Request for Proposal

Transcription

1 CITY OF ALHAMBRA Request for Proposal RFP2M16-6 ANNUAL COMPLETION AND SUBMISSION OF THE CITY OF ALHAMBRA S ANNUAL ACTION PLAN, CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT & ASSESSMENT OF FAIR HOUSING Project Description The City is seeking a consultant to prepare the City of Alhambra s Annual Action Plan, Consolidated Annual Performance and Evaluation Report (CAPER), and Assessment of Fair Housing for submission to the Department of Housing and Urban Development. The completed reports must be in compliance with all applicable HUD regulations and submitted within the time frame set by HUD. It is anticipated that the City will be seeking an agreement for the completion of three Annual Action Plans, three CAPERs, and an Assessment of Fair Housing. In addition, the City is seeking professional assistance with the setup and maintenance of the City s activities in IDIS and other technical support on an as-needed basis as directed by staff. Background City staff has contracted with a professional consulting firm to complete the last 5 Year Consolidated Plan and the related Annual Action Plans and CAPERs. The City completed its most recent five-year plan in May Staff has completed the Annual Action Plan and will be working with the City s currently contracted consultant to complete the CAPER due at HUD by September 28, The new consulting contract will begin on August 9, 2016 or soon thereafter. All reports are reviewed by the City s Housing and Community Development Act Citizen Advisory Committee (HCDA) for recommendation to the City Council for approval. It is at the

2 HCDA meetings that staff conducts the required public hearings for these reports. The HCDA meets the first Tuesday of the month. Staff has utilized a consultant in the past to assist with the review, setup and maintenance of the City s activities in IDIS. Staff will only be seeking assistance on an as-needed basis with the set up of the annual activities and the final maintenance of those activities as they relate to compiling information to complete the CAPER. The selected consultant is expected to be able to respond to City requests in a timely manner. In 2013, the City completed its Analysis of Impediments to Fair Housing Choice and submitted it to HUD. Scope of Services The City is seeking a professional consultant, qualified to prepare the City s Annual Action Plan, Consolidated Annual Performance and Evaluation Report, and Assessment of Fair Housing. The process for completion of the Annual Action Plan reports should include the public hearing process, taking into consideration the City s Housing and Community Development Act Citizen Advisory Committee and City Council meeting schedules. All reports should be submitted to the City Manager s representative with sufficient time for review and adoption prior to HUD s submission deadlines. The City is specifically seeking a consultant for the preparation and submission of the following reports: CAPER Annual Action Plan and CAPER Annual Action Plan and CAPER Annual Action Plan 2019 Assessment of Fair Housing With respect to HUD s noticing requirements, the City has budgeted for the cost of publishing notices and will be billed directly by the newspaper for the publication. The City would only be seeking the consultant s assistance with placing notices in the local papers in a timely manner. The following schedule of tasks is set in accordance with HUD s regulated review period and submission dates and is in accordance with the City s advertising guidelines and meeting schedules. The successful consultant may set the schedule of tasks to take place earlier than what is set below, however, it is mandatory that the consultant meet the deadlines set in the federal regulations, which will require coordination between the City s advertising guidelines and meeting schedules. ANNUAL ACTION PLAN: January Meet with City Staff. Obtain copies of appropriate City documents, statistics, maps, etc. Prepare and submit the administrative draft. Allow two weeks for Staff review. Coordinate with staff and advertise for the Public Hearing with the Housing and Community Development Act Citizens Advisory Committee (HCDA) no later than the first week March, including updating the list of organizations for consultation.

3 March April Public Hearing for the review of the final draft document. Advertise and make final draft available for 30 day public review period. Incorporate citizen comments to the document. Coordinate with staff and advertise for the second Public Hearing with the City Council for final approval of the Annual Action Plan no later than the second Council meeting in April (fourth Monday). Revise document reflecting input received from the City Council. May Submit the Annual Action Plan to HUD via econplanning no later than May 15. Provide City with final documents in Microsoft Word and PDF formats. CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT July August September Meet with City Staff. Obtain copies of appropriate City documents, statistics, maps, etc. Prepare and submit the administrative draft. Allow two weeks for Staff review. Incorporate Staff s comments to the document. Coordinate with staff and advertise for the Public Hearing with the Housing and Community Development Act Citizens Advisory Committee (HCDA) no later than first week of September. Advertise and make final draft available for 15-day public review period. Submit the CAPER to HUD via econplanning no later than September 28. Provide City with document in Microsoft Word and PDF formats. ASSESSMENT OF FAIR HOUSING The first Assessment of Fair Housing (AFH) is due 270 days prior to the start of a new Consolidated Plan (CP). The City s current CP covers through June 30, With the new CP beginning on July 1, 2020, the first AFH must be submitted to HUD by October 5, January 2019 February 2019 March 2019 May/June 2019 June 2019 Review Citizen Participation Plan (CPP) to ensure compliance with AFH rule. Coordinate with staff to release revised CPP for 30-day public review. Conduct AFH outreach and consultation according to amended CPP/AFH rule. Begin research and analysis for AFH. Administrative review draft AFH for staff review. Allow at least two weeks for staff review time. Incorporate staff comments and prepare public review draft AFH. Coordinate with staff to advertise the Public Hearing before the HCDA to review draft AFH.

4 July/August 2019 September 2019 Prepare public review draft AFH for Public Hearing before the HCDA. Incorporate public comment to release the document for the 30-day comment period no later than the first week of August Incorporate and address public comments and coordinate with staff to advertise the Public Hearing before City Council. Attend Public Hearing before the City Council for the AFH. October 2019 Incorporate comments from Public Hearing and no later than October 5, 2019, submit the City s first AFH to HUD via the AFH Tool. In addition to the aforementioned items, the City is seeking professional assistance with the setup and maintenance of its IDIS activities and project/programs. Proposal Format Each proposal shall include, at a minimum, the items listed below: 1. A cover letter of introduction which includes name, address, and phone number of person(s) to contact; 2. A description of your understanding of the project; 3. Proposed Scope of Work; 4. A matrix showing tasks and times frames to ensure completion and submittal of the document prior to the Federal deadline. 5. Firm qualifications, including resumes of key staff members assigned to prepare the Consolidated and Annual Action Plan, CAPER, and Assessment of Fair Housing and a description of relevant similar projects and references; and 6. Total project costs to the City, including a breakdown of costs by task. Project Cost FEES FOR PLAN PREPARATION AND SUBMISSION Costs should be per year. Any anticipated annual increase should be noted. Project Management costs shall be considered to be included in the fees. REPORT PREPARATION & SUBMISSION Annual Action Plan Public Hearing(s) (number included in price ) Consolidated Annual Performance and Evaluation Report Public Hearing(s) (number included in price ) ASSESSMENT OF FAIR HOUSING Public Hearing(s) (number included in price ) TOTAL FOR REQUESTED TASKS Lump sum fee

5 PROFESSIONAL STAFF ASSISTANCE Management of IDIS - Hourly rate OTHER FEES Hourly rate for other necessary services City Contact Questions regarding the Request for Proposal should be put in writing and referred to Jessica Binnquist, Deputy City Manager, at 111 S. First Street, Alhambra, CA 91801, (626) , no later than Wednesday, July 27, Any responses that are necessary will become an addendum to the RFP and will be sent out to all companies. Evaluation Criteria The City of Alhambra will evaluate all qualifying proposals, and maintains sole exclusive right to evaluate the merits of the proposals received. Proposals will be evaluated based upon several factors. The following factors are, but are not limited to, the following: Ability to satisfy the requirements Background and experience of the consultant Experience of the consultant working with entitlement cities and the Housing and Urban Development Department Consultant s ability to execute the contract in a timely manner Overall quality of the services being offered Cost as compared to related service requirements (lowest cost will not be the sole determining factor) Consultant s understanding of the scope of work required Consultant s familiarity with housing and community development issues in the City Information received on reference checks and other criteria deemed essential by City staff Selection Process The City will review proposals for compliance with the RFP and may select three consultants for interviews the week of August 1 st. In order to be considered for selection, a project proposal must incorporate all of the information required in this document. The failure to incorporate all of the requested information may result in disqualification of the proposal. Staff and other selected officials will conduct interviews. The purpose of the interview will be to verify the capabilities of the consultants, and to clarify consultant's responses to the Request for Proposal. The staff recommendation will be forwarded to the City Council for approval and the award of a contract for professional services on August 8 th. Consultant Agreement The selected consultant/agency will be retained by the City with a negotiated agreement for consultant services which will comply with all local, state, and federal requirements for such agreements.

6 Insurance Requirements The Consultant will be required to maintain in force at all times during the performance of their work the following policy or policies of insurance covering its operations: 1. Comprehensive General Liability, including contractual liability, products and completed operations and business automobile liability, all of which will include coverage for both bodily injury and property damage with a combined single limit of one million dollars. The City shall be named as "additional insured" on all policies required to be furnished. 2. Professional liability coverage with limits not less than one million dollars. 3. Workers' compensation coverage at statutory limits. The consultant shall assume liability for the wrongful or negligent acts, errors and omissions of its officers, agents and employees and subcontractors, and have adequate insurance to cover such negligent acts, errors and omissions with limits of one million dollars. Proposal Submittal Deadline All sealed proposals should be received by the City Clerk s Office no later than 5:00pm, Friday, July 29, Please submit two proposals to: City of Alhambra Attn: Lauren Myles, City Clerk 111 S. First Street Alhambra, CA A copy of each proposal received shall be retained by the City Clerk, as required by the City s document retention policies, and shall be open for public inspection after award of the contract or final rejection of all proposals. If you have any questions regarding this Request for Proposal please contact Jessica Binnquist, Deputy City Manager at (626) RFP2M16-6 June 28, 2016 Posted: City Website, City Hall, Civic Center Library