Housing Rehabilitation Loan and Paint Grant Program Consulting Services

Housing Rehabilitation Loan and Paint Grant Program Consulting Services

Community Development Block Grant Housing Rehabilitation Loan and Paint Grant Program Consulting Services

The City and Housing Authority desires to engage a Consultant to render such professional housing rehabilitation and paint program consulting services for the Housing Rehabilitation Loan and Paint Program ("Program") as set forth in this Agreement.

Background

About the City

The City of Lake Forest is located in southern Orange County, California, in the area commonly referred to as the Saddleback Valley, with a population of approximately 85,000. It is the County's thirty-first city and the second largest city within the Saddleback Valley, encompassing 16.6 square miles. The City of Lake Forest's fiscal year begins on July 1 and ends on June 30.

The City was incorporated in 1991, operates under the Council/Manager form of government and is considered a contract city. The five members of the City Council are elected by district. They serve staggered four-year terms, with the Mayor being selected annually from among the Council Members. The Council meets on the first and third Tuesdays of each month.

City Hall is located at 100 Civic Center Drive, Lake Forest, California 92630. The telephone number is (949) 461-3400, and the fax is (949) 461-3511. The City website address is http://www.lakeforestca.gov.

Project Description

The City is seeking Housing Rehabilitation Loan and Paint Grant Program Consulting Services for the Housing Rehabilitation Loan and Paint Grant Program .

The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of  July 1, 2026 to June 30, 2029. The City will have the option, at its sole discretion, to extend the agreement for up to two (2) additional one year terms. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

Project Details

• Reference ID: 2026-RFP-008
• Department: City Manager - HR, IT, and Economic Development
• Department Head: Keith Neves (Assistant City Manager)

Important Dates

• Questions Due: 2026-03-21T00:00:00.000Z

Addenda

• Addendum #1 (released 2026-03-30T23:47:25.024Z) —

  The deadline has been extended by one week to April 6, 2026 at 5:00 p.m. Please use the See What Changed link to view all the changes made by this addendum.

• Addendum #2 (released 2026-04-06T16:56:51.264Z) —

  The deadline has been extended to April 10, 2026 at 5:00 p.m Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• The firm is independent and properly licensed to practice in California. (1 pts)
• The firm has no scope conflict with regard to any other work performed by the firm for the City. (1 pts)
• The firm adheres to the instructions in this RFP on preparing and submitting the proposal. (1 pts)
• The firm included a Letter of Transmittal in the Project Proposal. (1 pts)
• Key Personnel (20 pts) —
  1. The quality of the firm’s professional personnel assigned to the engagement and the quality of the firm’s management support personnel to be available for technical consultation.
  2. References relative to personnel assigned to the engagement.

  

• Project Management/Schedule (15 pts) —
  1. Firms allocation of resources to the project and project schedule
  2. Project management tools/resources utilized by the firm to ensure accurate and timely delivery of project

  

• Scope of Services (40 pts) —
  1. Understanding of work to be done and detailed scope of work.
  2. Appropriateness of services to the requirements of the City.
  3. Distinguishing features, skills and/or services.

  

• Experience (15 pts) —
  1. The firm’s past experience and performance on comparable private/government engagements.
     Firm’s statement on why it believes itself to be best qualified.

  

• Proposal Quality (10 pts) —
  1. Firm’s thoroughness and accuracy in the proposal document including presentation of information, grammar, spelling, and other errors.

  

• Vendor’s Communication (32 pts) —
  1. Ability of firm’s assigned team to clearly communicate information to the Selection Committee
  2. Interpersonal communication between firm members and the Selection Committee
  3. Vendor team thoroughly and completely answers questions asked by the Selection Committee

  

• Project Understanding (40 pts) —
  1. Demonstration of understanding of the project by key personnel
  2. Demonstration of relevant experience to RFP requirements beyond the written proposal

  

• Technical Knowledge (32 pts) —
  1. Demonstration and communication of technical understanding of the required services related to the project
  2. Demonstrate ability to convey technical information without use of jargon or overly specialized language
  3. Assigned vendor staff has sufficient subject matter knowledge to complete project

  

• Key Personnel (40 pts) —
  1. Communication and interpersonal skills of key personnel including thoroughness in answering questions and demonstration of problem solving skills
  2. Attendance of key personnel assigned to the project at the interview

  

• Meeting Preparation (16 pts) —
  1. Firm’s preparedness to answer questions and present relevant information
  2. Research of the City or the project
  3. Adhering to meeting timeline instructions, good time management of interview

  

• Cost Proposal Evaluation (40 pts) —

  The Cost Proposal, either the originally submitted proposal or “revised” proposal, is opened for each firm who has received an average score of at least 60 points after the qualitative review and participated in the oral presentation. The Cost Proposal is valued at 40 points for the firm with the lowest responsive cost. The remaining firms will earn a percentage of the 40 available points based on their cost relationship to the lowest cost proposal. This is calculated by dividing the lowest cost proposal by the cost of the proposal being rated, and then multiplying the results by the maximum points. The result is the awarded points. Cost proposals remain confidential and are not disclosed to proposers during the proposal process.

  

  The Purchasing Coordinator calculates the points for the cost proposal which are included in the final point summary provided to the Department Director to recommend a vendor for contract award.

Submission Requirements

• Technical Proposal (required) —

  Please upload your Technical Proposal WITHOUT ANY cost information.

• Cost Proposal (required) —

  Please upload your Cost Proposal here.

• Proposer Summary Information —

  Please complete the following questions to submit key information about your business and relevant to your proposal submission.

• Business Name (required) —

  Include complete business name including DBA name

• Business Firm Parent or Ownership (required) —

  Please include the name of the parent company and list any relevant ownership information.

  It is also appropriate to list the structure of your business and state of incorporation ( e.g. a California sole-proprietorship, a Minnesota corporation, a Florida Limited Partnership, etc.)

• Business Address (required) —

  Please include your primary place of business.

• Business Telephone Number (required)
• Business Fax Number
• Number of Years in Existence (required)
• Management Contact (required) —

  Please provide the full name and title of the person responsible for direct contact with the City and the services required for this Request for Proposals.

• Management Contact Email (required)
• Management Contact Telephone Number (required)
• Management Contact Fax
• Project Manager (required) —

  Please provide the full name and title of the person responsible for day-to-day services in this Request for Proposals.

• Project Manager Email (required)
• Project Manager Telephone Number (required)
• Project Manager Fax
• Types of Services Performed by the Business (required) —

  Please provide a brief description for the type of services performed by the business entity.

• Confirmation and Certifications —

  Please complete the following required certifications below to complete your proposal submission.

• Certification of Proposal to the City of Lake Forest (required) —

  1. The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), dated and  issued Monday, March 9, 2026, and to be bound by the terms and conditions of the RFP.

  
     2. This firm has carefully reviewed its proposal and understands and agrees that the City is not responsible for any errors or omissions on the part of the proposer and that the proposer is responsible for them.

  
     3. It is understood and agreed that the City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.

  
     4. The proposal includes all of the commentary, figures and data required by the Request for Proposal, dated and issued Monday, March 9, 2026, including any addenda issued thereafter.

  
     5. This firm has carefully read and fully understands all of the items contained in Section titled: General Requirements.  This firm agrees to all of the general requirements except for those disclosed by the firm in project proposal, listed on an attachment.

  
     6. The proposal shall be valid for 180 days from the date submitted to the City.

   

• Public Works Contractor Registraiton Certification (required) —

  Please download the below documents, complete, and upload. 

• Project Specific vs. Services (required) —

  Select the most accurate answer below.

• Short Description of Services (required) —

  This should be brief and similar to a title of your solicitation. It can be a little more detailed but should be kept BRIEF.

  This will be released in the description included on emails inviting vendors to the solicitation. You will be able to edit and add to it in the Introduction Section.

  If you are working on a specific project, you may list the project name as well as services.

  EXAMPLE

  Economic Development Consulting Services for the CCA Feasibility Study

  For RFQs, please list the name of the services requested only if projects are not yet known and include "(RFQ)" at the end of your description.

  EXAMPLE

  Municipal Engineering Services (RFQ) for CIP Projects

• Project Name —

  Insert name of the project or projects you are soliciting services for.

  If a Public Project, please include the Project Number as well.

  EXAMPLES

  Arbor Access Ramp (PW 2019-17)

  Community Choice Aggregation (CCA) Feasibility Study

  Do not provide a response if you are only contracting for general or regularly occurring services not associated with a project. 

  EXAMPLES OF EXCEPTIONS

  Traffic Engineering Maintenance Services

  Planning Services

  Landscape Maintenance Services for Passive Parks

• Type of Services (required) —

  Please include the types of services for this project or general services request.

  EXAMPLES

  Municipal Engineering Services

  Traffic Engineering Services

  Economic Consulting Services

  Financial Auditing Services

• Anticipated Contract Duration (required) —

  The services are expected to be completed within [INSERT # year(s)] from contract award. 

• Contract Term Start Date (required) —

  The City anticipates awarding a contract with an initial term of [INSERT DATE] to [INSERT DATE].

  Please enter the expected START DATE of the resulting contract. 

  Enter Date in formal format. 

  If Agreement is to be approved by the City Council, it is usually the date after the City Council Meeting.

  Please ensure that there is sufficient time between the date this agreement is drafted and submitted for approval and your projected contract start date. Be realistic with contract start dates; a good rule of thumb is to allow 3-4 weeks to execute the agreement between the time it is drafted and finalized to the time it is executed. 

  EXAMPLE

  Month XX, YYYY

  July 1, 2023

• Contract Term End Date (required) —

  Please enter the expected end date of the resulting contract. 

  Standard Services Agreement term (Maintenance and Professional Services) is usually 3 years.

  EXAMPLE

  Month XX, YYYY

  June 30, 2024

• Additional Year Extension Option (required) —

  If the City will have the option to extend the agreement beyond the initial term, please select the number of additional one-year terms.

  Standard term is 3 year initial term with 2 optional one-year extensions. Deviations from this should be justified and explained in the comments and ultimately in memo or staff report recommending award.

  One year initial term with 2 one-year exceptions is common for short term projects or technical studies.

• RFP - Pre-Proposal Meeting (required) —

  Will there be a mandatory pre-proposal meeting?

• RFP - Is Public Works Registration required for this project? (required) —

  Required for all projects or services wherein prevailing wage may apply to any part of the scope of work or services provided.

• Pricing table required? (required)
• Is Project coming from an Intake or Project Request Form? (required) —

  If you are starting a solicitation without going through the Intake Process, please select "No".