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RFP: Personnel Manual

Request for Proposals (RFP)

Professional Services to Update and Modernize Personnel Manual

Proposals Due: July 1, 2026

Rocky Mount Housing Authority
1065 Pinehurst Drive
Post Office Box 4717
Rocky Mount, NC
27803

Introduction 
The Housing Authority of the City of Rocky Mount (RMHA) (the "Authority") invites proposals from qualified firms to review, update, and modernize its Personnel Manual (the "Manual"). The Authority seeks alignment with current Federal and North Carolina Laws, HUD requirements, industry best practices, and the Authority's mission, values, and collective bargaining status (if any). The Authority is a public body corporate and politic under N.C Gen. Stat. Chapter 157 and receives federal funding through the U.S. Department of Housing and Urban Development (HUD). The Manual governs policies applicable to approximately 40 employees across six (6) departments and three (3) locations.

Organizational Background 
RMHA is an autonomous municipal corporation formed under the laws of North Carolina. The mission of RMHA is to provide drug-free, decent, safe, and sanitary housing for eligible families and to have opportunities available that will promote self-sufficiency, affordable housing, and economical business independence for all residents. The selected respondent will work closely with the CEO and the Human Resources Manager and or designee.

Scope of Work 
The firm selected will perform, at a minimum, the following tasks:

  1. Conduct a comprehensive compliance review of the current manual, identifying gaps, conflicts, and outdated provisions. 

  2. Recommend revisions consistent with: HUD procurement and program requirements; 2 CFR Part 200 (Uniform Guidance); applicable federal employment laws (FLSA, FMLA, ADA, Title VII, USERRA); North Carolina statutes and regulations (e.g., N.C.G.S. Chapter 126 where applicable to local government entities, Chapter 143-129 procurement gift ban/ethics, Chapter 64 E-Verify, Chapter 132 public records); and Authority-specific policies.

  3. Update policies on classification and compensation; recruitment and selection; onboarding; probation; performance management; discipline; grievance; separation; benefits; leave; remote/hybrid work; workplace safety; fraud; drug-free workplace; harassment/EEO; confidentiality and records retention; technology use; social media; ethics and conflicts of interest; training and development; and supervisor tools.

  4. Draft clear, plain-language policy text, procedures, flowcharts, and checklists usable by managers and staff.

  5. Develop an implementation plan: communication, training, rollout sequencing, and change management support.

  6. Provide a redlined version and a clean final Manual; include an "Executive Summary of Changes" and a "Compliance Crosswalk" mapping to authorities.

  7. Facilitate up to [3] stakeholder sessions (HR, legal, executive leadership, employee representatives, where applicable) and up to [I] public board presentation.

  8. Deliver templates: acknowledgment form, manager's toolkit, disciplinary documentation forms, leave request forms, and sample standard operating procedures (SOPs).

  9. Acceptance includes generally accepted comments and modifications from RMHA's legal counsel.

Deliverables

  • Project Work Plan with milestones within two (2) weeks of award.
  • Gap Analysis Report with prioritized recommendations.
  • Draft Manual (redline and clean) in Word format.
  • Final Manual in Word and PDF; accessible version meeting WCAG 2.1 AA.
  • Executive Summary of Changes (3-5 pages).
  • Compliance Crosswalk referencing governing authorities.
  • Training materials (slides, FAQs, manager quick reference).
  • Implementation and Rollout Plan (timeline, responsibilities, communications).
  • Recommended annual checklist for Human Resources to review with existing staff

Minimum Qualifications

  • Demonstrated expertise in public-sector HR policy development; minimum [5] years. with at least [5] projects for housing authorities, municipal or local government.
  • Knowledge of HUD programs (Public Housing, HCV, RAD, etc.) and Uniform Guidance (2 CFR 200).
  • Licensed attorney or HR consultant with SHRM-SCP/PHR or equivalent credentials (or team composition that covers legal review and HR practice).
  • Experience with North Carolina public employers and familiarity with N.C. employment statutes and public records requirements.
  • Capacity to produce accessible documents and training compliant with WCAG 2. I AA.

RFP Issuance and Submission Requirements 
RFPs may be obtained at 1065 Pinehurst Drive Rocky Mount, NC, or requested by contacting Latonya Gunter at lgunter@rm-ha.org or 252.450.3527. All responses to this Request for Proposals must be received by delivery to the address below, email no later than 5:00 PM (Eastern Standard Time) on July 1, 2026 at the following location: 

Housing Authority of the City of Rocky Mount
Attn: Latonya Gunter, Executive Assistant/Human Resources Manager
1065 Pinehurst Drive
Rocky Mount, NC 27801
Email: lgunter@rm-ha.org 

Questions regarding the interpretation of this Request for Proposal should be submitted in writing no later than June 19, 2026 by 3:00 PM via email to Latonya Gunter at lgunter@rm-ha.org.

Proposal Requirements

  1. Cover Letter and Firm Profile.
  2. Understanding of the Project and Approach (methodology, stakeholder engagement).
  3. Project Work Plan and Schedule.
  4. Team Qualifications and Resumes.
  5. Relevant Experience and References (3-5 comparable projects).
  6. Sample Work Products (policy excerpts, training materials).
  7. Fixed Fee and Hourly Rates; not-to-exceed amount; travel and reimbursables.
  8. Identification of any potential conflicts of interest.
  9. Required Forms (see attachments).

RMHA reserves the right to amend the Scope of Services or any part of this Request for Proposal prior to or after the submission deadline. If an amendment is made before the submission deadline, RMHA shall issue a written amendment to all those prospective respondents who were issued a copy of this Request for Proposal, and if necessary, based on the nature and extent of the amendment, RMHA may extend the deadline.

If an amendment is made after the submission deadline, RMHA shall issue a written amendment to all those who submitted a proposal, and, if necessary, provide a date for submitting additional information based on the amendment. Absent an amendment by RMHA and minor omissions mentioned below, no modification to a respondent's submission shall be accepted after the submission deadline.

All proposals will become the property of RMHA. RMHA reserves the right, in its sole discretion, to cancel this Request for Proposal, reject any or all proposals either in whole or in part, with or without cause), negotiate with any respondent, and/or waive any informality in this Request for Proposal process. Final awards will be subject to available funds.

RMHA considers as NON-RESPONSIVE any respondent for which critical information is lacking or whose submission represents a substantial deviation from the requirements of this Request for Proposals.

Except as otherwise expressly permitted herein, any contact by a respondent during the procurement process with the Board of Commissioners, evaluation panel members, or RMHA employees regarding this Request for Proposal is strictly prohibited.

The procured respondent will not be considered an RN'LHA employee. RMHA assumes the proposal of certain personnel to be a statement of their availability to do the work.

All costs incurred by the respondent in preparing and submitting its proposal in response to this RFP shall be solely the responsibility of the respondent.

Award Criteria 
While price is an important factor in the evaluation of proposals submitted in response to an RFP, it is not the sole determining criterion. Unlike a sealed bid process, the evaluation also considers factors such as relevant experience, technical expertise, qualifications, and the respondent's demonstrated ability to perform the required work. Contract award will be made to the respondent whose proposal offers the best overall value, considering both price and qualifications.