGREEMENT/CONTRACT WITH SUCCESSFUL RESPONDENT: The Contract to be negotiated

as a result of this RFP shall be by and between the Respondent and Upper Darby Township and shall contain

but shall not be limited to provisions included in this RFP. By submitting a proposal in response to the RFP,

the Respondent accepts the terms and conditions set forth herein, as well as any additional terms and

conditions required for adherence to federal regulations, sound fiscal management principles and the

policies of Upper Darby Township.

Request for Proposals – Home Repair Program

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SECTION III – SCOPE & REQUIREMENTS

3.1 SCOPE OF WORK & NEGOTIATION OF WORKPLAN: Upper Darby Township seeks Proposals from

experienced housing organizations to participate in the UDHR Program for the Township. The

Respondent(s) selected under this RFP will be notified and will meet with Upper Darby Township staff to

finalize their individual work plans, benchmarks, geographic priority areas and fee for services schedule.

Proposed Work Plan will minimally include:

• Applicant Intake and Eligibility Determination

o The Respondent will be responsible for all intake, evaluation and eligibility determinations.

o The Respondent will receive and process all applications and review them for accuracy,

completeness, and appropriate supporting documents necessary to determine eligibility.

o The Respondent will assist applicants that submit incomplete applications by informing

them of the information needed to complete the application package.

o The Respondent will perform income eligibility determinations according the 24 CFR Part 5

requirements.

o The Respondent must fully explain the Upper Darby Township Home Repair Program

guidelines and processes as part of the initial intake and screening process with applicants.

o The Respondent shall be responsible for determining the level of assistance to be provided

in accordance with the Upper Darby Township Home Repair Program Guidelines.

o The Respondent will conduct follow-up contacts for any non-responsive applicant to

finalize eligibility for the program.

• Property Inspection

o The Respondent will perform a complete property inspection, including lead inspection and

risk assessment and radon testing.

o The Respondent will conduct lead inspection and Risk Assessments on all areas, including

deteriorated painted interior surfaces and all exterior surfaces. Consultant will use an XRF

machine that is calibrated according to standard practices of the trade.

o The Respondent will conduct soil sampling as appropriate.

o The Respondent will prepare a Risk Assessment report for each housing unit.

o The Respondent will prepare Notice of Evaluation for the owner/occupants of each unit.

The notice shall comply with the requirement of 24 CRF Part 35.125. All notices shall be

prepared in English. If alternative languages or formats are needed, the Respondent shall

provide the translations.

• Grant Execution

o The Respondent will meet with the applicant to review the terms and conditions of the

program prior to the scheduled execution of the grant agreement documents. This includes

re-payment terms, occupancy, and insurance requirements.

• Environmental Review

o For each property to be rehabilitated, the Respondent will prepare the Tier 2 Site Specific

checklist, including consultation with the State Historic Preservation Office via PA-SHARE;

demonstration that the property is not located in a Regulatory Floodway; and other

documentation required under Upper Darby Township’s Tier 1 Review.

• Rehabilitation Specifications, Contracting & Construction

o The Respondent will draft rehabilitation specifications, lead and other environmental

hazard reduction/abatement specifications and radon mitigation measures and cost

estimates for each property.

o The Respondent will assist the owner with distributing the rehabilitation specifications and

selecting a contractor, evaluate proposals for cost reasonableness, and prepare contract

documents for the owner and contractor to execute. Respondents who also perform

rehabilitation work will provide policy and procedure for ensuring construction costs are

eligible and reasonable.

o The Respondent will provide on-site monitoring of rehabilitation work during construction.

Request for Proposals – Home Repair Program

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A minimum of two (2) inspections are required. Spot checks of compliance with the Lead

Safe Protocols is required, not full-time supervision. The Respondent should quote an

hourly rate for addressing problems with protocols or added work needed during the

project.

o The Respondent will approve partial and final payments based on work completed. The

Respondent will obtain owner’s signature indicating release of payment to contractor for

each payment to be made.

o The Respondent will provide clearance inspections at the conclusion of the lead hazard

control work. The Respondent shall also quote the cost of additional clearance tests, on a

per service basis as required.

o The Respondent will prepare and provide Notice of Hazard Reduction activity for all

owners/occupant as prescribed by 24 CRF Part 35.125.

o The Respondent will provide consultation on Occupant Protection and work staging as

required for lead-hazard reduction activities.

• Client Documentation & Records

o The Respondent will maintain a file for each applicant/household, including those that are

denied assistance. All records and files containing private/protected information of any

individual or household who applies for assistance must be kept secure and confidential.

Access to confidential information must only be available to those employees who have a

need to know. Hard copies of information/documents must be kept in a locked cabinet

and/or room and electronic copies must be password protected. All records will be made

available to Upper Darby Township upon demand.

• Reporting / Monitoring

o The Respondent will be required to provide monthly progress reports, quarterly program

reports and participate in any monitoring and technical assistance sessions scheduled by

Upper Darby Township.

SECTION IV – EVALUATION & SELECTION

4.1 SELECTION PROCESS: Upper Darby Township reserves the right to accept any application and negotiate an

agreement with any respondent. The successful respondents will be required to comply with all applicable

equal opportunity laws and regulations. Upper Darby Township reserves the right to reject any or all

submissions, or to waive any defect or irregularity. At its sole discretion, Upper Darby Township reserves

the right to contact bidders and ask them for required information omitted from the bid package. Upper

Darby Township may contact bidders by telephone or electronic mail during its review of a bid package to

clarify submitted information. Upper Darby Township further reserves the right to award contracts to the

respondents that, in the judgment of the selection staff and Upper Darby Township, best serves the needs

of the residents of the Township.

4.2 EVALUATION AND SELECTION: A proposal evaluation committee consisting of Upper Darby Township staff

will conduct a complete review evaluation on all responses received by the closing deadline. Finalists may

be selected for interviews.

4.3 QUALIFYING PROPOSALS: Staff shall first review each Proposal for compliance with the mandatory

requirements of this RFP. Failure to comply with any requirements of this procurement may disqualify a

respondent’s proposal. Upper Darby Township reserves the right to waive a requirement and/or minor

irregularities when it is in Upper Darby Township’s best interest to do so. Proposals will not be opened

publicly.

4.4 FINAL BENCHMARKING AND SELECTION: Each proposal received shall be subject to the same review and

evaluation process. Proposals will be reviewed and will be scored by the Proposal Evaluation Committee

and then they will make recommendations to the Chief Administrative Officer and the Mayor for award of

the Contract.

Request for Proposals – Home Repair Program

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Commodity Codes

• NAICS 236118Residential Remodelers

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