Housing Rehabilitation Program Administration

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1 February 3, 2016 REQUEST FOR PROPOSALS for Housing Rehabilitation Program Administration Thank you for considering the attached Request for Proposals (RFP). If you are interested in submitting a Proposal, please follow these instructions for submissions: Due Date and Time: No Later than February 10, 2016 at 12:00 noon NO LATE PROPOSALS WILL BE ACCEPTED. This RFP must be clearly marked on the outside of the envelope containing one (1) original and three (3) copies of the proposal. The original proposal must be unbound. Submit Proposal to: By mail, overnight or hand delivery: City of Compton Office of the City Clerk Grants Division Housing Rehabilitation Program Administration 205 S. Willowbrook Ave. Compton, CA Any requests for clarification or other questions concerning this RFP must be submitted in writing and sent via to Renea Ferrell (as shown below) no later than February 9, 2016 at 12:00 noon. Renea Ferrell, Grants Manager The City of Compton reserves the right to reject any or all Proposals, to waive any informality in any Proposal, and to select the Proposal that best meets the City s needs. 1

2 REQUEST FOR PROPOSALS FOR HOUSING REHABILITATION PROGRAM ADMINISTRATION Dear Proposers: The City of Compton (hereinafter referred to as the City ) is requesting proposals to establish a contract for Housing Rehabilitation Program (HRP) Administration, with work to commence on or about March 1, 2016 and be completed on February 28, The City reserves the right to extend the contract for up to one (1) additional year. Proposals must be submitted to the City Clerk s Office located at 205 S. Willowbrook Avenue, Compton CA no later than the date and time stated on this RFP cover sheet. Proposals shall be reviewed and rated on the basis of the selection criteria indicated in the SELECTION PROCESS section of this RFP. The City will then determine which proposal best meets the City s requirements. If hand delivered, proposals shall be submitted to the City Clerk s Office at the address previously identified in the RFP. Proposals shall be submitted in sealed envelopes marked on the outside, Grants Division - Housing Rehabilitation Program Administration. (Please see cover sheet for additional submittal information.) LATE PROPOSALS WILL NOT BE ACCEPTED The City reserves the right to reject any or all proposals, to waive any informality in any proposal and to select the proposal that best meets the City s needs. MINIMUM QUALIFICATIONS REQUIRED FOR PROPOSAL SUBMITTAL Firms who fail to meet the minimum qualifications set forth below should not submit a proposal; any such proposal shall be deemed non-responsive and not be considered. 1) Minimum five (5) most recent years of experience performing similar services as those detailed in the Scope of Services (Attachment I) section of this RFP. OVERVIEW AND SCOPE OF WORK This Request for Proposals is for Owner-Occupied Housing Rehabilitation Program Administration as set forth in Attachment I. TERMS AND CONDITIONS At the discretion of the City, any or all parts of the respondent s proposal shall be made a binding part of the selected firm s contract. The City reserves the right to reject in whole or in part any of the proposals. Time frame for submittal of insurance documents: At the time the contract is awarded, the firm must be able to provide all required insurance documentation as determined necessary by the City. If these requirements are not met, the City reserves the right to select the next best qualified firm. 2

3 ORGANIZATION OF PROPOSAL If your proposal does not include all of the items below, it may be deemed nonresponsive. The proposal will be evaluated by the City and shall include, at a minimum, the following information: PERSONNEL This section shall define the experience of the Project Manager, other key personnel and sub-consultants assigned to the services. The designated Project Manager shall be the primary contact with the City during the contract period. Provide resumes of the Project Manager, other key personnel, and subconsultants if applicable. EXPERIENCE / QUALIFICATIONS INFORMATION Provide information concerning your firm s experience and qualifications directly related to the services set forth herein. REFERENCES Provide a minimum of three (3) references for similar work that your firm has provided within the last five (5) years. Include a detailed description of the services, the agency or firm names, contact names and phone numbers, and dates of services performed. COST SUMMARY This section shall define the fee schedule/pricing information for the project. Provide hourly rates for each category of employee required for the services as set forth in Attachment I, Scope of Services. Pricing shall remain firm for the entire one (1) year Agreement term. Thereafter, any proposed pricing adjustment for follow-on renewal periods shall be submitted to the City s Grants Manager, or their designee, in writing at least sixty (60) days prior to the new Agreement term. City reserves the right to negotiate any pricing adjustment not to exceed the Bureau of Labor Statistics Consumer Price Index (CPI) data as follows: Los Angeles-Riverside-Orange County, CA; All Items; Not Seasonally Adjusted; annualized change comparing the most recent month s reported data to the same month of the prior year. (This information may be found on the U.S. Department of Labor s website at SIGNATURE The proposal shall be signed by an official authorized to bind the firm, and shall contain a statement to the effect that the proposal is valid for ninety (90) days. 3

4 SELECTION PROCESS The contract award will be made after selection of one (1) respondent s proposal from among all respondents with implementation of services to follow. However, this RFP does not indicate a commitment by the City to award a contract to any successful respondent. An award of contract is estimated to occur within approximately sixty (60) days after receipt of proposals. The City intends to evaluate the proposed services based upon the data presented in response to the RFP. The following general selection criteria will be used to evaluate each consultant firm: 1. Experience and qualifications of firm and designated project management staff, other key personnel, and sub-consultants, if applicable. (40%) 2. References for similar work completed within the last five years. (40%) 3. Proposal Pricing. (10%) 4. Responsiveness to the Request for Proposals. (10%) The City reserves the right to reject any or all Proposals, to waive any informality in any Proposal, and to select the Proposal that best meets the City s needs. The City also reserves the right to negotiate final pricing with the most qualified proposer. GENERAL INFORMATION The City will make payments monthly on approved invoices, with payment terms of net 30 days upon receipt of invoice. Payment for additional work outside of the proposed scope of work or goal attainment, if any, will be negotiated as required. Final payment will be made after approval and acceptance of the work. Any costs incurred in the preparation of a proposal, presentation to the City, travel in conjunction with such presentations, or samples of items shall be the responsibility of the respondent. The City assumes no responsibility and no liability for costs incurred by respondents prior to issuance of a contract or purchase order. The proposer shall furnish the City with such additional information as the City may reasonably require. Any questions or requests for clarification must be submitted in writing and sent via as set forth on the cover sheet of this RFP. All data, documents and other products used or developed during performance of the services will remain the property of the City upon completion of the services. 4

5 One (1) original and three (3) copies of the completed proposal must be enclosed in a sealed envelope and addressed as stated on the cover sheet. The original proposal must be unbound. Sealed envelopes must be marked with, Grants Division - Housing Rehabilitation Program Administration. Sincerely, Renea Ferrell Grants Manager Attachment 5

6 ATTACHMENT I SCOPE OF SERVICES Consultant shall perform the services as set forth below. The Housing Rehabilitation Program (herein referred to as Program or HRP ) provides grants and loans to rehabilitate owner-occupied single family detached residential properties throughout the City of Compton (herein referred to as City ). The Consultant must have significant experience administering municipal housing rehabilitation programs and must have expert knowledge of the regulations and practices of the Community Development Block Grant (CDBG) and HOME Investment Partnerships Act programs. Grant Program: Loan Program: Project Location: Availability: Up to $10,000 shall be provided to eligible low and moderate income owner occupied single family detached homes to cover the cost of eligible improvements. Senior (62+) and households whose income does not exceed 50 percent of the Area Median Income (AMI) shall be eligible for one-time additional grant in the amount of $5,000. The actual amount of assistance to be provided to a project shall be determined in part by the actual bid amount for property repairs. Funding will be approved on a per project basis. In addition, loans of up to $45,000 shall be made available to homeowners based on the amount of equity on their property. Loans will be deferred and will carry a zero percent (0%) interest rate. Program loans shall be underwritten by Program consultant and approved by the Loan Review Committee (LRC). Citywide Owner-occupied single-family detached properties. Eligible Improvements: Repair health and safety hazards, code violations, paint/stucco, doors and windows, kitchen cabinets, replace restroom fixtures, exterior dwelling improvements, repairs to meet basic rehabilitation standards, energy efficiency improvements, any other improvements as determined to eligible by the City. All improvements to be approved by Program Staff and City staff on a per project basis. SOURCE OF FUNDS HRP projects are funded from the City s annual allocation of HOME Investment Partnerships Act (HOME) funds and/or Community Development Block Grant (CDBG) funds. The City of Compton receives these funds from the U.S. Department of Housing and Urban Development (HUD) because it is a HOME Participating Jurisdiction and a CDBG Entitlement City. Funds for the HRP are approved by the City Council each

7 fiscal year as part of the City s Annual HUD Action Plan process. Program loan funds may also be derived from the HRP Revolving Loan Account that is funded through the repayment of the principal and interest of past HRP loans. Funds accrued to the Revolving Loan Account must be used prior to the current-year allocation of HOME or CDBG funds, in accordance with HUD regulations. MAJOR TASKS A. Ongoing (March 1, 2016 through Agreement expiration) program coordination with Grants Manager in Grants Division, or their designee. Tasks will include but not be limited to the following: Intake/assessment of eligibility (review applications): Consultant will make initial eligibility determination of applicants based on established City program eligibility criteria and U.S. Department of Housing and Urban Development (HUD) income guidelines and the apparent need for rehabilitation measures to correct relevant housing code or Housing Quality Standard (HQS) deficiencies. Property Inspection: Inspections will take place a minimum of three (3) separate times during the rehabilitation process. Consultant will perform site visits to ascertain that approved and contracted/applicable rehabilitation work is proceeding properly and satisfactorily, will authorize (with the homeowner s written approval, including signature and date) appropriate change orders, and will mediate in the event of owner dissatisfaction with the work done by the contractor. The initial property inspection takes place following Consultant s determination of applicant and property eligibility to determine rehabilitation needs for the purpose of the funding recommendation, environmental review and whether or not hazardous materials testing will be necessary. Subsequent inspections take place during the construction phase to verify compliance with contract specifications in order to validate the release of funds from escrow to the contractor. Consultant and the owner will conduct the final inspection upon completion of all work items. Work write-ups: For each eligible unit to be assisted, Consultant will complete a detailed Work Description and Bid Proposal that details the rehabilitation work to be performed, including estimated costs of each activity, materials to be used, and industry or regulatory standards to be met. This write-up will be signed and dated upon approval by the homeowner. Solicitation and selection of contractors: Consultant will assist approved homeowners in the identification, proper solicitation, and selection of contractors qualified to perform the authorized rehabilitation of eligible housing units in accordance with the requirements of the Community Development Block Grant (CDBG) and HOME Investment Partnerships Act programs. Consultant will review work orders/contracts/agreements that homeowners will sign in contracting with contractors, and Consultant will assist homeowners in ensuring the

8 description of the work contained in any contracts/agreements/work orders with contractors is as accurate as possible. Loan underwriting: Consultant will order Policy of Insurance of Record Title (PIRT) to determine the lien structure and how title is held, as well as property appraisals to determine the estimated post-rehabilitation value on units to be assisted with HOME funds. Consultant will also prepare Loan Review Committee (LRC) Report and LRC Agenda & Determination Forms as well as schedule and conduct LRC meetings. Loan document execution: The Consultant shall facilitate the execution of loan documents by the owner and Grants Manager at City offices or at the unit to be assisted. In addition, Consultant shall prepare construction contract and escrow account control instructions; arrange for the City to fund the escrow account and submit Deed of Trust and Request for Notice to title company for recordation following the three (3)-business day cancellation period. Approval of contractor payments: As rehabilitation progresses and as invoices are submitted by contractors, Consultant will verify that the expenses are reasonable and the work has been completed properly (including sign-off by the owner), and will submit to City the applicable form(s) executed by consultant and property owner indicating that the work has been completed and it is satisfactory. This will be City s verification of Consultant approval of contractor payment(s). Major tasks will require approval from the City before the Consultant can proceed with work prior to signing a contractor contract. Coordinate with City Staff on invoices, general administrative issues. Provide public information at the direction of the City. Provide the City with monthly status reports. Maintenance of case files and other records: for each application, Consultant will assist in maintaining case files, including but not limited to application and documentation of eligibility, work write-ups, contractor selection criteria, copy of contract/agreement/work order between owner and contractor(s), documents on all necessary licenses and permits, site visit/inspection reports (including final inspection), change orders as applicable, and contractor invoices for payment (with owner-signedoff). Consultant will also maintain appropriate information on persons residing in the property, including a list or lists identifying persons in the home immediately before the rehabilitation, after rehabilitation completion, and those moving in during rehabilitation (per 24 CFR and 24 CFR ). Consultant will maintain these and other program and financial records in accordance with CDBG and HOME record keeping requirements as specified in the Agreement.

9 B. Ongoing (March 1, 2016 through Agreement expiration) coordination with CDBG and HOME Administration processing of contractor invoices. Tasks will include but not be limited to the following: OPTIONS Monthly monitoring. Prepare Environmental Review and Assessment. Prepare/submit request for release of funds and certification. A. The following Optional services may be required in addition to the major tasks. The City, at its own discretion, reserves the right to award this optional work, in whole or in part, to either the Consultant, or by competitive bid option. Only those optional work items authorized via a proposal from the Consultant which has been signed by the City s Representative shall be considered for payment. Optional services include: 1) Policy of Insurance Record of Title (PIRT) 2) Drive-By Appraisal Services 3) HCD Formal Title Search 4) HCD Lien placement and removal services 5) Preliminary Title Report 6) Recordation of Notice of Completion

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