Ashtabula County - RFP for Rehabilitation Specialist / Lead Risk Assessor

REQUEST FOR PROPOSALS/QUALIFICATIONS
REHABILITATION SPECIALIST/LEAD RISK ASSESSOR

Program Year 2026
Community Housing Impact and Preservation Program (CHIP)
and Community Development Grant Programs
Ashtabula County, Ohio

The Department of Planning and Development, by and through the Ashtabula County Commissioners, intends to contract with a Rehabilitation Specialist/Lead Risk Assessor for a two-year term beginning in Program Year 2026. The selected Provider will assist with the implementation of the PY 2026 Community Housing Impact and Preservation Program (CHIP), as well as any additional grants secured by the Department during the contract period.

Services will be provided on behalf of Ashtabula County as the lead agency and the partnering Cities of Ashtabula, Conneaut, and Geneva.

Ashtabula County is requesting qualified agencies to submit a Statement of Proposal to assist the County and its partnering cities with the implementation of these programs, as further described in the Scope of Work below.

1. Scope of Work
Under the direction of the Department of Planning and Development Program Staff, the Rehabilitation Specialist shall provide necessary technical advice, assistance, and related professional services, including but not limited to the following:
 Establish and maintain a program oversight process to inspect properties prior to rehabilitation, during construction, and upon completion, prior to payment
approval.
 Perform preliminary feasibility inspections to determine rehabilitation viability, including completion of the Lead Safe Housing Screening Worksheet (RRS
Appendix 7-A) and Property Inspection List (RRS Appendix 1-A).
 Conduct Lead Risk Assessments and Clearances as required.
 Complete and submit Tier II Environmental Review Forms.
 Prepare detailed work specifications and cost analyses for all rehabilitation activities, including lead hazard reduction items when applicable.
 Review work specifications with the property owner and CHIP Program Staff.
 Conduct pre-bid walkthroughs with property owners and selected contractors.
 Conduct pre-construction meetings with homeowners, contractors, and CHIP Program Staff.
 Conduct interim inspections to ensure work is proceeding in accordance with approved specifications and assist with day-to-day project administration, including review and approval of change orders and verification of progress payments.
 Notify the County of contractor non-compliance with specifications or workmanship standards, with the understanding that the County retains sole
authority to suspend or remove contractors.
 Review and submit contractor payment requests to CHIP Program Staff.
 Obtain executed lien waivers, warranties, and homeowner satisfaction statements and provide them to CHIP Program Staff for recordkeeping.
 Be available for telephone consultation Monday through Friday during the business hours of 8:00 am to 4:30 pm.
 Meet as necessary with homeowners, contractors, and County staff to assist with dispute resolution and documentation.
 Provide technical updates, documentation, and materials related to rehabilitation standards.
 Provide digital photographic documentation of projects before construction, during construction (including lead activities), and upon completion.
 Proposals must abide by all Federal, Ohio, and local procurement laws, regulations, policies, and procedures.

2. Program Knowledge and Coordination
The Provider must demonstrate a thorough understanding of CDBG, HOME, and CHIP program requirements and regulations, as well as applicable federal requirements, including Equal Employment Opportunity, Fair Housing, and Civil Rights laws.

Consulting staff must be available to attend pre-scheduled meetings and public hearings as requested by Ashtabula County.

Ashtabula County, as Lead Agency, will contract with the Provider that demonstrates the best overall qualifications to meet the needs of the County and Partnering Cities, and has staff available as needed. The selected Provider will assist with program monitoring and the timely completion and filing of required State and Federal reports when requested. This procurement is being conducted as a Competitive Request for Proposals (RFP) in accordance with 2 CFR 200.320(b).

3. Submission of Proposals
A. Preparation of Proposal
Proposals shall provide a clear and concise description of the Provider’s qualifications, capabilities, and experience. Expensive binding, colored displays, and promotional materials are not necessary or desired. All costs associated with the proposed services must be included. 

B. Proposal Cost
All proposal preparation costs are the sole responsibility of the Provider and shall not be reimbursed by Ashtabula County.

C. Authorized Signature
Proposals must be signed by an individual authorized to bind the Provider contractually. Unsigned proposals shall be rejected.

D. Acceptance and Rejection
Ashtabula County reserves the right to reject any or all proposals including but not limited for the following reasons: Failure to meet the terms and conditions of the RFP; Submitting a proposal with prices that are excessive or that exceeds available funds; That the county reserves the right to reject the proposal, in whole or in part, if the county determines the proposal is not in the best interest of the county; That the county reserves the right to conduct discussions with vendors for purposes of clarification or correction regarding a proposal; waive informalities; or accept the proposal deemed most advantageous.

4. Proposal Qualification Requirements
Proposals must meet the following minimum requirements to be deemed Qualified. Proposals failing to meet these requirements shall be deemed Non-Qualified and will not receive further review.

1. Timely Submission
Proposals must be received no later than 3:00 p.m. on March 27, 2026 at the designated address.

2. Completeness of Submission
Each proposal must include:
 One (1) master hard copy
 One (1) PDF copy on a flash drive
 Signed Applicant Information Sheet
 Signed Cost Proposal Sheet
 All required attachments
 All sections defined in the Proposal Format

5. Qualified Proposal Evaluation
Qualified proposals will be evaluated using the following criteria:
 Qualifications and Experience of Personnel – 30 points
 Technical Approach – 15 points
 Work Management Plan – 20 points
 Familiarity with Ashtabula County – 15 points
 Cost of Proposed Services – 20 points
The County may request additional information during the evaluation process.

6. Proposal Selection
Selection does not guarantee contract award. The process includes evaluation, negotiation, and recommendation to the Ashtabula County Commissioners. If
negotiations fail, the County may select another Provider, cancel the RFP, or reissue the RFP.

7. Contract Terms and Conditions(summary)
 Term: From 12/1/2026 till 12/31/2029 or until State close out of Program Year 2026, subject to funding and County approval.
 Termination: By the County with 30 days’ notice; immediately upon loss of funding or legal non-compliance; or for cause after a 10-day cure period.
 Independent Contractor: Provider is not an employee or agent of the County.
 Insurance: The Provider shall maintain, at its own expense: • General Liability Insurance: o $1,000,000 per occurrence o $2,000,000 aggregate • Automobile
Liability Insurance (if applicable): o $1,000,000 per occurrence o $2,000,000 aggregate • Workers’ Compensation Insurance as required by Ohio law
Ashtabula County and partnering cities shall be named as additional insureds.
Certificates of Insurance shall be provided prior to contract execution and
maintained throughout the contract term.
 Indemnification, Conflict of Interest, Non-Discrimination, Compliance with Laws, Recordkeeping, Debarment, Force Majeure, Choice of Law, Rights in
Data, Severability, and Funding Contingency shall apply as set forth in the final contract.

8. Requirements and Specifications
Proposals must include:
1. Provider background and years in operation
2. Identification of the principal in charge and resumes of assigned staff 
3. Statement of HUD, CDBG, HOME, OCD, and CHIP experience
4. At least four (4) project references
5. Detailed unit and/or hourly cost proposal by task and staff role

9. Submission Deadline and Address
All proposals must be received no later than 3:00 p.m., Friday, March 27, 2026, at:
Ashtabula County Planning and Development
Attn: Community Development Coordinator
25 West Jefferson Street
Jefferson, Ohio 44047-1092

10. Commencement of Services
Services shall commence upon selection and contract execution and shall be completed in accordance with all applicable grant agreements and timelines.