RFP Document. Request for Proposals (RFP) 0025-C Low Income Housing Tax Credit (LIHTC) Review Services

Transcription

1 RFP Dcument Request fr Prpsals (RFP) 0025-C Lw Incme Husing Tax Credit (LIHTC) BY Albany Husing Authrity Central Office 200 S. Pearl St. Albany, NY RFP Issued: June 8, 2017 Pre Bid Telecnference call: June 20, 2017 at 11:00 am Questins Deadline June 23, 2017 at 4:30 pm Prpsal Deadline: June 27, 2017 at 12:00 pm Page 1

2 Table f Cntents Sectin Descriptin Page Intrductin 2 RFP Infrmatin at a Glance AHA S Reservatin f Rights Scpe f Wrk/Technical Specificatins Prpsal Frmat Prpsal Evaluatin Cntract Award 8 INTRODUCTION The Albany Husing Authrity, (hereinafter, AHA ) is a public entity that was frmed in 1948 t prvide federally subsidized husing and husing assistance t lw-incme families, within the City f Albany. AHA is headed by an Executive Directr (ED) and is gverned by a seven-persn bard f cmmissiners and is subject t the requirements f Title 24 f the Cde f Federal Regulatins (hereinafter, CFR ) and the AHA s prcurement plicy. Currently, the AHA wns and/r manages: (a) 14 multi-family apartment cmplexes ttaling 2,192 units; (b) 1 senir cmplex, ttaling 158 units; (c) administrates a ttal f 2,958 Sectin 8 Husing Chice Vuchers. AHA currently has apprximately 105 emplyees. In keeping with its mandate t prvide efficient and effective services, the AHA is nw sliciting prpsals frm qualified, certified and insured entities t prvide Lw Incme Husing Tax Credit (LIHTC) File Review services and t partner with the AHA t ensure all LIHTC units files are reviewed fr accuracy and cmpliance. All bids submitted in respnse t this slicitatin must cnfrm t all f the requirements and specificatins utlined within this dcument and any designated attachments in its entirety. RFP INFORMATION AT A GLANCE AHA CONTACT PERSON Peter Chiarella, Purchasing Agent, Telephne pchiarella@albanyhusing.rg TDD: HOW TO OBTAIN THE RFP DOCUMENTS 1. Access albanyhusing.rg 2. Click n Prcurement and Purchasing tab n the left hand side 3. Scrll dwn t see the RFP dcuments fr this slicitatin and print them r save them t yur cmputer. PRE-RFP TELE CONFERENCE June 20, 11:00, See Sectin 3.6 fr details HOW TO FULLY RESPOND TO THIS RFP 1. As directed within Sectin 3.2 f the RFP dcument, submit 1 riginal and 2 cpies f yur hard cpy prpsal t the Central Office SUBMITAL RETURN & DEADLINE June 27, 2017 at 12:00 pm EST at the Central Office, 200 S. Pearl St., Albany NY Page 2

3 ANTICIPATED APPROVAL BY AHA BOARD OF COMMISSIONERS July 10, AHA S RESERVATION OF RIGHTS: 1.1 The AHA reserves the right t reject any r all prpsals, t waive any infrmality in the RFP prcess, r t terminate the RFP prcess at any time, if deemed by the AHA t be in its best interests. 1.2 The AHA reserves the right nt t award a cntract pursuant t this RFP. 1.3 The AHA reserves the right t terminate a cntract awarded pursuant t this RFP, at any time fr its cnvenience upn 10 days written ntice t the successful prpser(s). 1.4 The AHA reserves the right t determine the days, hurs and lcatins that the successful prpser(s) shall prvide the services called fr in this RFP. 1.5 The AHA reserves the right t retain all prpsals submitted and nt permit withdrawal fr a perid f 60 days subsequent t the deadline fr receiving prpsals withut the written cnsent f the AHA Cntracting Officer (CO). 1.6 The AHA reserves the right t negtiate the fees prpsed by the prpser entity. 1.7 The AHA reserves the right t reject and nt cnsider any prpsal that des nt meet the requirements f this RFP, including but nt necessarily limited t incmplete prpsals and/r prpsals ffering alternate r nn-requested services. 1.8 The AHA shall have n bligatin t cmpensate any prpser fr any csts incurred in respnding t this RFP. 1.9 The AHA shall reserve the right t at any time during the RFP r cntract prcess t prhibit any further participatin by a prpser r reject any prpsal submitted that des nt cnfrm t any f the requirements detailed herein. 2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The AHA is seeking prpsals frm qualified, certified and insured entities t prvide LIHTC File review services cnsisting f, but nt limited t, the fllwing: Review the fllwing aspects f each file prvided by AHA prir t mve in and recertificatin fr pre-apprval cnsisting f, but nt limited t the fllwing: Apprpriate rent and incme limits Apprpriate Authrity prvided utility allwances Husehld members Page 3

4 Apprpriate set asides limits Third Party verificatins Cmputatin f incme and assets Cver page Checklist and Calculatin Wrksheet fr each file review must be prvided see samples attached 3.0 PROPOSAL FORMAT: 3.1 Tabbed Prpsal Submittal: The AHA intends t retain the successful prpser pursuant t a Best Value basis, nt a Lw Cst Prpsal basis ("Best Value," in that the AHA will, as detailed within the fllwing Sectin 4.0, cnsider factrs ther than just cst in making the award decisin). Therefre, s that the AHA can prperly evaluate the ffers received, all prpsals submitted in respnse t this RFP must be frmatted in accrdance with the sequence nted fllwing. Each categry must be separated by numbered index dividers (which number extends s that each tab can be lcated withut pening the prpsal) and labeled with the crrespnding tab reference als nted belw. Nne f the prpsed services may cnflict with any requirement the AHA has published herein r has issued by addendum. Tab N. Descriptin 1 Frm f Prpsal: This Frm is attached heret as Attachment A t this RFP dcument. This 1-page Frm must be fully cmpleted, executed where prvided theren and submitted under this tab as a part f the prpsal submittal. 2 Frm HUD-5369-C (8/93), Certificatins and Representatins f Offerrs, Nn- Cnstructin Cntract: This Frm is attached heret as Attachment B t this RFP dcument. This 2-page Frm must be fully cmpleted, executed where prvided theren and submitted under this tab as a part f the prpsal submittal. 3 Prfile f Firm Frm: The Prfile f Firm Frm is attached heret as Attachment C t this RFP dcument. This 2-page Frm must be fully cmpleted, executed and submitted under this tab as a part f the prpsal submittal. 4 Prpsed Services: As mre fully detailed within Sectin 2.0, Scpe f Prpsal/Technical Specificatins, f this dcument, the prpser shall, at a minimum, clearly detail within the infrmatin submitted under this tab dcumentatin shwing: As detailed within Sectin 4.0, Evaluatin Factr N. 2, herein, the prpser s Experience and Qualificatins As detailed within Sectin 4.0, Evaluatin Factr N. 3, herein, the prpser s Methdlgy. (Including, if apprpriate, labr categries, estimated hurs and skill mix) and the prpser s prpsed Wrk Plan t prvide the required services. Page 4

5 An explanatin and cpies f frms that will be used and reprts that will be submitted and the methd f such reprts (i.e. written; fax; internet; etc.); Managerial Capacity/Financial Viability: The prpser entity must submit under this tab a cncise descriptin f its managerial and financial capacity t deliver the prpsed services, including brief prfessinal resumes fr the persns identified within areas (5) and (6) f Attachment C, Prfile f Firm Frm. Such infrmatin shall include the prpser s qualificatins t prvide the services; a descriptin f the backgrund and current rganizatin f the firm. 5 Client Infrmatin: The prpser shall submit a listing f frmer r current clients, including any ther Public Husing Authrity, fr whm the prpser has perfrmed similar r like services t thse being prpsed herein. The listing shall, at a minimum, include: 6 The client s name; The client s cntact name; The client s telephne number; A brief descriptin and scpe f the service(s) and the dates the services were prvided; 7 Subcntractr/Jint Venture Infrmatin (Optinal Item): The prpser shall identify hereunder whether r nt he/she intends t use any subcntractrs fr this jb, if awarded, and/r if the prpsal is a jint venture with anther firm. Please remember that all infrmatin required frm the prpser under the prceeding tabs must als be included fr any majr subcntractrs (10% r mre) r frm any jint venture. 8 Sectin 3 Business Preference Dcumentatin (Optinal Item): Fr any prpser claiming a Sectin 3 Business Preference, he/she shall under this tab include the fully cmpleted and executed Sectin 3 Business Preference Certificatin Frm attached heret as Attachment D and any dcumentatin required by that frm. 9 Other Infrmatin (Optinal Item): The prpser may include hereunder any ther general infrmatin that the prpser believes is apprpriate t assist the AHA in its evaluatin. 3.2 Entry f Prpsed Fees: The Authrity is requiring prpsers t submit a Fee Schedule detailing the cst fr each cmpleted file review and the cst fr a secndary review. Please prvide this infrmatin in a separate sealed envelpe clearly marked Pricing 3.3 Prpsal Submissin: All pricing must be entered where prvided within Pricing and all hard cpy prpsals must be submitted and time-stamped received in the designated AHA ffice by n later than the submittal deadline stated herein (r within any ensuing addendum). A ttal f 1 riginal signature cpy (marked ORIGINAL ) and 2 exact cpies (each f the 3 separate prpsal submittals shall have a cver and extending tabs) f the hard cpy prpsal submittal, shall be placed unflded in a sealed package and addressed t: Albany Husing Authrity, Attentin: Purchasing Agent 200 S. Pearl St. Albany NY Page 5

6 The package exterir must clearly dente the abve nted RFP number and must have the prpser s name and return address. Prpsals received after the published deadline will nt be accepted Submissin Cnditins: DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Prpsers are nt allwed t change any requirements r frms cntained herein, either by making r entering nt these dcuments r the dcuments submitted any revisins r additins; and if any such additinal marks, ntatins r requirements are entered n any f the dcuments that are submitted t the AHA by the prpser, such may invalidate that prpsal. If, after accepting such a prpsal, the AHA decides that any such entry has nt changed the intent f the prpsal that the AHA intended t receive, the AHA may accept the prpsal and the prpsal shall be cnsidered by the AHA as if thse additinal marks, ntatins r requirements were nt entered n such Submissin Respnsibilities: It shall be the respnsibility f each prpser t be aware f and t abide by all dates, times, cnditins, requirements and specificatins set frth within all applicable dcuments issued by the AHA, including the RFP dcument, the dcuments listed within the fllwing Sectin 3.7, and any addenda and required attachments submitted by the prpser. By virtue f cmpleting, signing and submitting the cmpleted dcuments, the prpser is stating his/her agreement t cmply with the all cnditins and requirements set frth within thse dcuments. Written ntice frm the prpser nt authrized in writing by the CO t exclude any f the AHA requirements cntained within the dcuments may cause that prpser t nt be cnsidered fr award. 3.4 Prpser s Respnsibilities Cntact With the AHA: It is the respnsibility f the prpser t address all cmmunicatin and crrespndence pertaining t this RFP prcess t the CO nly. Prpsers must nt make inquiry r cmmunicate with any ther AHA staff member r fficial (including members f the Bard f Cmmissiners) pertaining t this RFP. Failure t abide by this requirement may be cause fr the AHA t nt cnsider a prpsal submittal received frm any prpser wh may has nt abided by this directive. 3.5 Pre-prpsal Cnference: The scheduled pre-prpsal cnference identified n Page 2 f this dcument is, pursuant t HUD regulatin, nt mandatry. Many prspective prpsers have previusly respnded t an RFP with a multi-tabbed submittal and feel cmfrtable in ding s withut attending the pre-cnference. Typically, such cnferences last 1 hur r less, thugh such is nt guaranteed. The purpse f this cnference is t assist prspective prpsers in having a full understanding f the RFP dcuments s that he/she feels cnfident in submitting an apprpriate prpsal; therefre, at this cnference the AHA will cnduct an verview f the RFP dcuments, including the attachments. Prspective prpsers may als ask questins, thugh the CO may require that sme such questins are delivered in writing prir t a respnse. Page 6

7 Whereas the purpse f this cnference is t review the RFP dcuments, attendees shuld bring a cpy f the RFP dcuments t this cnference; hwever, the AHA will nt distribute at this cnference any cpies f the RFP dcuments General Directins t access the pre prpsal telecnference call: RFP Sectin Directins Dial Enter Participant PIN Number: # Date: June 20th Time: 11:00 am 3.6 Recap f Attachments: It is the respnsibility f each prpser t verify that he/she has dwnladed the fllwing attachments pertaining t this RFP, which are hereby by reference included as a part f this RFP: Attachment Attachment Descriptin A Frm f Prpsal B Frm HUD-5369-C (8/93), Certificatins and Representatins f Offerrs, Nn-Cnstructin Cntract C D E F Prfile f Firm Frm Sectin 3 Frms, including explanatin Frm HUD-5369-B (8/93), Instructins t Offerrs, NnCnstructin AHA Sample Cntract Frm (please nte that this cntract is being given as a sample nly the AHA reserves the right t revise any clause herein and/r t include within the ensuing cntract any additinal clauses that the AHA feels it is in its best interests t d s) G Frm HUD-5370-C (10/2006), General Cnditins fr NnCnstructin Cntracts Sectin I (With r withut Maintenance Wrk) X Insurance Requirements and sample Acrd 25 Frm (4 page dcument) Page 7

8 PROPOSAL EVALUATION: 4.0 Evaluatin Factrs: The fllwing factrs will be utilized by the AHA t evaluate each prpsal submittal received; award f pints fr each listed factr will be based upn the dcumentatin that the prpser submits within his/her prpsal submittal: NO. MAX POINT VALUE FACTOR DESCRIPTION 1 60 pints Reasnableness f Price. Cst f Service detailed in accrdance with the tasks utlined in the Scpe f Services pints Experience and Qualificatins: Evidence f the firm(s) ability t perfrm the wrk, as indicated by prfiles f the principals and staff s prfessinal and technical cmpetence and experience in prviding LIHTC File review services. Previus experience in perfrming similar wrk items as described in the scpe f services with emphasis n File review prcesses pints Methdlgy. The prpser has a clear understanding f the scpe f services required by the Authrity. The prpsed slutin shuld be reasnable and lgical. 100 pints Ttal Pints (ther than preference pints) Preference Evaluatin Factr: The fllwing factrs will be utilized by the CO t evaluate each prpsal submittal received: NO. MAX POINT VALUE FACTOR TYPE FACTOR DESCRIPTION 4 5 Pints SECTION 3 BUSINESS PREFERENCE PARTICIPATION: A firm may qualify fr Sectin 3 status as detailed within Attachment D (NOTE: A max f 5 pints awarded). 105 pints Ttal Pssible Pints 5.0 CONTRACT AWARD: 5.1 Cntract Award Prcedure: If a cntract is awarded pursuant t this RFP, the fllwing detailed prcedures will be fllwed: Upn final cmpletin f the prpsal evaluatin prcess, the evaluatin panel will frward the cmpleted evaluatins t the designated Authrity staff. The designated staff will frmulate and frward t the Authrity s Executive Directr fr cnsideratin and apprval f a written award recmmendatin. The Executive Directr may chse t apprve the award r may take the award recmmendatin t the Authrity s Bard f Cmmissiners at a scheduled bard meeting fr apprval (typical prcedure fr cntracts with a ttal value greater than $100,000). If s, the Authrity s Bard f Cmmissiners will then make its determinatin whether r nt t fllw the panel s recmmendatin. If the recmmendatin is fllwed and the tprated prpser is apprved fr award, all prpsers will receive a Ntice f Page 8

9 Results f Evaluatin. Cntract price negtiatins may, at the Authrity's ptin, be cnducted prir t r after the Bard s apprval. 5.2 Cntract Cnditins: The fllwing prvisins are cnsidered mandatry cnditins f any cntract award made by the AHA pursuant t this RFP: Cntract Frm: Cntract Frm: The Authrity will nt execute a cntract n the successful prpser's frm. Cntracts will nly be executed n the Authrity s frm (please see Sample Cntract which is included as Attachment F f this RFP dcument). By submitting a prpsal, the successful prpser agrees t d s. Please nte that the Authrity reserves the right t amend this frm as the Authrity deems necessary. Hwever, the Authrity will cnsider any cntract clauses that the prpser wishes t include. The failure f the Authrity t include such clauses des nt give the successful prpser the right t refuse t execute the Authrity's cntract frm. It is the respnsibility f each prspective prpser t ntify the Authrity in writing prir t submitting a prpsal, f any cntract clause that the prpser is nt willing t include in the final executed cntract and abide by. The Authrity will cnsider and respnd t such written crrespndence, and if the prspective prpser is nt willing t abide by the Authrity's respnse (decisin), then that prspective prpser shall be deemed ineligible t submit a prpsal Assignment f Persnnel: The AHA shall retain the right t demand and receive a change in persnnel assigned t the wrk if the AHA believes that such change is in the best interest f the AHA and the cmpletin f the cntracted wrk Unauthrized Sub-Cntracting Prhibited: The successful prpser shall nt assign any right, nr delegate any duty fr the wrk prpsed pursuant t this RFP (including, but nt limited t, selling r transferring the cntract) withut the prir written cnsent f the CO. Any purprted assignment f interest r delegatin f duty, withut the prir written cnsent f the CO shall be vid and may result in the cancellatin f the cntract with the AHA, r may result in the full r partial frfeiture f funds paid t the successful prpser as a result f the prpsed cntract; either as determined by the CO. 5.3 Cntract Perid: The AHA anticipates that it will initially award a cntract fr the perid f 1 year with the ptin, at the AHA s discretin, f 4 additinal ne-year ptin perids, fr a maximum ttal f 5 years. 5.4 Licensing and Insurance Requirements: Prir t award (but nt as a part f the prpsal submissin) the successful prpser will be required t meet r exceed all insurance limits and requirements detailed in Attachment X. 5.5 Right T Negtiate Final Fees: The AHA shall retain the right t negtiate the amunt f fees that are paid t the successful prpser, meaning the fees prpsed by the tprated prpser may, at the AHA's ptins, be the basis fr the beginning f negtiatins. Such negtiatins shall begin after the AHA has chsen a tp-rated Page 9

10 prpser. If such negtiatins are nt, in the pinin f the CO successfully cncluded within 5 business days, the AHA shall retain the right t end such negtiatins and begin negtiatins with the next-rated prpser. The AHA shall als retain the right t negtiate with and make an award t mre than ne prpser, as lng as such negtiatin(s) and/r award(s) are addressed in the abve manner (i.e. tp-rated first, then next-rated fllwing until a successful negtiatin is reached). Page 10