REQUEST FOR PROPOSALS FOR A CONSULTANT TO PROVIDE PROFESSIONAL AND TECHNICAL SERVICES ON HUD PROGRAMS AND REGULATORYAGREEMENTS FOR SECTION 8 PROJECT-BASED ASSISTANCE AND SECTION 8 PROGRAM ADMINISTRATION FOR THE HOUSING AUTHORITY OF THE CITY OF SAN BUENAVENTURA 995 RIVERSIDE STREET VENTURA, CA 93001 Submittal Deadline Tuesday, September 25, 2012 at 3:00 PM PST The responsibility for submitting a response to this RFP at the offices of the Housing Authority of the City of San Buenaventura (the Authority ) on or before the stated time and date will be solely and strictly the responsibility of the Offeror. The Authority will in no way be responsible for delays caused by the United States Mail delivery or caused by any other occurrence.
I. GENERAL INFORMATION A. INTRODUCTION/BACKGROUND The mission of the HOUSING AUTHORITY OF THE CITY OF SAN BUENAVENTURA, hereinafter referred to as the "Authority", is to provide and develop quality affordable housing for eligible low-income residents of Ventura County and to establish strong partnerships necessary for HACSB customers to achieve personal goals related to: literacy and education; health and wellness; and job training and employment leading to personal growth and economic self-sufficiency. The Authority has served the needs of low income residents since 1949 with 716 public housing units (ranging from multi-story complexes to single-family units) and 1361 Section 8 (Housing Choice) vouchers, and prides itself in providing decent, safe and affordable housing to approximately 2000 low and moderate income families in the City of Ventura. The Agency s two associated non-profits own a total of 109 units which are a combination of senior and very-low income family units. We have a growing pipeline of real estate development projects including a farm worker family development, one supportive housing development and a public housing redevelopment. B. PURPOSE The Authority is requesting proposals from qualified consulting firms or individuals, hereinafter referred to as the "Offeror", to provide professional and technical services on HUD programs and regulatory agreements. Including but not limited, to the use of Project-Based Housing Choice Vouchers that provide rental subsidy assistance to various affordable housing developments. The selected consulting firm will be used for the following tasks: Evaluate HACSB s existing Housing Choice Voucher Program Analyze project based contract regulations and determine the most efficient and effective use of the voucher funding. Review, evaluate and advise on the current and proposed statutory and regulatory environment that allows HACSB to contribute to affordable and mixed-income housing opportunities, including the use of Project Based Section 8, and the creation of permanent supportive housing. Provide assistance in documenting policies and procedures to ensure compliance with the award of Project-Based Voucher contracts to various affordable housing projects and should it be necessary, the assistance in updating the Administrative Plan. C. BOARD The powers of the Authority are vested in the Board of Commissioners of the Authority ( the Board ).
D. CONTACT INFORMATION Please make all references to this RFP as: HUD Programs Consultation Services Loretta McCarty, COO: Affordable Housing and Development Housing Authority of the City of San Buenaventura 995 Riverside Street Ventura, CA 93001 (805) 648-5008, ext. 3222 lmccarty@hacityventura.org E. SCOPE OF SERVICES All work performed shall be at the specific direction of the Authority s CEO or the COO for Affordable Housing and Development. Work associated with Project-Based Voucher 1. Review Agency s Admin Plan 2. Review Agreement with County to serve as independent entity 3. Consult with Housing Choice Voucher and Development staff to understand current practice and challenges a Review current practice for PBV solicitation b Review current practice for AHAP contract award c Review current practice for filling vacant PBV units d Review current practice for HQS inspection of PBV units e Review current practice for establishing rents Deliverable for Project Based Voucher Analysis Develop revised Policies and Procedures F. EXPENSE ASSOCIATED WITH PROPOSAL SUBMISSION All expenses involved with the preparation and submission of proposals to the Authority shall be born by the Offeror. G. HOUSING AUTHORITY OPTIONS The Authority may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP. Also, the determination or the criteria and process whereby proposals are evaluated, the decision as to
who shall receive a contract award, or whether or not an award shall ever be made as a result of this RFP, shall be at the sole and absolute discretion of the Authority. II. RFP INSTRUCTIONS A. RFP Submission and Format Please submit one (1) original and three (3) copies of your response in the same package clearly marked on the outside Response to RFP: HUD Programs Consultation Services addressed to: B. RFP Terms and Conditions Loretta McCarty, COO: Affordable Housing and Development Housing Authority of the City of San Buenaventura 995 Riverside Street Ventura, CA 93001 The Authority reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes and to defer the selection of any respondent(s) to a time of the Authority s choosing. 1. Board and Staff Communications Under no circumstances may any member of the Board or any staff member other than the contact specified in Paragraph I (D) be contacted during this RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be directed to the individual identified in paragraph I (D). 2. Timetable for Submission The deadline for submissions in response to this Request for Proposals is 3:00 PM PST, Tuesday, September 25, 2012. Electronic or FAX responses will not be accepted for this request. It is the intent of the Authority to select the Consultant by October 25, 2012. 3. Release of Information Information submitted in response to this RFP will not be released by the Authority during the proposal evaluation process or prior to a contract award. 4. Proprietary Information If an Offeror does not desire certain proprietary information in their response disclosed, the Offeror is required to identify all proprietary information in the
response, which identification shall be submitted concurrently with the response. If the Offeror fails to identify proprietary information, they agree by submission of their response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award. 5. Term of Contract The contract will initially be for twelve months, but the term may be extended provided: the Authority determines it may benefit from further assistance, and the Consultant has performed satisfactorily and agrees to abide by the amounts stated in the Quote Form which constitutes part of this response. 6. The Authority Reserves the Right to: a. Request an oral interview with, and additional information from, firms prior to final selection of the Consultant. b. Consider information about a firm in addition to the information submitted in the response or interview. c. Reject any and all responses and waive any irregularities. 7. Non Discrimination/Conflict of Interest. a. The Offeror warrants adhering to all civil rights, equal opportunity, and fair housing and Section 3 regulations. b. The Offeror warrants that it presently has no interest and will not acquire any interest direct or indirect, which would conflict in any manner or degree with the performance of services under this contract. III. SELECTION PROCESS AND CRITERIA A. The Authority will appoint a selection committee and it will make its selection based upon the demonstrated competence, experience, knowledge and qualifications of the firms and the proposed price for the service. B. The grading of the Offeror s will be based on points. A team of Authority staff will conduct the initial review and scoring. All Offeror(s) receiving an initial overall point score of seventy five (75) will be forwarded to the Chief Executive Officer for final review, rating and ranking. The Offeror with the highest overall point score will be chosen to negotiate a contract. If contract negotiations fail with the Offeror with the most points, the Authority will go the Offeror with the next highest point total and will repeat the process until a contract award can be made. C. The Authority reserves the right to make those decisions after its receipt of responses, and the Authority s decision on these matters is final.
D. The Authority will evaluate only those firms meeting the minimum qualifications. Among other things, the evaluation of proposals will be based on the following criteria: 1. Experience and qualifications of both the Offeror and staff to be assigned in the following: (40 points) a) Knowledge and specific experience in reviewing, evaluating, improving, and implementing affordable housing administration strategies; b) Knowledge and specific experience in reviewing, evaluating, improving, and implementing HUD voucher programs within PHAs; c) Experience demonstrating knowledge of current and proposed regulatory and statutory environment that governs the Housing Choice Voucher program with specific attention to project based voucher assistance for rental units. d) Experience demonstrating knowledge of how PHAs may contribute to affordable and mixed housing opportunities, including the use of Project Based Section 8 2. Response to references listed by Offeror (10 points) 3. Experience providing similar services to other PHAs (30 points) 4. Cost as outlined on the attached Quote Form (20 points) Form must be completed and submitted to qualify for consideration 5. Resident Owned Business (ROB) (5 Bonus Points) or Section 3 business Provide previous record of employing Section 3 residents/businesses, Minority Business Enterprises and Women s Business Enterprises. Total of 100 points plus ROB Bonus Points Total of 105 points IV. STATEMENT OF QUALIFICATIONS A statement of qualifications shall be completed by the Offerors for this RFP. The statement shall include the following: 1. Name and location of the Offeror 2. List principal name, title and telephone or e-mail address. 3. List personnel by name and discipline to be used on the proposed project. 4. Provide a brief resume of key persons, specialists and individual consultants anticipated to work on this project and include: a. Name and title b. Project assignment c. Level of experience d. Other relevant experience and qualifications 5. List examples of similar projects successfully performed by your firm and provide the following: a. Project name and location
b. Nature of firm s responsibility c. Contact information of client d. Size and cost of project V. QUOTE FORM The attached Quote Form: Due September 25, 2012 must be signed and submitted VI. ADDITIONAL SUBMISSION REQUIREMENTS 1. Describe how your firm is uniquely qualified to provide services on this project. Provide the professional experience of your firm in relation to the work to be performed. 2. Provide any other qualifications that will establish why your firm should be chosen. PROPOSALS RECEIVED AFTER 3:00 PM PST, Tuesday, September 25, 2012 WILL NOT BE CONSIDERED
QUOTE FORM: DUE September 25, 2012 Fixed Fee for Assistance with the following: $ Project-Based Voucher Compliance 1. Review Agency s Admin Plan 2. Review Agreement with County to serve as independent party approving rents 3. Consult with Housing Choice Voucher and Development staff to understand current practice and challenges a) Review current practice for PBV solicitation b) Review current practice for AHAP contract award c) Review current practice for filling vacant PBV units and d) Review current practice for HQS inspection of PBV units e) Review current practice for setting rents of PBV units 4. Develop revised Policies and Procedures Hourly fee for continued Consultation Services $ This shall be a firm fixed price including all expenses. Please note that the proposed fee Submitted by each bidder are inclusive of all necessary costs to provide the proposed services, including, but not limited to: employee costs and benefits; clerical support; overhead; profit; supplies; materials; licensing; insurance; travel; lodging and per diem, etc. Please note that this firm-fixed price is inclusive of elements required to deliver the service and the cost proposed shall be fully burdened with profit and overhead costs. HACSB will not be responsible for paying any additional expenses or fees in the completion of this project. In submitting this bid, it is understood if written notice of the acceptance of this bid is mailed, e-mailed, or delivered to the undersigned within sixty days after the opening thereof, or at any time thereafter before this bid is withdrawn, the undersigned agrees to execute and deliver the products described herein. By signature here-on the bidder certifies he has the right and authority to bind the company. Submitted by: Firm Date: (Signature) (Printed name and title) (Business address) (Phone)