Door-to-Door Income Surveying for Community Development Block Grant (CDBG) Qualification

1. Introduction

The Top of Alabama Regional Council of Governments (TARCOG), on behalf of its member governments, is seeking proposals from qualified contractors to conduct door-to-door income surveys of local communities to gather data necessary for qualifying these communities for the Community Development Block Grant (CDBG) program. The goal of the survey is to determine whether the communities meet the Low- and Moderate-Income (LMI) national objective as defined by the U.S. Department of Housing and Urban Development (HUD) and ensure compliance with the Alabama Department of Economic and Community Affairs (ADECA) requirements.

The selected contractor will be responsible for conducting door-to-door surveys within designated neighborhoods, achieving an 80% response rate, and providing the necessary data for CDBG eligibility, in accordance with both HUD and ADECA guidelines. The contractor must also use an existing survey tool provided by TARCOG and follow ADECA’s methodology for determining the LMI percentage. Additionally, a map with all survey responses keyed in must be provided as part of the deliverables.

2. Background

TARCOG is facilitating this survey to assess whether the residents of certain communities meet the LMI criteria for the CDBG program. These results will be used to demonstrate the communities’ eligibility for funding under the CDBG program. In addition, the survey must meet the guidelines set forth by the Alabama Department of Economic and Community Affairs (ADECA), which oversees the distribution of CDBG funds in the state.

The contractor will be required to use an existing survey tool provided by TARCOG, ensuring alignment with ADECA’s methodology for determining LMI percentages and creating a mapping system to track survey responses.

3. Scope of Work

The contractor will be responsible for the following tasks:

1. Survey Planning and Coordination:

1. • Target Areas: Collaborate with TARCOG and member governments to define the specific geographic areas and housing units to be surveyed.
   • Survey Schedule: Develop a survey timeline that allows for maximum community participation, considering the availability of residents (e.g., evenings or weekends).
   • Sampling Strategy: Ensure the survey includes a sufficient sample size of households to achieve at least an 80% response rate, as per ADECA requirements.

2. Survey Design and Implementation:

1. • Income Survey Tool: Use the existing survey tool provided by TARCOG, which has been pre-approved for use in this project. The contractor will need to ensure that the survey is administered consistently to all households in the target areas.
   • Income Survey Questionnaire: The survey tool will include questions designed to capture household income, size, and other demographic details as required by ADECA and HUD guidelines.
   • Pre-Survey Notifications: Develop and distribute materials to notify residents about the survey, including the purpose of the survey, how responses will be kept confidential, and any incentives for participation (if applicable).
   • Field Data Collection: Deploy trained staff to conduct face-to-face surveys with households. Staff should be prepared to explain the survey’s purpose and reassure residents about confidentiality.

3. Compliance with ADECA Methodology:

1. • The contractor must follow ADECA’s prescribed methodology for determining the LMI percentage. This includes ensuring that the income thresholds are calculated correctly and that the data is analyzed in accordance with ADECA’s guidelines for LMI eligibility.
   • All data collected must be processed and reported to meet ADECA’s standards for CDBG eligibility determination.

4. Response Rate:

1. • Achieve a minimum 80% response rate for each target area surveyed, as required by ADECA.
   • Use strategies such as follow-up visits, reminder notices, and phone outreach to maximize participation.

5. Data Management, Quality Control, and Mapping:

1. • Data Entry: Organize and input survey data into a secure, accessible format, ensuring all responses are accurate and comprehensive.
   • Data Verification: Implement procedures for reviewing data quality, ensuring responses are consistent with the survey’s requirements and that any discrepancies are addressed.
   • Mapping: Create a geographic map of the survey areas, with survey responses keyed in and referenced to specific households or locations. The map must clearly show the geographic distribution of responses, allowing TARCOG and member governments to analyze participation rates and LMI eligibility across the surveyed area.
   • Confidentiality: Adhere to privacy laws and best practices in securing personal data in line with both HUD and ADECA guidelines.

6. Reporting:

1. • Progress Reports: Provide TARCOG with updates on survey progress, including response rates, completed surveys, and any challenges faced.
   • Final Report: After survey completion, submit a final report that includes:
     • A detailed description of the methodology used, including adherence to ADECA requirements.
     • A summary of the percentage of households meeting LMI criteria.
     • A geographic map showing survey results keyed to specific locations.
     • A comparison of the survey results to ADECA and HUD requirements.
     • Recommendations for follow-up actions or additional data collection, if necessary.

7. Final Deliverables:

1. • A comprehensive dataset of survey results in an agreed-upon format, suitable for further analysis and reporting.
   • A final report that clearly demonstrates the community’s eligibility for CDBG funding based on the collected data and compliance with ADECA and HUD guidelines.
   • A geographic map of the survey area, with responses keyed to specific locations, showing the distribution of survey responses.

4. Contractor Qualifications

The contractor must meet the following qualifications to be considered:

• Experience in conducting community-wide surveys, previous experience with income surveys for CDBG or other HUD-related programs is preferred.
• Familiarity with both HUD and ADECA survey guidelines and requirements for determining LMI eligibility.
• Proven ability to meet or exceed response rate goals, particularly an 80% response rate.
• Experience in geographic mapping and using mapping tools to show survey data.
• Ability to manage and secure survey data in compliance with all privacy laws and regulations.
• Previous experience working with local, state, and federal agencies, especially in the context of community development and CDBG programs.

5. Proposal Requirements

Proposals must include the following components:

• Project Approach: A detailed plan for how the contractor will conduct the survey, including methodologies for data collection, strategies to ensure an 80% response rate, and adherence to ADECA and HUD guidelines.
• Survey Tool and Compliance: An explanation of how the contractor will use the existing survey tool and follow ADECA’s methodology to determine the LMI percentage (survey tool attached to this RFP document for review).
• Mapping Plan: A description of how the contractor will create and provide the geographic map with all survey responses keyed in.
• Timeline: A proposed project timeline with key milestones for survey preparation, field data collection, and final reporting.
• Team Qualifications: Resumes of key staff who will manage and conduct the survey, highlighting relevant experience and qualifications.
• Previous Experience: Examples of similar projects completed, especially those that involved CDBG or ADECA funding, along with references and measurable outcomes.
• Cost Proposal: A comprehensive cost breakdown, including staff costs, materials, and other expenses, along with a total project budget.
• Compliance: A statement affirming that the contractor will adhere to all relevant privacy, security, and data management standards required by ADECA and HUD.

6. Proposal Evaluation Criteria

Proposals will be evaluated based on the following criteria (as outlined in the previous section of the RFP):

• Relevant Experience (30 points)
• Proposed Methodology (35 points)
• Cost Proposal (20 points)
• Timeline (10 points)
• Team Qualifications (15 points)
• Past Performance and References (10 points)

7. Submission Instructions

• Proposal Deadline: Proposals must be submitted by 5:00pm CST on Monday, March 31, 2025.
• Submission Format: Proposals should be submitted electronically in PDF format to planning@tarcog.us
• Questions: All questions regarding the RFP must be submitted in writing to Leslie Wright by 5:00pm CST on Monday, March 24, 2025.

8. Additional Terms and Conditions

• TARCOG reserves the right to reject any and all proposals.
• The selected contractor must comply with all relevant federal, state, and local regulations, including ADECAand HUD requirements.
• The contractor will enter into a formal agreement with TARCOG upon selection.
• Proposals that fail to meet the submission requirements or qualifications will be disqualified.

9. Contact Information

For further information, or to submit questions, please contact:

Leslie Wright
Economic Development Coordinator
Top of Alabama Regional Council of Governments (TARCOG)
256-716-2487
leslie.wright@tarcog.us