Mead Relocation and Implementation Consulting Services

The vendor is required to provide mead relocation and implementation consulting for preparation and implementation of a relocation plan in connection to the mead redevelopment project.
- Implementation planning
•    Meet with authority and its developer partner(s) to define tasks, responsibilities, timelines, resource identification, and collaboration. 
•    Review all relevant documents associated with the redevelopment project, including the relocation plan, project redevelopment plans, ensure compliance with applicable relocation laws and regulations, timelines, and resident demographic data. 
•    Assist authority in updating any documents needed for implementation, including, but not limited to, relocation plan, timelines, resident demographic data, forms, and letters. 
•    Tour project site with authority representatives. 
•    Attend weekly relocation meetings with authority, developer partner(s).
- Resident interviews
•    Schedule and conduct personal interviews with each household (up to 415) at the beginning of the relocation, to verify and document household size, income and temporary housing preferences, special needs and requirements as well as to explain the relocation process. 
•    Resident contact may take several attempts to ensure adequate and necessary responses. 
•    Determine each household’s eligibility for relocation assistance, in compliance with all local, state and federal relocation laws, based on the information gathered in personal interviews. 
•    Identify available appropriate on-site or off-site accommodations that meet the needs of relocating households.
- Relocation implementation and outreach
1. Outreach
•    Notify residents in advance of relocation meetings and workshops.
•    Coordinate with authority on meeting preparation and logistics.
•    Prepare and distribute all written materials and verbal presentations for resident outreach activities (in english and Spanish). 
•    Record and follow up on resident queries, comments etc. at all outreach activities and share such records with authority.
2. Inform households of eligibility for housing and relocation benefits and assist them in the housing search
•    Conduct follow-up meetings with each household to inform them of relocation assistance eligibility and housing options.
•    Prepare and distribute all notices including 90-day notice to vacate, 30-day notice to vacate and all other notices as may be required. 
•    Track delivery of required relocation notices and notify authority of status of delivery. 
•    All notices will be delivered in person or sent general and certified mail to establish proof of service. 
•    For those households moving to an on-site or another public housing development, coordinate with housing services the transferring of resident belongings, utilities.
3. Oversee relocation process
•    Identify special needs of tenants (physical, english proficiency, etc.) and assist with reasonable accommodation to facilitate relocation process, including providing transportation to residents with mobility challenges. 
•    Conduct pre-inspections of the unit and identify possible issues, such as excessive clutter or pest control issues that may need to be addressed prior to relocation. 
•    Coordinate payments for self-move, coordinate and schedule actual moves with selected moving company and coordinate payments for all eligible moving services. 
•    Conduct a vacate inspection after the relocation. 
•    Coordinate with property management as necessary. 
•    Advise tenant if residential unit not fully vacated and verify disposal of personal property as required.
•    Inventory personal property that may be eligible for reimbursement, such as appliances, as directed by the authority. 
•    Provide a certificate of abandonment.
•    Notify authority and track resident vacate dates.
- Process claims and requests for payment
•    Relocation contractor shall facilitate payment of all moving expense payments by authority as outlined in the relocation plan. 
•    All residents are eligible to receive a payment for moving expenses. 
•    Moving expense payments will be made either based upon the actual cost of a professional move, or a fixed payment (advance and final).

- Questions/Inquires Deadline: November 07, 2025