City of Los Angeles Housing and Community Investment Department (HCIDLA) Eric Garcetti, Mayor Rushmore D. Cervantes, General Manager Rent Escrow Account Program (REAP) and Utility Maintenance Program (UMP) Landlord Outreach Services (RFP) Mandatory Proposers Conference Thursday, May 4, 2017
2 Agenda o Introductions o RFP Specifications o General RFP Information o Proposal Package o Questions and Answers
3 DISCLAIMER: This PowerPoint presentation includes brief descriptions of the RFP specifications and requirements but does not fully elaborate on all required elements. Proposers are responsible for ensuring that their proposal is complete and accurate according to the information and requirements contained in the full RFP.
RFP SPECIFICATIONS 4
5 Services Solicited (RFP page 3) The City seeks to contract with a qualified organization to develop and carry out a successful outreach program that will inform and educate property owners whose properties are in either the Rent Escrow Account Program (REAP) or the Utility Maintenance Program (UMP).
6 Scope of Work (RFP page 3) The Contractor will be required to: 1. Provide outreach and educational services; 2. Provide advocacy through counseling and technical assistance; 3. Educate property owners regarding Housing Code violations; 4. Provide assistance on how to complete the work required; 5. Provide property owners with the status of their case.
Work Plan (RFP pages 3-5) The Contractor will be required to develop a work plan that includes the following elements: 1. Outreach Methodology 2. Response Time Stipulations 3. Multilingual Services 4. Printed Materials 5. Staff/Contractor Communication 6. Referral Services 7. Legal Service Referrals 8. Property Owner/Contractor Communication 9. Reports 10. Meetings 7
10 Eligible Proposers (RFP pages 5-6) Proposals will be accepted only from individuals or organizations that meet the following criteria. Proposers must: Be in good standing with any and all regulatory oversight agencies; Be qualified to conduct business in the State of California as evidenced by the organization s business registration with the California Secretary of State;
9 Eligible Proposers (cont.) (RFP pages 5-6) Be in good standing with the Secretary of State, if a corporation or limited liability company; Have at least three years of experience performing outreach and educational services for landlords and property owners (as individuals or in groups) with respect to landlord/tenant law; and have knowledge and experience related to REAP and UMP; Have the ability to put an effective landlord outreach program into operation at the beginning of the contract term;
10 Eligible Proposers (cont.) (RFP pages 5-6) Be able to offer as a regular course of business, services in both English and Spanish, at a minimum, and arrange translation services for other dominant languages for a building or a community, as needed; Have not been debarred by the federal government, State of California or local government;
11 Eligible Proposers (cont.) (RFP pages 5-6) Not have an outstanding debt which has not been repaid or for which a repayment agreement plan has not been implemented, if the proposer has previously contracted with the State of California or the City of Los Angeles. If it has been contracted with the HCIDLA, it must not have any outstanding disallowed costs or other liability to the City.
12 Budget and Sources of Funds (RFP page 6) The source of funds for this RFP is $150,000. Approximately $150,000 is anticipated to be available from the Code Enforcement Trust Fund and Rent Stabilization Trust Fund, subject to the approval by the Los Angeles City Council and the Mayor.
13 Contract Term (RFP page 6) The initial contract shall commence on or about November 1, 2017, for a one-year period with an option to extend for up to two additional one-year terms, subject to the availability of funds, contractor s continuing compliance with applicable Federal, State, and local government legislation, an evaluation of contractor s performance, and approval by the Mayor and City Council. Only one contract will be issued under this RFP.
14 Technical Assistance (RFP page 7) All technical assistance questions* must be submitted by email to: hcidla.planning@lacity.org, no later than Monday, May 22, 2017. When submitting questions, enter REAP/UMP Landlord Outreach Services RFP in the subject line. A regularly updated Q&A document will be available on the LABAVN website at www.labavn.org, which will contain all of the answers, including those answered during this session. To ensure fairness, no individual answers will be given. *With the exception of those asked during the Proposers Conference
15 Proposal Submission Deadline (RFP pages 7-8) Monday, June 5, 2017 (no later than 4:00 p.m.) o o o o o Requires one (1) original & four (4) complete copies An electronic version in a properly labeled disk or memory stick with the package. Can be hand or courier-delivered in a sealed package. If mailed, postmark no later than 11:59 p.m. on Monday, June 5, 2017 Obtain Proof of Mailing Certificate from USPS ALL PROPOSALS HAND DELIVERED AFTER 4:00 P.M. PST ON THE SUBMISSION DEADLINE OR POSTMARKED AFTER 11:59 P.M. PST ON THE SUBMISSION DEADLINE WILL BE RETURNED UNOPENED TO PROPOSERS.
16 Proposal Submission Deadline (cont.) (RFP pages 7-8) Submission Address Los Angeles Housing and Community Investment Department Attn: Contracts and Procurement Unit 1200 West 7 th Street, 1st Floor, Public Counter Los Angeles, CA 90017 No copies will be made by HCIDLA staff. It is the sole responsibility of the proposer to submit a timely submission. Proposers are encouraged to submit early to avoid missing the 4:00PM deadline. No exceptions will be granted.
17 Evaluation Criteria (RFP page 8) EVALUATION CRITERIA POINTS Demonstrated Ability 40 Program Design 40 Budget and Financial Capacity 20 TOTAL POINTS POSSIBLE 100 Local Business Preference 5-8 points
18 Proposal Review Process (RFP page 9) o All proposals shall be reviewed to determine that the minimum eligibility requirements have been met. Ineligible proposers will be informed in writing; o All eligible proposals will be reviewed, scored, and ranked; o Each eligible proposal shall be reviewed for costs that are reasonable, allowable, necessary, and competitive, as measured by a review of the line-item budget, and its competitive standing as compared to all other proposals;
19 Proposal Review Process (cont.) (RFP page 9) oa proposal s fee schedule pricing will be judged based on its proximity to the Department s competitive market value pricing and other proposers pricing; oat the City s sole discretion, oral interviews may be held with top scoring proposers. The results of the oral review may determine the final funding recommendations; o Successful proposers shall be notified in writing about funding recommendations.
20 Proposal Appeal Process (RFP pages 9-10) o Appeal Rights - Proposers may appeal procedural issues only. o Letter of Appeals - Appeals shall be hand or courier delivered to HCIDLA no later than within five (5) business days from the date that the notification of the results of the RFP was emailed. Written appeals may not include any new or additional information that was not submitted with the original proposal. oreview Panel - A panel composed of selected staff will review the appeal for this RFP. The decision of the panel will be HCIDLA s final recommendation.
21 GENERAL RFP INFORMATION
22 Statements Required with Proposal (RFP pages 14-20) o Contractor Responsibility Ordinance (CRO) Questionnaire o Municipal Lobbying Ordinance CEC Form 50 o Municipal Campaign Finance Ordinance CEC Form 55 oonline - Equal Benefits Ordinance Compliance/First Source Hiring Compliance Affidavits o Online - Slavery Disclosure Ordinance oliving Wage Ordinance and Service Contractor Worker Retention Ordinance Exemption (if applicable) o Proposer Workforce Information/Non-Collusion Statement
23 Statements Required with Proposal (cont.) (RFP pages 14-20) obusiness Services Implementation Plan Collaborator Agreements o List of Subcontractors (if applicable) o Business Inclusion Program Outreach Summary oiran Contracting Act of 2010 Compliance Affidavit olocal Business Preference Program - Certification Affidavit of Eligibility
24 Business Inclusion Program (RFP page 19) All bidders/proposers shall comply with the City s Business Inclusion Program requirements, identify subcontracting opportunities and outreach to: o o o o o o Minority Business Enterprises (MBE) Women Business Enterprises (WBE) Small Business Enterprises (SBE) Emerging Business Enterprises (EBE) Disabled Veteran Business Enterprises (DVBE) Other Business Enterprises (OBE) sub-consultants Bidders must perform subcontractor outreach online 15 days prior to the RFP due date, per Attachment 6.
Business Inclusion Program (cont.) (RFP page 19) 25
Business Inclusion Program (cont.) (RFP page 19) 26
27 Contract Execution Requirements (RFP pages 20-24) oinsurance Certificates o Secretary of State Documentation o Corporate Documents o City Business License Number oproof of IRS Number (W-9) or 501(c)(3)Letter from the IRS for Non-Profit Organizations or Request for Taxpayer Identification Number Form o Certifications o Child Support Assignment Orders o Fair Chance Initiative for Hiring Ordinance
28 Living Wage Ordinance (LWO) and Service Contractor Worker Retention Ordinance (SCWRO) (RFP pages 18-19) othe information, including forms and rules and regulations, is available on the Bureau of Contract Administrations (BCA) webpage at http://bca.lacity.org/index.cfm. o Effective Dates: July 1, 2016 - June 30, 2017 o $11.27 per hour with health benefits of at least $1.25 per hour OR o $12.52 per hour without health benefits.
PROPOSAL PACKAGE 29
30 General Preparation Guidelines (RFP pages 26-27 oproposal submitted in the legal name of firm; omust submit one (1) original and four (4) copies; omust submit an electronic version in a properly labeled disk or memory stick; o Must include cover letter; omust be in English language;
31 General Preparation Guidelines (cont.) (RFP pages 26-27) o Narratives limited to pages indicated; o Pages must be numbered; ouse the indicative mood (will, shall, etc.) in narratives so that proposals can be easily converted to contract form; othe Proposal Checklist lists all narratives, attachments and certifications that must be included; o Answers should be concise; o Clearly identify the service(s) to be provided.
32 Narratives (RFP pages 27-28) Narrative 1: Demonstrated Ability (40 points) limit to 5 pages Narrative 2: Program Design (40 points) limit to 8 pages Narrative 3: Budget and Financial Capacity (20 points) limit to 2 pages
33 Proposal Checklist (Attachment 1) (RFP page 27) oserves as the Table of Contents for your proposal and as a guide for all documents, which must be submitted with your proposal. o Lists all narratives, attachments, exhibits, and certifications (if applicable) that must be included as part of the proposal. o Indicate in the page number column where the information can be found in your proposal. o Insert the attachments where they are indicated on the Proposal Checklist.
34 QUESTIONS & ANSWERS
35 Questions & Answers Questions and answers from today s Proposers Conference will be posted on the LABAVN website. Thank you!