Project Information

Bid Title

Request for Qualifications PY2026 CHIP

Issuing Agency

Ottawa County

Location

Ohio

Published Date

Jan 22, 2026

Closing Date

Feb 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Qualifications PY2026 CHIP
Category:	Ottawa County
Status:	Open

Description: Th Board of Ottawa County Commissioners will be receiving Statements of Qualifications (SOQ) from qualified consultants to perform necessary functions related to its PY2026 Community Housing Impact and Preservation Program (CHIP) See attached document for additional information. Publication Date/Time: 1/22/2026 9:00 AM Closing Date/Time: Open Until Contracted Related Documents: 2026 CHIP RFQ_RFP

Attachment Preview

REQUEST FOR STATEMENT OF QUALIFICATIONS/PROPOSALS (RFQ)

Ottawa Regional Planning Commission on behalf of The Ottawa County Board of

Commissioners will be receiving Statements of Qualifications (SOQ) from qualified

Consultants to perform necessary functions related to its PY2026 Community Housing

Impact and Preservation Program (CHIP). Scope of work includes the development of a grant

application, convening the Ottawa County Housing Advisory Committee as required for the

grant application, preparing an environmental review record, performing residential

property inspections (including lead-based paint risk assessments & clearances), overseeing

pest inspections, and administration and implementation of the CHIP Grant.

All such proposals must be responsive to the scope of services section of this RFQ and must

complete and meet the criteria outlined herein. Responses to this RFQ will be used to select

qualified consultants to perform the required grant writing, planning, and grant

administration assistance needed by Ottawa County. These services are financed with

federal Community Development Block Grant Program (CDBG) funds from the US

Department of Housing and Urban Development (HUD) and administered by the Ohio

Department of Development (ODOD).

Since Ottawa County is seeking a professional service which may be available from several

qualified consultants, the County elected to follow the competitive negotiation method of

procurement outlined in 2 CFR 200.317. Under this method, the County will receive

qualifications and proposals from interested consultants until the designated date and time

listed below.

The Ottawa County Board of Commissioners reserves the right to reject all proposals and to

negotiate various details of the proposals with the parties which have submitted them. If the

County does negotiate any aspect of the proposals with any of the parties, it will provide all

parties with an opportunity to negotiate on the same point. The County reserves the right to

select the specific issues on which it will negotiate and will not negotiate any issues other

than those it selects.

Purpose of Request for Qualifications:

A contract will be executed between the selected consultant and Ottawa County for a period

necessary to complete all the requirements of the CHIP Program. The project work outlined

is to be completed by the selected consultant with supervision by the County. The State CHIP

grant application must be submitted to ODOD by the established deadline, which, based on

recent years, is expected to be June 20, 2026. All CHIP activities must be completed by

February 28th, 2029.

As this is a competitive grant, ODOD has not yet determined the County’s PY2026 CHIP grant

award, but it is estimated to be approximately $700,000, with additional local matching

funds. Consultants must submit a work plan outlining how the consultant will address each

element of ODOD’s CHIP requirements with their proposal.

CONTENT OF PROPOSAL:

The County will review and evaluate the statements of qualifications filed based on the

following content.

a. Date the consultant’s business was established and brief history of the organization.

b. Experience or technical expertise of the consultant and its personnel in connection

with federal and state program requirements, specifically as they relate to

administrative, financial, and monitoring requirements of the CDBG, HOME

Investment Partnerships Program (HOME), and other federal and state housing

programs.

c. Experience in carrying out lead-based paint risk assessments and lead clearances on

single family residential properties.

d. Capacity of the consultant to perform the work within time limitations (taking into

consideration the consultants current and planned future workload) and names of

key staff who will be working on the project.

e. Project references related to the above business areas.

f. A cost proposal clearly detailing the total lump sum fixed costs for the various project

tasks to be completed during the contract period. The fixed fee will include all costs

for travel, postage, printing, photographs, and other expenses relating to the

completion of the project.

SCOPE OF SERVICES:

Interested consultants should provide the County with the following scope of service

information:

A. Planning Process

Assist the County with a community planning process that addresses the requirements

outlined in the CHIP application instructions issued by the Office of Community

Enhancement (OCE). At a minimum, this includes preparing and submitting the Planning

Requirements Table with the following elements:

1. Complete a Community Services Resource Guide for the service area. The

comprehensive community services guide must provide information and referral

agency contact information, service area, name of program and services provided by

the agency, and identification of the population served.

2. Undertake research and assessment. Answer OCE questions regarding the service

area’s housing needs and community service collaboration.

3. Develop final recommendations for the CHIP program application. Indicate each CHIP

Program-eligible activity requesting funding, describe the level of need for each

activity and the rationale for applying or not, and apply for the specific activities in

the PY2026 CHIP program application.

B. CHIP Application Preparation

Prepare and apply to the Ohio Department of Development OCE for funding under the

PY2026 CHIP Program. The CHIP application will be consistent with the County’s community

housing priority needs and stakeholder recommendations. The application will be

completed and electronically submitted via SalesForce no later than the OCE designated due

date. All required public hearings, tables, narratives, attachments, signatures, and sign offs

will be completed as part of the application process.

C. CHIP Program Design, Administration, and Program Implementation

a. Program Design: Consultant will utilize existing procedures and criteria which will

enable proper administration and implementation for all anticipated or potential

funded activities, home repairs and/or housing rehabilitation for both owners and

renters, lead based paint hazard reduction with temporary relocation, where

applicable, and tenant based rental assistance.

b. Administration:

1. Coordinate all administrative tasks with the County’s appropriate department

personnel.

2. Complete Tier 1 environmental review.

3. Establish outreach procedures.

4. Set recipient qualifications criteria and priority rating scale.

5. Establish grant limits.

6. Determine family income criteria to determine grant qualifications.

7. Establish contractor application procedure.

8. Establish contractor minimum qualifications.

9. Determine bidding procedures.

10. Establish inspection procedures.

11. Establish installation and materials specifications.

12. Design (or implement electronically, as required) necessary forms for application,

qualifications, data collection, inspection documentation, loan determination,

construction payments and drawdowns.

13. Maintain fiscal accounting procedures necessary to assure proper expenditure of

and accounting for funds received.

c. Program Implementation:

1. Promote the program throughout the project area and to eligible applicants using

any marketing methods necessary.

2. Assist interested households in applying for CHIP assistance.

3. Maintain contact with other resources and coordinate in obtaining non-CHIP

funds, where possible.

4. Recruit and screen qualified contractors for participation.

5. Rank and select applicants for assistance based on all current HUD, and local

polices.

6. Perform on-site inspections of homes to determine structural deficiencies.

7. Determine improvements that can be provided within program limits and

maximum grant levels or loan payment ceilings.

8. Develop cost estimates for work to be performed.

9. Package bid information for the homeowner including work specifications.

10. Serve as liaison between owner and contractors, including technical assistance

during bidder’s on-site visit, bid opening, bid award, and pre-construction

conferences.

11. Prepare necessary paperwork to close loans, authorize grants, execute HOME

written agreements for HOME funded projects, prepare draw-down for funds from

the OCE, perform project set-up in SalesForce, and complete construction contracts

for signature by owner and contractor.

12. Issue written orders to begin construction.

13. Initiate client files to document income eligibility, construction grant transactions,

and construction close out.

14. Supervise construction and perform inspections of work in progress.

15. Approve equipment and materials to be installed to comply with program

specifications.

16. Approve changes in construction; obtain owner and contractor written agreement

for changes.

17. Conduct or contract for lead assessments and clearances for applicable CHIP

activities.

18. Recruit lead abatement contractors/supervisors to perform evaluation and lead

hazard reduction, consistent with the HUD Guidelines for the evaluation and

treatment of lead-based paint in housing.

19. Coordinate rehabilitation/repairs with the Ohio Historic Preservation Office.

20. Approve requests for payment and when needed, obtain owner’s written approval.

21. File all mortgages with the County Recorder.

22. File all completed documents and maintain records consistent with all HOME,

CDBG and Ohio Housing Trust Fund (OHTF) requirements.

23. Report project progress to the County and its CHIP partners on a quarterly basis.

24. Provide necessary relocation services and financial assistance for CHIP clients in

compliance with HUD and/or OCE requirements.

D. Regulatory Issues: General Program and Construction

a. General Program Regulations: All activities to be undertaken shall be performed in

compliance with the following regulations, as applicable:

1. HOME-funded activities: Current edition of the HUD HOME rules.

2. CDBG-funded activities: Current edition of the HUD Community Development

Block Grant program.

3. Ohio Housing Trust Fund activities: Current OHTF rules and regulations.

4. Equal Opportunity and Fair Housing: Section 504 of the Rehabilitation Act of

1973, as amended.

5. Section 3 of the US Housing and Urban Development Act of 1968, as amended.

6. Executive orders 11625 and 12432 for Minority Business Enterprise (MBE) and

12138 for Women's Business Enterprise (WBE) outreach and recruitment. Every

effort will be made to encourage the use of MBE/WBE contractors and suppliers

in the rehabilitation program. The project administrator will maximize

participation through widespread and targeted marketing and public relations.

7. Environmental reviews: Conduct individual project compliance reviews,

including consultation with the Ohio Historical Preservation Office (OHPO).

8. Labor standards requirements under 24 CFR 92.354, when applicable. Davis-

Bacon requirements, however, are not applicable to client residential.

9. Lead Paint requirements, per 24 CFR 92.355. HUD regulations for Lead-based

Paint Hazard Reduction in Low Income Housing.

10. 24 CFR 92.356 rules regarding conflict of interest.

11. 24 CFR 92.357 rules regarding debarment and suspension.

12. 24 CFR 92.359 regarding executive Order 12372 - Intergovernmental review.

13. OCD Housing Handbook, including all ODOD policy notices.

14. 24 CFR 92.351 Affirmative Marketing.

b. Construction Standards: The OCE Residential Rehabilitation Standards (RRS) will be

the primary guidelines for the preparation of rehabilitation specifications for

individual homes. Each house rehabilitated with CHIP funds will meet the RRS

Standards. In addition, the following construction standards shall be adhered to

where applicable to rehabilitation or new construction:

1. Residential Code of Ohio

2. Ohio Building Code

3. Ohio Plumbing Code

4. Ohio Mechanical Code

5. National Electric Code (NFPA 70)

6. International Energy Conservation Code

7. International Fuel Gas Code

8. Applicable local building codes or zoning requirements

9. County Board of Health, Premises Sanitation Regulations

E. Post Grant Management: The County shall be responsible for activities which are

identified as post-grant management requirements.

F. Monitoring and Recordkeeping: The County shall be responsible for activities

which are identified as monitoring and record-keeping requirements.

PROPOSAL EVALUATION:

The County will evaluate the proposal based on a point system. The following represent the

key factors which will be considered, and the points assigned to each:

Commodity Codes

• NAICS 237310Highway, Street, and Bridge Construction
• NAICS 541330Engineering Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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