REQUEST FOR PROPOSAL TO PROVIDE OWNER OCCUPIED REHABILITATION PROGRAM CONSULTING SERVICES FOR THE CITY OF HEMET The City of Hemet Housing Authority (HHA) requests proposals from qualified housing consultants for assistance in managing its Owner Occupied Rehabilitation (OOR) Program and will receive responses up to, but not later than, Thursday, August 13, 2015 by 5:00 p.m., at which time all sealed proposals for the award of a contract must be received at the City of Hemet, 445 E. Florida Ave., Hemet, Ca. 92543. The services will be provided on an as-needed basis to the City of Hemet Housing Authority. Questions relating to the terms, conditions, or instructions should be directed to the Procurement Administrator by email at crobinson@cityofhemet.org. Questions relating to the Scope of Services may be directed to Edna I. Lebrón, at (951) 765-3736 or elebron@cityofhemet.org. Part I - KEY DATES TABLE OF CONTENTS Part II - INTRODUCTION & BACKGROUND Part III - PROPOSAL QUALIFICATIONS 1. Firm Qualifications 2. Scope of Work 3. Fee Information 4. Staffing 5. Selection Process Part IV - REQUIRED PROPOSAL CONTENT 1. Required Proposal Format 2. Proposal Content A. Cover Letter Owner and Office location and description B. Staffing, Hours, Staff Background C. Services Provided D. Other Relevant information E. Cost Proposal F. Certification of Insurance REQUEST FOR PROPOSAL 1
Part I - KEY DATES Distribution of RFP Thursday, July 30, 2015 Questions to HHA Division Thursday, August 6, 2015 by 2:00 pm Response to Vendor's Questions By Monday, August 10, 2015 by EOD RFP Submission Deadline Thursday, August 13, 2015 at 5:00 p.m. Notice of Intent to Award Thursday, August 18, 2015 Award Tuesday, August 25, 2015 Part II - INTRODUCTION & BACKGROUND The City of Hemet is requesting proposals from qualified professionals to perform OOR Program Management Services, to the City of Hemet residents as directed by the City s Housing Authority Division. The primary goal of the City in requesting these services is to provide quality OOR program management in an efficient and effective manner at a reasonable cost to the City. With the help of an experienced consultant, City Staff plans to complete as many single-family and mobile home rehabilitations as possible by the April 5, 2016 deadline. The City anticipates an initial contract term of three (3) years from September 1, 2015 to August 31, 2018, with an option to extend for two additional one-year periods by mutual written consent. The selected respondents shall maintain all required certifications and remain in good standing throughout the entire term of the contract. The City reserves the right to reject any and all proposals submitted, to request clarification of services submitted, to request additional information from competitors, and to waive any irregularity in the proposal, as long as City procedures remain consistent with the State Department of Housing and Community Development (HCD) procurement requirements. Part III - PROPOSAL QUALIFICATIONS Responses to the RFP are to be submitted in the following format: 1. Firm Qualifications: 1. A brief history and summary of your firm s relevant qualifications, including a statement whether the firm is a small business, minorityowned, and/or woman-owned business. 2. The experience of your firm as it pertains to implementation and administration of State HCD HOME/CalHOME-funded housing rehabilitation programs. 2
3. The experience of your firm in working with mobile homes. 4. Resumes of the key personnel from your firm who would be assigned to perform the services described, and their availability. 5. The names and telephone numbers for two city government references preferably for State HOME/CalHOME-funded housing rehabilitation. 2. SCOPE OF WORK It is anticipated that the selected consultant s primary work will be: 1) Project Scope/Cost Estimates (see Activity B-3 below) and Construction Management (Activity B-7 below). However, depending on the consultant s capacity and staff availability, the consultant may be asked to perform all the tasks below (Activity A and Activity B). Activity A: Program Administration 1. Prepare HCD annual & quarterly reports, certifications, and other documents required by HOME or CalHOME. 2. Prepare environmental compliance (NEPA) documents. 3. Provide necessary certifications and documents to meet the Setup/Completion and Disbursement Conditions required by HCD. Activity B: Program Implementation Owner Occupied Rehabilitation 1. Applicant Eligibility: Determine whether the owner's financial status and property location and condition would warrant processing. 2. Loan Origination and Processing: Perform all processing functions including, but not limited to, the following: a. Creating a Project File: The file will contain all items accompanying the loan application. The file will meet applicable HCD requirements regarding maintenance of documentation for monitoring/audit purposes. b. Credit Report: Order a credit report to determine whether the applicant meets the State and City's underwriting criteria. c. Verifications: Mail the appropriate 3 rd party and mortgage verification forms. d. Underwriting: Obtain a title search through HCD for mobile homes 3
and/or an appraisal of the value to determine the loan amount and determine after rehabilitation value. 3. Preparation of project scope/cost estimate: a. Inspect the unit and determine what repairs are required (health and safety concerns, code violations, etc.). Insuring that there is at least one code violation (per HCD requirements). b. Compare the requested rehabilitation work to the HHA s list of eligible repair items. Before and after photographs of each item listed will be maintained in the file. Prepare a project scope, which accurately describes the existing conditions, necessary repairs, improvements and a cost estimate. c. Participate in a required walkthrough with the homeowner. 4. Contractor Selection: The homeowner will select the qualified contractor(s). Contractor qualifications shall be reviewed by the grant coordinator or project manager, such as proper licenses, insurance and non-debarment information. The selected contractor's bid will be reviewed for cost reasonableness. 5. Loan Document Preparation: Prepare all of the necessary documents to record the deferred loan. Such documents shall include, but not be limited to: promissory note, Statement of Lien, and truth-inlending disclosure. 6. Loan Approval and Closing: Package all financial and construction documents and conduct a loan closing with the unit owner. 7. Construction Management: a. Pre-construction Conference: At or about loan closing, review all projected work with the unit owner and the selected contractor. b. Monitor Construction: Monitor construction for compliance with the construction contract, program requirements and assure that all work is professional and includes the proper materials. c. Progress and Final Inspections: Recommend payments to the contractor minus any retention requirement. All "progress payment forms" shall be executed by the unit owner and the selected contractor (with City authorization). d. Provide Monthly Construction Status Reports to staff. 4
3. FEE INFORMATION Please specify how your firm would charge for the following activities separately: 1. B-3 and B-7 only (above) 2. A and B Inclusive (above) PLEASE NOTE: A company may still be considered, if they only provide one facet of the project scope, such as construction management. 4. STAFFING Please specify how you would propose staffing this program. 5. SELECTION PROCESS Staff will review the proposals and recommend a consultant to the HHA based on the following selection criteria: 1. General firm and individual experience. 2. Specific State HCD HOME housing rehabilitation grant experience. 3. Capacity to perform the Scope of Work. 4. Staff availability. 5. Ability to complete the projects in a timely manner, based on past performance. Part IV - REQUIRED PROPOSAL CONTENT 1. Proposal Format A. Please submit one (1) original and three (3) copies of your proposal. B. The original proposal must be clearly marked ORIGINAL on the front page and all copies must be clearly marked with COPY on the front page. Proposals must be submitted to the: City of Hemet Housing Authority Division 445 E. Florida Ave Hemet, CA 92543 5
2. Proposal Content A. Cover Letter - A one-page cover letter, which includes the respondent s profile and information for the legal entity that can enter into a contract with the City, legal name and address, indicate the type of entity, complete mailing address, phone number, fax, and e-mail of the person to receive notices and who is authorized to make decisions or represent the respondent(s) with respect to this RFP. B. Staffing List staffing, staff background, credentials, and staff specialties. C. Services Provided Services provided, standard office hours, and a list of specialties provided by outside sub-contractors. D. Other Relevant Information Any other information that you deem important in providing the services as requested by this RFP such as, availability, maintenance equipment, knowledge of City Building Code guidelines, etc. E. Cost Proposal All rates must be listed separately for each required Activity noted above in the Scope of Work. F. Insurances The City requires proof of current Liability and Worker s Comp insurances with this RFP. The selected provider will be requested to name the City as Additional Insured on all applicable policies. 6