3.1 The County is requesting sealed proposals from qualified consulting firms or individuals for the provision of SHIP Administrative Services, including annual review, revision and implementation of the Jefferson County Local Housing Assistance Plan (LHAP) as well as seeking and leveraging other housing funds that may be available. The current Jefferson County LHAP is attached hereto as Appendix C. Services shall include all activity necessary to run the SHIP program and inspections in Jefferson County beginning with services for the Fiscal Year 2024-2025, which services shall include but not be limited to: • Developing annual and other required agency reports • Coordinating with Florida Housing Finance Corporation • Review and update required local policies and assisting with development of LHAP strategies • Tracking SHIP funds • Providing technical support on an ongoing basis to County Staff for compliance with SHIP rules and guidelines • Preparation of agenda materials for all SHIP-related activities requiring Board of County Commissioner approval or action • Providing technical support and quality review of any applicant intake • Coordinating and conducting any required public input including affordable housing committee meetings • Regular meetings with County staff to review progress and advise • Developing any needed SHIP contract modifications • Reviewing and making recommendations on any SHIP sub-recipient contracts including enforcement of SHIP requirements • Assisting staff with the development of any notices or forms for use with the SHIP program • Tracking and advising County staff on the management and use of recaptured funds (Program Income) and providing similar assistance on leverage funds such as Hurricane Housing Recovery funds (does not include any Community Development Block Grant Funds/CDBG or other grant funds under separate program service contract) • Monitor all project activity to ensure compliance • Project inspections • Development of scopes of work with homeowners • Creation of program contract/agreement documents for homeowners • Approval of project invoices • Review final change orders, pay requests, construction documents, and amendments for compliance, as needed • Review leveraging opportunities/other possible source of financing • Representation during site visits and monitoring • Develop project information management and filing system • Develop project financial management system for receiving and disbursing funds • Develop work plans for project contract document • Preparation of project contract document • Develop and track budget for project contract • Oversight of project schedule and compliance • Coordination with agencies and contracts, as necessary • Review bid documents and contract documents for compliance with County Code and relevant law • Conduct pre-construction conference • Monitor contractor and construction specialist progress • Conduct preliminary inspections and work write-ups • Conduct construction progress inspections • Facilitating and coordinating pre-bid meetings with contractors • Preparing client contract documents • And assisting with contract signing meetings with clients and staff • Liaison between homeowners and contractors • Monitoring of projects as they go through the rehabilitation process • Supervision of payment authorizations • Develop and process contract amendments, as needed • Provide all other necessary technical assistance to operate SHIP Program in Jefferson County • Balance final project budget for state annual reporting • Prepare documents for administrative/financial close-out
