REQUEST FOR PROPOSAL TO PROVIDE PROFESSIONAL SERVICES FOR FAIR HOUSING PROGRAM

Transcription

1 REQUEST FOR PROPOSAL TO PROVIDE PROFESSIONAL SERVICES FOR FAIR HOUSING PROGRAM City of Bakersfield Community Development Department 1715 Chester Avenue Bakersfield, CA Issue Date: February 12, 2016 Submission of Written Questions Due: March 11, 2016 Due Date: March 15,

2 TABLE OF CONTENTS INTRODUCTION... 3 PURPOSE... 4 SCOPE OF WORK... 4 REPORTING REQUIREMENTS... 5 PROPOSAL SUBMITTAL... 6 EVALUATION CRITERIA... 7 PROPOSAL CONTENT AND FORMAT... 7 PROPOSAL WORKSHEET... 9 BUDGET SUMMARY WORKSHEET CERTIFICATION NONCOLLUSION AFFIDAVIT APPENDICES

3 INTRODUCTION The City of Bakersfield is an entitlement community and participating jurisdiction under the United States Department of Housing and Urban Development's (HUD's) Community Development Block Grant (CDBG) Program, HOME Investments Partnership Program (HOME), Emergency Solutions Grant (ESG) and Housing Opportunities for Persons with Aids (HOPWA). The City of Bakersfield does not currently operate a Housing Authority, nor a Section 8 voucher program. As a HUD-funded grant recipient, the City is obligated under various laws not to discriminate in housing or services directly or indirectly on the basis of race, color, religion, sex, national origin, age, familial status, sexual orientation, gender identity, or disability. A strong commitment to affirmatively further fair housing is a requirement for participating in HUD's many housing and community development programs. The Fair Housing Act specifies that Federal grantees shall administer programs and activities relating to housing and urban development in a manner that affirmatively furthers the policies outlined in Section 808(e)5. The City has budgeted approximately $100,000 annually to implement a Fair Housing Program; however, the actual contract amount is subject to City Council approval based on the proposed scope of work. The Housing and Community Development Act of 1974, as amended, is the dominant statute for the Community Development Block Grant (CDBG) program. It requires that each federal grantee certify to HUD's satisfaction that (1) the awarded grant will be carried out and administered according to the Fair Housing Act, and (2) the grantee will work diligently to affirmatively further fair housing. This certification to HUD may be implemented through the Consolidated Plan process. Under the Consolidated Plan, HUD funded recipients are required to: (1) examine and attempt to alleviate housing discrimination within their jurisdiction; (2) promote fair housing choice for all persons; (3) provide opportunities for all persons to reside in any given housing development, regardless of race, color, religion, sex, disability, sexual orientation, gender identity, familial status, or national origin; (4) promote housing that is accessible to and usable by persons with disabilities; (5) and comply with the nondiscrimination requirements of the Fair Housing Act. The City of Bakersfield is soliciting proposals from qualified organizations for the development, implementation, and administration of a Fair Housing Program starting May 1, The program shall include Fair Housing education, outreach, testing, and referral. The program will be funded through Community Development Block Grant (CDBG) funds and is required to be operated in compliance with all pertinent federal regulations, including but not limited to 24 CFR Part 570 and OMB Circular A-122 and A

4 Award, if any, resulting from this Invitation to Bid is anticipated to be for a one (1) year period. The contract may be renewed annually thereafter for four (4) consecutive one-year periods at the City s option and upon mutually agreeable terms. The length of the contract is subject to the approval of the City Council. This document outlines the requirements, selection process and the information necessary to submit a proposal for this service. The successful proposer will be required to comply with Equal Employment Opportunity, Section 3 requirements and all applicable federal, state, local laws, and requirements. PURPOSE The purpose of this proposal is to obtain the services of one contractor qualified to provide fair housing services to the City of Bakersfield and its residents as described in the Analysis of Impediments 2020 (an excerpt from which can be found in the appendices of this document). SCOPE OF WORK The contractor shall be responsible for the development, implementation, and administration of an ongoing Fair Housing Program, which shall include at a minimum, the following components: 1. Fair Housing Education a. Develop seminars on fair housing law and issues for landlords, tenants, brokers, realtors and lenders (minimum of once annually) held in venues within the City of Bakersfield. This effort shall include education and promotion of available housing vouchers. b. Provide training and technical assistance to City staff and others as requested regarding fair housing issues, laws, reasonable accommodation, resources, and current events. 2. Fair Housing Outreach a. Develop, produce, and distribute fair housing brochures and/or pamphlets to the public regarding fair housing law and regulatory issues. These materials shall be available in both English and Spanish. b. Seek media exposure through print, radio, television, social media and the internet. c. Participate in community events to distribute fair housing information (minimum of two events annually). 4

5 d. Make presentations to the City Council, commissions, civic organizations and other groups as required. e. Participate in updates to the Analysis of Impediments to Fair Housing Choice drafted by the City or its consultant. f. Address findings and activities identified in the City's Analysis to Impediments and report on progress in eliminating impediments to fair housing choice. 3. Fair Housing Complaint Program a. Receive and track complaints and inquiries alleging housing discrimination in the City of Bakersfield. b. Conduct rental and sales audits of properties for sale or rent in the City. c. Investigate rental and sales discrimination complaints, including conditions in the service area, using testing and other methods to determine whether discrimination exists. d. If discrimination exists, assist victims in gathering evidence in support of claims. 4. Fair Housing Enforcement a. Provide legal representation, conduct mediations, litigate, or refer to enforcement agencies and/or private attorneys to victims of sales/rental discrimination. b. Conduct audits and other measures to achieve compliance with settlements and other agreements and enforcement of law. 5. Landlord Tenant Housing Dispute Resolution Services a. Provide counseling, mediation or referral services to Bakersfield landlords and tenants residing in or seeking to reside in the City to resolve landlord tenant disputes. b. Provide referral services to low and moderate income housing consumers, giving priority to disabled, elderly, and others who are or have been unable to find suitable, safe, decent and sanitary housing. c. Provide answers to questions about unlawful detainer actions. 5

6 All activities, information, participation, communications, and services under the Fair Housing Program must be accessible to persons with disabilities and comply with the American with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973 as amended. REPORTING REQUIREMENTS The selected contractor will be required to prepare and submit monthly invoices in a form specified by the City detailing the charges to the City. The contractor will also be required to prepare and submit a quarterly program performance report regarding the services provided and outreach efforts under the Contract. The report shall contain without limitation the number of unduplicated persons served per quarter, including information on household income, race, ethnicity, head of household, etc. per the quarterly report format provided by the City. The selected contractor will be required to submit performance reports and statistical records on all complaints and their resolution by on a quarterly basis. In addition, the Contractor will be required to prepare and submit financial reports, program progress, evaluations and other reports as required by 24 CFR , OMB Circular A-110, HUD and or the City. Additionally, per CDBG regulations, the service provider will be monitored annually by the City. PROPOSAL SUBMITTAL Proposals shall be submitted to the City of Bakersfield, Community Development Department, 1715 Chester Avenue, Bakersfield, CA 93301, by 3:00 pm on Tuesday, March 15, Proposals must be clearly marked "Proposal for Providing Fair Housing Services. Proposals cannot be withdrawn or corrected after being received. Proposals will not be disclosed to competing firms or to the public until a recommended firm has been selected. Unauthorized conditions, limitations, or provisions attached to a proposal will render it informal and may cause its rejection. The completed proposal shall be without interlineations, alterations or erasures. Alternative proposals will not be considered unless requested. No oral, telegraphic or telephonic proposals or modifications will be considered. The proposal may be withdrawn upon request by the proposer without prejudice prior to, but not after, the time fixed for opening of proposal, provided that the request is in writing, that it has been executed by the proposer or duly authorized representative, and that it is filed with the City. Proposals shall be submitted in accordance with the form prescribed by the City of Bakersfield. Failure to respond in this manner may render the proposal nonresponsive. 6

7 An unbound original, three (3) copies, and a PDF version of the proposal shall be submitted and clearly marked: "Proposal for Providing Fair Housing Services. The PDF version must be submitted by the submittal deadline via compact disk or USB storage device included in the proposal, or via to Ryan Bland, Community Development Coordinator (rbland@bakersfieldcity.us). It shall be emphasized that award of contract will not necessarily be based on price alone, but rather on a combination of qualifications, price, services, references, and responsiveness to the proposal specifications. EVALUATION CRITERIA Proposals will be reviewed by program staff for completeness, incomplete and late proposals will be disqualified. Proposals will be judged on their responsiveness to this RFP, the applicant's experience and ability to perform the required work, and the cost effectiveness of the program. A proposal evaluation committee comprised of City staff will review each proposal. The most qualified firm(s) may be invited to participate in an interview with City staff to review qualifications prior to selection. The bids submitted in response to the RFP will be used in preparation of the Community Development FY budget. The award of the contract is projected to occur at the April 20, 2016 City Council meeting, with work commencing on May 1, However, dates are tentative. therefore, the Consultant shall be bound by its proposal for a period of 90 days commencing March 15, PROPOSAL CONTENT AND FORMAT The proposal submittal package shall consist of the following information: 1. Letter of Transmittal 2. Title Page 3. Table of Contents 4. Executive Summary of Proposal 5. Application Worksheet (see below) 6. Project Narrative: The project narrative portion of the application is limited to 20 pages maximum, double-spaced, 12 point font, and must include the following sections: a. Project Description: Describe the proposed Fair Housing Program, to include a Fair Housing educational element, a Fair Housing outreach element, a Fair Housing 7

8 Testing component, a Fair Housing Enforcement element, and a Fair Housing referral element, as described in the RFP. b. Performance Measurements and Timeline: Provide a detailed scope of work for the program. For each activity list the objective, outcome, and outcome measurement. Describe how data will be collected, tracked, and stored. Prepare a timeline for implementation/completion of the program activities. Proposed roles of the Fair Housing Services Provider and the City shall also be described. c. Organizational Capacity: Describe your organization's knowledge of fair housing laws and regulations, as well as related services. Discuss your experience in providing fair housing services, specifically as it relates to this RFP. Describe the experience of the staff that will work on the program and those that will be providing program oversight. You may attach resumes of key staff that will be involved in the project. Describe the financial system utilized by the agency, including how CDBG funds will be tracked separately from other funding sources. Identify whether your organization has sufficient funds to sustain the program until reimbursement of expenditures are received. Documentation may include cash and/or credit reserves. Identify whether your agency has a personnel policy manual with an affirmative action plan and grievance procedure. If not, explain why not. Attach a list of the Board of Directors and resumes of key staff including program manager and fiscal officer. Identify whether or not the agency has liability insurance coverage, in what amount, and with what insuring agency. Also identify whether or not the agency pays all payroll taxes and workers' compensation as required by Federal and State Law. Additionally, identify whether or not the agency has fidelity bond coverage for principal staff who handles the agency's accounts, in what amount, and with what insuring agency. d. Current Client List: List of current agencies to which you are providing fair housing services. e. References: Provide at least three references, including organization's name, contact person, and telephone number. 7. Project Budget: On a separate page, prepare a detailed budget summarizing the use of proposed funding. A suggested budget summary worksheet is included on the following page. Please revise the form and annotate budget items as they relate to your project. 8. Budget Narrative: Provide a detailed explanation of each line item in the project budget, indicating how the amounts were determined and justifying the need for the item. 8

9 9. Certification & Noncollusion Affidavit forms Qualified respondents should review the attached specifications and submit one (1) unbound original, three (3) copies, and one (1) PDF version of its proposal no later than 3:00 pm on Tuesday, March 15, 2016 to: City of Bakersfield Community Development Department Attn: Ryan Bland 1715 Chester Avenue Bakersfield, CA For questions and clarifications, please feel free to contact Ryan Bland, Community Development Coordinator or Nina Carter, Associate Planner by or at

10 PROPOSAL WORKSHEET 1. Agency Name 2. Agency Address 3. Address of Project if different 4. Telephone Number Fax Number 5. Address 6. Name of Executive Director 7. Name and Title of Contact Person 8. Telephone Number Fax Number 9. Address 10. Name of Authorized Official 11. Title of Authorized Official 12. Telephone Number Fax Number 13. Address 14. Type of Organization (Please check below) a. A corporation, organized and existing under the laws of the State of California. For Profit Non Profit Government b. A partnership (if so, please list partners) c. An individual Name 15. Number of years in business 16. Number of employees 10

11 BUDGET SUMMARY WORKSHEET Prepare a detailed budget summarizing the use of proposed funding. Below is a suggested format for the budget summary. Please revise this form and annotate budget items as needed. In compliance with the Request for Proposal, the undersigned hereby proposes and agrees to provide all the work and services herein described and to furnish all labor, materials, equipment, services, incident insurance necessary in accordance with the requirements of the City of Bakersfield, and the undersigned agrees to perform the work and services herein mentioned to the satisfaction of and under the supervision of the Housing Manager of the City of Bakersfield duly appointed, and further agrees to enter into a contract in time, form and manner provided by law at the following prices with the understanding that the time within which the aforementioned work must be completed in accordance with the City of Bakersfield rules, starting from and after the date of execution of the contract agreement for PROVIDING PROFESSIONAL SERVICES FOR FAIR HOUSING PROGRAM. Budget Category Description/Computation Annual Cost Salaries and Wages Fringe Benefits Consultant/Contract Services (specify) TOTAL PERSONNEL $ Office Rent Utilities Telephone Office Supplies Printing/Duplication Travel/Conferences Other (specify) TOTAL NON-PERSONNEL $ TOTAL PROJECT BUDGET $ 11

12 PROPOSAL CHECKLIST Submit one (1) original application and three (3) copies including supplemental documents. 1. Proposal Worksheet (signed by the authorized official) 2. Proposal Checklist 3. Project Narrative (Maximum 20 pages) 4. Budget Project Description Performance Measurements and Timeline Organizational Capacity 5. Budget Narrative 6. Organizational Chart 7. Resumes of key staff 8. Database, Reporting Examples 9. Letter of commitment from proposed subcontractor(s) (if applicable) 10. Supplemental Documents Checklist 11. Board of Directors' authorization to submit CDBG application* 12. Board of Directors' designation of authorized official* 13. List of Board of Directors (include telephone number, address, occupation/affiliation of each member; identify principal officers) 14. Articles of Incorporation 15. Bylaws 16. State and Federal Tax Exemption Determination Letters /2014 Year-End Agency Operating Budget /2015 Agency Operating Budget /2016 Proposed Agency Operating Budget 12

13 PROPOSAL CHECKLIST CONT. 20. Most recent Audited Financial Statement, with notes 21. Documentation of reserves (bank statement, access to line of credit, etc.) * Items 11 and 12 may be provided in one action/document or two separate documents (Documentation may be a copy of the minutes of the meeting in which the governing body's resolution, motion, or other official action is recorded; standing resolution/policy regarding grant applications; signed letter from the Chairperson; etc. Must include the name, title, address and telephone number of each authorized official.) 13

14 CERTIFICATION The undersigned has carefully examined Request for Proposal documents pertinent to the referenced services, and further, being familiar with all other conditions affecting this proposal, hereby agrees to furnish all labor, materials, etc., required to complete said services outlined in the specifications and other documents at the prices quoted on the Budget Summary Worksheet. Furthermore, the undersigned considers this response to the Request for Proposal valid for a period of 180 days after the due date. Agency Name Printed Name Title Authorized Signature Date Mailing Address City State Zip Code Telephone Number Fax Number 14

15 NONCOLLUSION AFFIDAVIT Proposer declares that the only persons or parties interested in this proposal as principals are those named herein; that no officer, agent, or employee of the City is personally interested, directly or indirectly, in this proposal; that this proposal is made without connection to any other individual, firm, or corporation making a proposal of the same work and that this proposal is in all respects fair and without collusion or fraud. Note: This questionnaire constitutes a part of the proposal and signature on the signature portion of this proposal shall constitute signature of this questionnaire. In case of discrepancy between words and figures, the words shall prevail. The names of all persons, firms, and corporations interested in the foregoing proposal as principals as follows: Pursuant to the requirements of Business and Professions Code Section , the representations made in this bid are made under penalty of perjury. The undersigned are prepared to satisfy the City Council of the City of Bakersfield of their ability, financially or otherwise, to perform the contract for the proposed work and improvements in accordance with specifications set forth. Company Name Print Name Title Signature Dated, 20 15

16 City of Bakersfield Summary of Proposed Actions The following table is an excerpt from the City of Bakersfield Analysis of Impediments 2020 (Table 6-2), describing actions to address the impediments to fair housing choice in the City. The complete analysis of impediments document can be found at: > Departments > Community Development > Planning > Economic Development and Houising Services > Proposed Bakersfield AI Actions Objective Proposed Actions Timeframe I. Expanding Affordable Housing Opportunities 1. Rental Assistance Objective 1.1: The City will support rental assistance programs offered through the Housing Authority of the County of Kern and promote the availability of affordable rental housing within the City. The City plans on assisting an additional 179 rental units to be developed by The City will conduct outreach to further this objective including attendance at a minimum of 2 public events per year. Information will be provided in English and Spanish at the Community Development Department and on the City website. The City, and/or its Fair Housing provider, will work with HACK and other service providers to promote the Section 8 program with local property managers. The City will use ESG Rapid Re- Housing funds as available to assist homeless individuals/families with rental deposits and first month s rent. By 2017 Annually By 2016 Annually Annually 16

17 City of Bakersfield Proposed Bakersfield AI Actions Objective Proposed Actions Timeframe 2. Affordable Housing Resources Objective 2.1: The City will facilitate the development of housing units that are available to low/moderate-income households. Objective 2.2: The City will make available to residents, upon request, a list of affordable resources in the City. This list will include nonprofits active in the City developing affordable housing, units listed as affordable in the Housing Element, and contact information for the City s Down Payment Assistance Programs. 3. Home Ownership Promotion Objective 3.1: The City will work to provide and expand homeownership opportunities for low- and moderateincome households. The City plans on assisting an additional 179 rental units and 110 owner-occupied units to be developed by The City will continue to seek out partners for affordable housing projects in all areas of the City. When considering sites, the City will evaluate racial and income concentrations as well as proximity to services and public transportation. The City will create a list of affordable housing resources in both Spanish and English which will be available at the Community Development Department and the City website. This list will be available at a minimum of 2 public events per year. The City will conduct outreach and education with local realtors, and make brochures available regarding future City assisted affordable housing programs. The City will explore avenues such as partnering with local lending institutes, brokers and realtors to conduct community workshops and distribute brochures for private and City Down Payment Assistance Programs. By 2017 By 2017 Annually 17

18 City of Bakersfield Proposed Bakersfield AI Actions Objective Proposed Actions Timeframe Objective 3.2: The City will work to provide and expand homeownership opportunities for those who speak languages other than English. The City will amplify its effort to reach Bakersfield residents through increased marketing. Flyers regarding first-time homebuyer programs will be printed in English and Spanish. On an as needed basis, the City will make flyers available that are accessible to persons with disabilities. 4. Emergency Shelter, Transitional Housing and Supportive Services Objective 4.1: The City will amend the zoning ordinance to address revised state law that requires cities to expand opportunities for the siting of emergency homeless shelters. The City will continue to allow the establishment of transitional and supportive housing that functions as residential uses in residential zones consistent with similar residential uses. In 2015, the City shall adopt an ordinance allowing the establishment of transitional and supportive housing in residential zones consistent with similar residential uses, as required by State Housing law. By 2016 By 2016 II. Access to Financing 1. Outreach to Lenders Objective 5.1: The City will work with local lenders to provide information on government-backed financing. Objective 5.2: The City will work with local lenders to promote the City s Down Payment Assistance Program. The City will inform lenders of available financing options for City housing projects. Information will be provided in both English and Spanish. The City will ensure that information on new Down Payments Assistance Programs provided by the City is provided to lenders in both English and Spanish. Information will be placed on the City s website, and will be advertised at local events. By

19 City of Bakersfield Proposed Bakersfield AI Actions Objective Proposed Actions Timeframe 2. Education and Resources Objective 5.3: The City will promote workshops by local lending institutions regarding the home-buying process and the resources available to lowand moderate-income homebuyers. The City will work with HACK to provide training on the home-buying process to participants of the City s Down-payment Assistance program. The City will actively research and promote training opportunities on the home-buying process. These resources will be included in the Affordable Housing Resources List described in Action 2.3. The City will encourage local lenders to hold workshops in English and Spanish. By 2017 Objective 5.4: The City will seek to promote local agencies that provide credit and financial counseling services. Objective 5.5: The City will seek to partner with other Fair Housing advocates for training and outreach. The City will actively research and promote training opportunities by local organizations on credit and financial counseling services, and homeownership. These resources will be included in the Affordable Housing Resources List described in Action 2.3. As funding permits, the City will work with other fair housing advocates to conduct additional fair housing workshops in Bakersfield to educate the public about fair housing rights. By Unfair Lending and Insurance Practices Objective 6.1: The City will monitor complaints regarding unfair/predatory lending, and assess lending patterns using the data collected under the Home Mortgage Disclosure Act (HMDA) and the California Reinvestment Act (CRA) and other data sources. The City will work to expand its Fair Housing Services through the development of a Fair Housing Coordinator position, or by contracting with an outside Fair Housing Services provider. Part of the Scope of Work for Fair Housing Services will include monitoring of unfair/predatory lending practices. By

20 City of Bakersfield Proposed Bakersfield AI Actions Objective Proposed Actions Timeframe III. Objective 6.2: The City will participate with HUD in efforts to improve access to homeowner s insurance and investigate predatory lending in the home purchase, home improvement and mortgage refinancing markets. Fair Housing Services 1. Apartment Owners/Managers Objective 7.1: The City will work in conjunction with apartment owner/manager associations to reach out to owners of small rental properties regarding fair housing laws. The City will work to expand its Fair Housing Services through the development of a Fair Housing Coordinator position, or by contracting with an outside Fair Housing Services provider. Part of the Scope of Work for Fair Housing Services will include participating with HUD in efforts to improve access to homeowner s insurance and investigate predatory lending practices. The City will work to expand its Fair Housing Services through the development of a Fair Housing Coordinator position, or by contracting with an outside Fair Housing Services provider. Part of the Scope of Work for Fair Housing Services will include training for apartment owner/manager associations on fair housing laws. By 2017 By

21 City of Bakersfield Proposed Bakersfield AI Actions Objective Proposed Actions Timeframe Objective 7.2: The City will work with agencies and property managers to ensure compliance with Fair Housing laws. Objective 7.3: In addition to addressing the fair housing complaints of residents through the City s Fair Housing Program, the City will track the racial and ethnic makeup of residents with substantiated fair housing complaints. The City will also create a system to track the outcome of all substantiated complaints referred to other sources. The City will work to expand its Fair Housing Services through the development of a Fair Housing Coordinator position, or by contracting with an outside Fair Housing Services provider. Part of the Scope of Work for Fair Housing Services will include advertising of Fair Housing Services to apartment owner/manager associations. The City will track income and demographic data related to affordable housing participants and evaluate additional strategies, if needed, to increase access to and knowledge of affordable housing opportunities in the City. In addition, the City will make the Affordable Housing Resource List and Fair Housing literature available to apartment owner/manager associations in both English and Spanish. The City will work to expand its Fair Housing Services through the development of a Fair Housing Coordinator position, or by contracting with an outside Fair Housing Services provider. Part of the Scope of Work for Fair Housing Services will include the tracking of Fair Housing complaints, referrals, investigations, and outcomes. By 2017 By

22 City of Bakersfield Proposed Bakersfield AI Actions Objective Proposed Actions Timeframe 2. Fair Housing Testing and Audits Objective 8.1: The City will develop a program for testing and audits of fair housing issues in the community. 3. Reasonable Accommodations Objective 9.1: The City will explore the adoption of a reasonable accommodation ordinance to further fair housing choice for persons with disabilities. Objective 9.2: The City will provide information on reasonable accommodation and on often utilized disability adjustments to housing units. Information will be available at City Hall in English and Spanish. The City will work to expand its Fair Housing Serves through the development of a Fair Housing Coordinator position, or by contracting with an outside Fair Housing Services provider. Part of the Scope of Work for Fair Housing Services will include testing and audits as a means to affirm the nature and extent of fair housing issues in the community. As required by State Housing law, the City will adopt a reasonable accommodation ordinance in The City will provide information to the public on the Reasonable Accommodation Ordinance in both English and Spanish. Other forms of literature will be available on an as needed basis for community members who speak other languages and/or for people with disabilities. By 2017 By 2016 By