Housing Authority of the City of Decatur

Transcription

1 Housing Authority of the City of Decatur Request for Qualifications (RFQ) GA RAD, LIHTC and 4% Bond Real Estate Development Financial Consulting Services For Swanton Heights, Allen Wilson and other DHA Projects

2 Table of Contents 1.0 INTRODUCTION RFQ INFORMATION AT A GLANCE DHA s RESERVATION OF RIGHTS Right to Reject, Waive, or Terminate the RFQ Right to Not Award Right to Terminate Right to Determine Time and Location Right to Retain Proposals Right to Negotiate Right to Reject any Proposal Right to Award More Than One Contract No Obligation to Compensate Right to Prohibit OVERVIEW DHA S BUSINESS APPROACH TO RAD CONSULTANT Developer DHA Development History DHA s DEVELOPMENT TEAM MEMBERS Direct Staffing Development Management Financial Management Construction Documentation and Compliance Property Management Consultants Construction Inspection Finance Development Program Management Legal Architect Contractor DEVELOPMENT STRATEGY Predevelopment Period Development Period Operational Period

3 8.0 REPORTS AND COORDINATION Construction Coordination Financial Reporting and Audit TECHNICAL SPECIFICATIONS Project Description Project Narrative and Development Concept Scope of Services Redevelopment Plan Relocation and Renovations Low Income Housing Tax Credits (LIHTC) Tax-Exempt Multifamily Housing Bonds PROPOSAL FORMAT Tabbed Proposal Submittal Proposal Submittal Binding Method Proposal Submission Submission Responsibilities Contact with DHA Equal Employment Opportunity and Supplier Diversity PROPOSAL EVALUATION Evaluation Factors Evaluation Method CONTRACT AWARD An Agreement to Abide Contract Conditions Contract Period Insurance Requirements Negotiate Final Fees Contract Service Standards

4 1.0 INTRODUCTION The Housing Authority of the City of Decatur, GA (hereinafter, DHA ) was established in 1938, under the laws of the State of Georgia. DHA is a quasigovernmental agency, separate and distinct from the general city or county government. The primary role of the Housing Authority of the City of Decatur, Georgia ( Decatur Housing Authority or DHA ) is building and managing quality affordable housing for low to moderate income families. Over the years, DHA has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. DHA operates several programs to assist low to moderate income families with quality affordable housing alternatives. Public Housing Families pay 30% of adjusted income towards rent and utilities in DHA s 289 units of public housing located in the city of Decatur. Section 8 Substantial Rehabilitation Families pay 30% of adjusted income for rent and utilities in 111 units in the city of Decatur. Low Income Tax Credit Units Families pay set reduced rental rates for 10 units in the city of Decatur. Section 8 Housing Choice Vouchers (HCV) Families pay 30% of adjusted income for rent and utilities in private rental housing located in the metro area. Section 8 HCV 868 and 280 portables. Workforce Housing DHA, and it s related non-profit, develops, owns and operates a number of apartments. In most cases, a percentage of units are reserved for low to moderate income residents while other units are available at market rate. Owned Workforce Housing 74 Units Homeownership DHA has developed and rehabilitated numerous homeownership and condominium units since Ownership 146 units. DHA has a professional management and maintenance team. DHA administers an annual budget in excess of $15 million, which includes capital outlays for comprehensive improvements. Funding sources include the U.S. Department of Housing and Urban Development, rental income, and limited other income. As one of the largest providers of affordable housing in Decatur, DHA has extensive experience in the management and development of residential rental property. In keeping with its mandate to provide efficient and effective services, DHA is now soliciting proposals from qualified, licensed, and insured entities to provide the above noted services to DHA. All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety. 4

5 2.0 RFQ INFORMATION AT A GLANCE Table 1 CONTACT PERSON (NOTE: Unless otherwise specified, any reference herein to Contracting Officer or (CO) or Executive Director shall be a reference to Mr. Faust.) Douglas S. Faust, Executive Director Decatur Housing Authority 750 Commerce Drive, Suite 400, Decatur, GA Telephone (404) TDD/TYY (800) HOW TO OBTAIN THE RFQ DOCUMENTS ON THE APPLICABLE INTERNET SITE PRE-PROPOSAL CONFERENCE DEADLINE TO SUBMIT QUESTIONS HOW TO FULLY RESPOND TO THIS RFQ BY SUBMITTING A PROPOSAL SUBMITTAL PROPOSAL SUBMITTAL RETURN & DEADLINE DHA EVALUATION PROCESS Access DHA s Website at Click on the applicable RFQ. Follow the listed directions. Be sure to download all applicable forms and documents If you have any problems in accessing or registering on the system, call for customer assistance at (404) There will be a Pre-Conference Meeting held at the Oliver House located at 1450 Commerce Drive, Decatur, GA on Tuesday, June 19, 2018 at 10:00 a.m. Friday, June, 22, 2018 at 5:00 p.m. EST. Answers will be posted on DHA Website no later than Monday, June 25 th, 2018 at 5:00 p.m. EST. 1. Submit one (1) ORIGINAL and four (4)copies of your "hard copy" proposal to DHA Central Office. 2. Be sure that all documents are executed as required. 3. Be sure that all required forms and exhibits have been included. Friday, June 29 th, 2018 by 3:00 p.m. EST To: Housing Authority of the City of Decatur Attention: Douglas S. Faust, Executive Director 750 Commerce Drive, Suite 400 Decatur, Georgia * (The "hard copy" proposal must be received in-hand and time-stamped by DHA by no later than 3 p.m. EST on this date). Monday, July 11 th thru Wednesday July 13 th, 2018 POTENTIAL INTERVIEWS Monday, July 18 th thru Wednesday July 20 th, 2018 ANTICIPATED APPROVAL BY DHA BOARD OF COMMISSIONERS Wednesday, August 1 st, 2018 at 4:30 p.m. EST Decatur Housing Authority 750 Commerce Drive, Suite 400, Decatur, GA

6 3.0 DHA s RESERVATION OF RIGHTS DHA reserves the right to: 3.1 Right to Reject, Waive, or Terminate the RFQ Reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFQ process at any time, if deemed by DHA to be in its best interests. 3.2 Right to Not Award Not award a contract pursuant to the RFQ. 3.3 Right to Terminate Terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon 10 days written notice to the successful Proposer(s). 3.4 Right to Determine Time and Location Determine the days, hours and locations that the successful Proposer(s) shall provide the services called for in this RFQ. 3.5 Right to Retain Proposals Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the CO. 3.6 Right to Negotiate DHA reserves the right to negotiate a contract with the individual(s), firm(s), or organization(s) who provides the greatest benefit to DHA, not necessarily the lowest price. 3.7 Right to Reject any Proposal Reject and not consider any proposal that does not meet the requirements of this RFQ, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or nonrequested services. 3.8 Right to Award More Than One Contract DHA reserves the right to select more than one respondent for this RFQ and make more than one award of a contract. 3.9 No Obligation to Compensate Have no obligation to compensate any Proposer for any costs incurred in responding to this RFQ Right to Prohibit At any time during the RFQ or contract process to prohibit any further participation by a Proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By downloading the electronic RFQ each prospective Proposer is thereby agreeing to all terms and conditions listed within this document and further agrees that he/she will inform the CO in writing within five (5) days of the discovery of any item listed herein or of any item that is issued thereafter by DHA that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve DHA, but not the prospective Proposer, of any responsibility pertaining to such issue. 6

7 4.0 OVERVIEW The overall development strategy for RAD conversion of the public housing units owned by Decatur Housing Authority (DHA) is simultaneously to: Redevelop or Renovate and convert Swanton Heights to RAD 98 units built in Finance the redevelopment of Swanton Heights using Low Income Housing Tax Credits ( LIHTC ) and possibly tax exempt multifamily housing bonds. Consider a RAD conversion of Allen Wilson 191 units built in three phases in 2011, 2012, and 2013 using HUD s Mixed Finance Development Approach. Allen Wilson and Swanton Heights are collocated on adjacent sites separated by a public street. The Swanton Heights property includes a 7,263 square foot community resource center that serves the residents of both properties and would need to be incorporated into the redevelopment plan. 5.0 DHA S BUSINESS APPROACH TO RAD CONSULTANT DHA is seeking a RAD consulting firm to augment DHA s own internal capacity as a qualified developer of affordable housing. The consultant firm s role will be primarily to advise and assist DHA as a developer. DHA has provided a description below to assist the RAD Consulting Firm to better understand how DHA handles its real estate development activities. Further, it is DHA s hope that the information provided will enable the respondent to reply with a proposal that is fully responsive to DHA s scope of work. 5.1 Developer DHA, acting through Preserving Affordable Housing, Inc. ( PAH ), is redeveloping its housing stock in order to meet its continuing mission of preserving affordable housing within the City of Decatur. PAH is a Georgia non-profit development corporation established by DHA in March 2008 as an instrumentality for the development of affordable housing. The redevelopment of Swanton Heights and potential RAD Conversion of the Swanton Heights and Allen Wilson communities will be a continuation of this extensive redevelopment by DHA. DHA is currently developing Oakview Walk as the sixth LIHTC community undertaken by DHA and PAH since The Georgia Department of Community Affairs has previously determined DHA and PAH to be Qualified with Conditions in each of these transactions. DHA and PAH have completed, own and operate five successful Tax Credit Projects that were recently completed. The relevant status of DHA and PAH s recently completed low income housing tax credit projects is as follows: 7

8 5.2 Development History DHA through its subsidiaries has acted as the managing General Partner and PAH the Developer of the three phases of Allen Wilson, thereby demonstrating DHA and PAH s total involvement and control of the development effort Allen Wilson I Received DCA Approval February 2010 and closed on March 15, 2010 with all financing and equity in place. Construction began on March 29, 2010 and was completed March 2011 on schedule. The 40 unit property was fully occupied in 30 days from the date of completion Allen Wilson II Received DCA approval December 2010 and closed in July Construction began August 2011 and was completed on August 31, The 80 unit property was fully occupied in 30 days from the date of completion Allen Wilson III Received DCA approval on December 7, 2012 and closed on February 25, Construction began immediately and was completed on December 31, DHA achieved 100% occupancy in less than 30 days in the 71 unit property All three (3) project phases required extensive HUD Mixed-Finance approvals in addition to the rigorous requirements of the private construction lender and tax credit investor Trinity Walk I Received DCA approval on November 18, 2014 and closed on June 5, Construction began immediately. The final certificate of occupancy was received on August 12, 2016 and the 69 unit project was fully occupied in 30 days Trinity Walk II Received DCA approval on November 20, The 52 unit project was completed in September The property was fully occupied in 30 days Trinity Walk III (now known as Oakview Walk) Received DCA approval on November 2, DHA closed on April 27, 2018 and construction began on May 4, Completion is expected in June DHA also acted as the managing General Partner and PAH as the Developer in the first two phases of Trinity Walk, again demonstrating DHA and PAH s total involvement and control of the development effort. 8

9 6.0 DHA s DEVELOPMENT TEAM MEMBERS PAH will replicate the success of its development with the use of experienced staff and professionals that successfully managed the Allen Wilson, Trinity Walk communities to successful conclusions. DHA has engaged a Development Program Manager and Construction Inspector on behalf of PAH for the five (5) previous phases of development. These professionals will continue with DHA and PAH into the Oakview Walk project, Swanton Heights redevelopment, and RAD conversion projects. In order to meet the needs of DHA s development efforts, PAH must have exceptionally competent and experienced staff to provide the expertise needed to develop needed affordable housing for Decatur using low income housing tax credits. A multi-faceted approach will be utilized to secure the necessary internal staffing that will oversee this effort. 6.1 Direct Staffing It is not planned that PAH will have any employees. Rather, DHA staff will be assigned responsibilities on behalf of PAH. DHA has engaged an Executive Director and senior staff with significant experience in real estate development, financial management, property management, resident services, and tax credit compliance. Cost for the senior staff will be borne by DHA and may be reimbursed by a staffing allocation plan at DHA s option. Alternatively, PAH may provide its developer fee to DHA as reimbursement for support of the development efforts. 6.2 Development Management The development efforts will be managed and controlled by the Executive Director. The Executive Director is the Contracting Officer and will oversee all architectural, development, and property management efforts for properties developed by PAH. 6.3 Financial Management The DHA Finance Director will manage and maintain all financial records on behalf of PAH. PAH s audit will be conducted as a part of the overall DHA Audit annually. 6.4 Construction Documentation and Compliance The DHA Technical Services Director provides oversight of the construction documentation including all Davis Bacon, Section 3 and all project records. 6.5 Property Management DHA is the property manager for all of PAH s development efforts. Management is documented in tax credit transactions by a Management Agreement. DHA s Property Management Director is responsible for initial occupancy, continuing compliance, management and maintenance of the community. The Director also oversees the relocation of residents into standard housing as is needed to support the PAH development efforts. 9

10 6.6 Consultants In addition to an experienced staff to oversee development and management of the project, a team of highly qualified design professionals, attorneys, accountants, advisors, and consultants have been assembled to assist with the project. The strategic use of consultants enhances the capacity of DHA and PAH without requiring the continued carrying cost of staff between development opportunities. 6.7 Construction Inspection DHA engaged an experienced construction manager, Mary Beth Hemenway, a General Contractor, to act as PAH s construction inspector. Ms. Hemenway conducts daily visits to the site, provides weekly and monthly inspection reports to DHA that verify job conditions, work in place, and construction inspections by code officials. Her monthly reports are provided to the DHA and PAH boards. 6.8 Finance DHA engaged CohnReznick as its tax credit financial consultant on behalf of PAH. ConhnReznick is a nationally known and respected firm with extensive experience in low income housing tax credits. CohnReznick reviews the 10% test submission, cost certification, and related financial aspects of the PAH development efforts. PAH gains the expertise of a national consulting firm without direct staff costs. 6.9 Development Program Management DHA engaged an experienced development professional, Don Dressel, to act as a Program Manager for PAH including the work of for Phases I, II, and III of the Allen Wilson Project and Trinity Walk Phases I, II, and III (Oakview Walk). Working with the Executive Director, the Program Manager provides additional capacity in the management of the draws, project financing, tax credit application preparation, cost tracking, and development strategies Legal DHA engages corporate legal counsel and specialty development/tax credit counsel to support the efforts of PAH. DHA s corporate counsel McCurdy Candler addresses organizational and land issues. DHA s specialty counsel Arnall, Golden and Gregory provide legal services related to the tax credit transaction and partnership documents Architect DHA has engaged an architectural firm to assist in the master planning, schematic designs, and architectural plans for the projects contemplated Contractor The construction of the project will be competitively bid per DHA s procurement requirements and HUD regulations. 10

11 7.0 DEVELOPMENT STRATEGY During the three primary stages of development, DHA will support and engage PAH throughout the process. 7.1 Predevelopment Period Most of PAH s development efforts will involve property that is owned and managed by the Decatur Housing Authority. PAH will not bare pre-development expenses on behalf of DHA, rather DHA will be responsible for the expenses of consultation, planning, architecture, environmental, geotechnical, and related predevelopment costs on behalf of land that it owns, controls, or purchases. PAH s team of staff as assigned by DHA will manage the predevelopment efforts to support the project efforts. 7.2 Development Period DHA will engage the services of PAH in order to develop affordable housing with low income housing tax credits. A Development Services Agreement will be executed at closing and will document the services to be provided by PAH during the development effort. PAH will drive the development efforts on behalf of DHA. 7.3 Operational Period Following the completion of construction and stabilization of the property, the role of PAH as the Developer is substantially reduced. PAH will monitor the submission of the 8609s to assure receipt of the final developer fees due for the transaction. 11

12 8.0 REPORTS AND COORDINATION Regular and accurate reporting is central to managing the development efforts in a successful and efficient manner. Multiple sources of information will be provided to the Executive Director and DHA and PAH Boards relative to the planning, development, construction, management, and funding on a regular basis. 8.1 Construction Coordination PAH s Construction Inspector will complete the following actions: o Daily Site Inspections and follow-up o Weekly Coordination with Executive Director o Weekly report for Executive Director o Monthly report for Executive Director and PAH and DHA Boards 8.2 Financial Reporting and Audit PAH s Development Program Manager will complete the following actions: o Prepare proformas and development budgets using information coordinated with the Executive Director o Prepare the Change Order Cost Tracker for the Executive Director o Review and prepare Change Orders for execution o Review and prepare Monthly Draws for review and approval by the Executive Director DHA s Finance Director will prepare monthly financial statements for the PAH and DHA Boards as well as review all change orders. PAH s Financial Audit is prepared annually by CohnReznick and provided to the PAH and DHA Boards for review and approval. 12

13 9.0 TECHNICAL SPECIFICATIONS 9.1 Project Description At approximately 50 years of age, the current units at Swanton Heights are physically and functionally obsolete. The kitchens are inadequate, bathrooms need to be updated, building systems are deteriorating, and the building envelopes need significant repair. Significant energy efficiency enhancements are needed. In addition, the dwelling units and site lack the modern amenities required for families. While the community remains fully occupied, DHA continues to invest heavily in required unit repairs just to keep up the property. In contrast, the units at Allen Wilson are in excellent new condition and would not require repair or capital investment. Swanton Heights Address 421 Electric Avenue, Decatur, GA, Number of Units 98 units Number of Buildings 12 residential and 1 Community Center Total Building Square Footage 101,670 residential and 7,263 community Center 1 Building Type: o Townhouse with Flats Below 8 o Two Story Flats (garden) 2 o Townhouse 1 o One Story (garden) 1 Unit Inventory: o One Bedroom 30 units o Two Bedroom 18 units o Three Bedroom 18 units o Four Bedroom 25 units o Five Bedroom 7 units Year Completed 1968 Acreage acres 1 The Swanton Heights property includes the DHA community Resource Center, which serves the residents of Swanton Heights and the family residents of Allen Wilson. 13

14 Allen Wilson Address 1480 Commerce Drive, Decatur, GA Number of Units 191 units Number of AMPs Three (3) consisting of 40, 80 and 71 units respectively Number of Buildings 11 Residential Total Building Square Footage: o 176,304 sf. Residential o 25,859 sf. Community Center, Management Offices/ Maintenace Space and other non-residential space 2 Building Type: o Townhouse with Flats Below: 4 Family o Two Store Flats (garden): 6 Family o Four Story Elevator: 1 Elderly Unit Inventory: o One Bedroom 86 units o Two Bedroom 72 units o Three Bedroom 32 units Year Completed 2013 Acreage acres NOTE: Also Other properties owned or acquired by Decatur Housing Authority 9.2 Project Narrative and Development Concept - DHA seeks to maintain and improve the affordable housing in our jurisdiction. Located just minutes east of downtown Atlanta and minutes west of Stone Mountain, the City of Decatur, GA comprises only 4.18 square miles. Opportunities to create new affordable housing within this fully developed city are extremely limited so it is incumbent upon DHA to preserve and improve the affordable housing properties it currently owns. DHA, acting through Preserving Affordable Housing, Inc. ( PAH ), plans to redevelop Swanton Heights in order to meets its continuing mission of preserving affordable within the City of Decatur. PAH is a Georgia non-profit corporation established by DHA as an instrumentality for the preservation and redevelopment of the older housing stock owned by DHA. DHA has 100% control of PAH by virtue of the Board of Directors being all DHA commissioners and by virtue of its control over amendments to the Articles of Incorporation and Bylaws. 2 The second phase of the redevelopment of Allen Wilson (a.k.a. Oliver House) is an elderly 80 unit (72 1 Bedroom; and 8 2 Bedroom) four-store elevator building that includes a 2-story entrance lobby with a reception counter and lounge, multipurpose community room, large kitchen/pantry, conference room, training center, meeting room, second floor roof garden, fitness center, card room, computer room, sun/media room and library that are for the exclusive use of the elderly residents of the building. The building also includes the management offices and maintenance facilities for the entire Allen Wilson complex. 14

15 9.3 Scope of Services The Authority seeks to secure a consultant to assist in the RAD conversion of two properties in FY 2017 and Services may include, but may not be limited to: Assist the Authority in converting two properties (Four AMPs) from public housing to Rental Assistance Demonstration program in FY 2017 and 2018 Assist in the analysis and planning of the conversion Support the preparation of the required physical needs assessment Assist in the plan development to meet the deficiencies as outlined by physical needs assessment and/or other property reviews in which deficiencies are outlined. Properties that are converted should be reviewed to make sure that market rate properties and amenities are considered. Additional amenities should be included in the plan if requested by the DHA to insure long range viability of the properties. Assist in developing financial models to determine that the properties will cash flow after conversion is completed. Assist in preparation of the application for LIHTC with the Georgia Department of Community Affairs (DCA) for the redevelopment of Swanton Heights. In the event that 4% LIHTCs are used for the redevelopment of Swanton Heights, assist in the structuring and placement of tax exempt multfamily housing bonds. Assist in the developing Redevelopment Plans for the renovation of one of the public housing properties (Swanton Heights). Assist in the review of all improvements to the property to insure that the property will properly perform after RAD conversion. Consult and advise DHA on the options available within the RAD development and contracting with PHAs. Provide DHA with detailed information about other successful requests for waivers of regulations and terms. Reference Attachment A Rental Assistance Demonstration (RAD): Physical Condition Assessment Statement of Work and Contractor Qualifications 15

16 9.4 Redevelopment Plan DHA has not pre-determined a Redevelopment plan at this time for the Swanton Heights property. DHA is seeking a qualified RAD and LIHTC Real Estate Development Consultant that will assist the Authority in developing a Redevelopment Plan that is consistent with the following requirements: US Department of HUD Real Estate Assistance Demonstration (RAD) Program and Multifamily Finance Programs, including the HUD/FHA 221(d)3 and 221(d)4 programs Georgia Department of Community Affairs (DCA) Qualified Allocation Plan (QAP) for 2018 and 2019 (when available) and related DCA manuals and supplemental information City of Decatur Building and Zoning Requirements DeKalb County Water and Sewer Requirements Any applicable Federal requirements promulgated by HUD that relate to the RAD program. 9.5 Relocation and Renovations The redevelopment of Swanton Heights is expected to be implemented in a single phase of renovation to minimize the disruption and displacement of current residents during the construction. This is an early determination based on the challenges of securing a 9% tax credit allocation in the State of Georgia. It may be that a two phase development would be required if 9% tax credits can be secured. During demolition and construction, the current residents are being accommodated by several methods: Remain on site in a Swanton Heights unit Relocation to other DHA subsidized units Housing Assistance in a comparable unit using the Public Housing assistance that was attached to their individual unit as has been completed within other RAD transactions. Each family will continue to base their rent payment on 30% of their adjusted income. If resident does not wish to return to the new Swanton Heights community after the redevelopment, DHA will issue them a Housing Choice Voucher that will continue to base their rent payment on 30% of their adjusted income in decent, safe, and standard housing of their own selection. 16

17 9.6 Low Income Housing Tax Credits (LIHTC) It is essential that the Proposer be very familiar with the requirements for submission of an application for Low Income Housing Tax Credits (LIHTC) through DCA. Proposers will need to provide detailed information on their experience in completing work on projects that were submitted to and approved by DCA under the 2018 QAP, including but not limited to the following: QAP Threshold QAP Scoring QAP Core Application DCA Environmental Manual DCA Architectural Manual DCA Architectural Manual Appendix I Submittal Instruction DCA Architectural Manual Appendix II Amenities Guidebook DCA Architectural Manual Appendix III Rehab Guide for Existing Properties DCA Amenities Guidebook Photos DCA Accessibility Manual DCA Relocation and Displacement Manual DCA Section 3 Manual DCA Other Compliance Manuals As soon as the 2019 DCA documents are published, these materials will be utilized in the design and development of Swanton Heights. Additional information is available on the DHA website at Tax-Exempt Multifamily Housing Bonds It is essential that the Proposer be very familiar with all aspects of the tax-exempt multifamily housing bond programs including financial structuring of bond financed projects, making application with an issuer of the bonds and placement of the bonds. 17

18 10.0 PROPOSAL FORMAT 10.1 Tabbed Proposal Submittal So that DHA can properly evaluate the offers received, all proposals submitted in response to this RFQ must be formatted in accordance with the sequence noted below. Each category must be separated by numbered index dividers (which the number extends so that each tab can be located without opening the proposal) and labeled with each tab numbered sequentially as shown. If no information is to be placed under any of the tabs (including the Optional tabs), place a statement such as NO INFORMATION IS BEING PLACED UNDER THIS TAB or THIS TAB LEFT INTENTIONALLY BLANK. DO NOT ELIMINATE ANY OF THE TABS. None of the proposed services may conflict with any requirement DHA has published herein or has issued by addendum TAB 1 Form of Proposal This form is attached hereto as Attachment B to this RFQ document. This one page form must be fully completed, executed where provided thereon and submitted under this tab as part of the proposal submittal TAB 2 Form HUD-5369-C Certifications and Representations of Offerors, Non-Construction Contract This form is attached hereto as Attachment C to the RFQ document. This two page form must be fully completed, executed where provided and submitted under this tab as a part of the proposal submittal TAB 3 Profile of Firm Form This form is two pages and attached hereto as Attachment D to this RFQ document. This form must be fully completed, executed, and submitted under this tab as a part of the proposal submittal TAB 4 Statement of Qualifications Form Briefly state the qualifications of the firm or team. DHA requests that the description be as short as possible. All proposers must have similar prior experience with a minimum of five (5) LIHTC partnerships. The description should include the following: a) Identify the individual(s) who will manage (individually or collectively, the Manager ) this project on a day to day basis. b) Describe the Manager s background c) Define the Manager s position within the firm and indicate the degree to which the Manager will be able to commit the firm s resources to DHA. 18

19 d) Describe the Manager s availability and the Manager s other commitments and how those commitments might affect the Manager s availability. e) Identify other professionals and members of your firm or team who will be assigned to work on this project. f) Describe each member s role and responsibilities and the aspects of each member s background relevant to this request for services. g) Briefly describe your firm s qualifications, including a short list of relevant services and a list of current and past RAD and LIHTC clients and years of engagement. h) Include any other information that your firm considers essential to a fair evaluation of your firm s experience and capabilities. i) Include a statement that your firm and key professionals do not have or anticipate having a potential conflict of interest with DHA. j) Include a statement by a person or persons authorized by your firm clearly indicating that this Statement of Qualifications is binding. k) Include a statement binding your firm during the term of the Contract to maintain in full force and affect professional liability insurance covering: inter alia, securities and malpractice related claims (the Insurance ). Please provide a description of the coverage (including amount of the insurance. l) Please list any pending claims or disputes relating to prior opinions as counsel in any municipal finance transaction. m) DHA reserves the right to request references after submission of the Response. 19

20 TAB 5 Price Proposal Briefly submit a price proposal that will describe the basis for compensation. It is requested that the Price Proposal be as short as possible, preferably no more than one page. The Price Proposal may be based on the size and type of the issue, hourly rates, blended hourly rates of the several professionals to be involved (if applicable), or a set maximum fee. In addition, Proposers have the option of including a discussion of any methods of compensation or budgeting they have employed in the past with other similar organizations. It is not likely DHA would consider a share of the Developer Fee as a source of compensation. Please specify markup, if any, on reimbursable expenses. The Price Proposal should include a schedule of hour rates for each level of staff expected to be required to perform legal services as may be requested on properties that are currently owned or acquired and developed by DHA. Prior to the award of the Contract, DHA intends to enter into negotiations concerning a fee structure, which provides the best overall value to DHA. If an agreement cannot be reached with the highest ranked firm, negotiations will be attempted with other firms TAB 6 Managerial Capacity / Financial Viability The Proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services. Such information shall include the proposer s qualification to provide the services; a description of the background and current organization of the firm TAB 7 Client Information References The Proposer shall submit a listing not less than three (3) former or current clients, including any other Public Housing Authority, for whom the Proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include: The client s name; The client s contact name; The client s address; The client s telephone number; A brief narrative description of the specific service(s) including scope; dates of service(s) provided; size; cost; principal elements and special features. 20

21 TAB 8 Equal Employment Opportunity / Supplier Diversity The Proposer must submit under this tab a copy of its Equal Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations pertaining to supplier diversity (e.g. small, minority, and women-owned businesses). If no hires, suppliers or vendors are contemplated, the Proposer should state TAB 9 Section 3 Business Preference Documentation For any Proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment E and any documentation required by that form. If no hire, suppliers or vendors are contemplated, the Proposer should so state TAB 10 Subcontractor/Joint Venture Information (Optional Item) The Proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded TAB 11 Other Information (Optional Item) The Proposer may include hereunder any other forms required and any other general information that the Proposer believes is appropriate to assist DHA in its evaluation. If no information is to be placed under any of the above noted tabs (especially the Optional tabs), place a statement such as NO INFORMATION IS BEING PLACED UNDER THIS TAB or THIS TAB LEFT INTENTIONALLY BLANK. DO NOT ELIMINATE ANY OF THE TABS Proposal Submittal Binding Method It is preferable and recommended that the Proposer bind the proposal submittals in such a manner that DHA can, if needed, remove the binding or remove the pages from the cover (i.e. 3-ring binder, etc.) to make copies, and then conveniently return the proposal submittal to its original condition. 21

22 10.3 Proposal Submission All proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of one (1) original signature copy (marked ORIGINAL ) and four (4) exact copies of the proposal submittal, shall be placed unfolded in a sealed package and addressed to: Housing Authority of the City of Decatur Attention: Douglas S. Faust, Executive Director 750 Commerce Drive, Suite 400 Decatur, GA The package exterior must clearly denote the above noted RFQ number and must have the Proposer s name and return address. Proposals received after the published deadline will not be accepted Submission Conditions DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS, or REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED! Proposers are not allowed to change any requirements or forms contained herein, either by making or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to DHA by the Proposer, such may invalidate that proposal. If, after accepting such a proposal, DHA decides that any such entry changed the intent of the proposal that DHA intended to receive, DHA may accept the proposal and the proposal shall be considered by DHA as if those additional marks, notations or requirements were not entered on such. By downloading these documents, each prospective Proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFQ Submission Responsibilities It shall be the responsibility of each Proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications set forth within all applicable documents issued by DHA, including the RFQ document, and the documents listed in Section 6 and any addenda and required attachments submitted by the Proposer. By completing, signing and submitting the complete documents, the Proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the Proposer not authorized in writing by the CO to exclude any of DHA requirements contained within the documents may cause that Proposer to not be considered for award. 22

23 10.6 Contact with DHA It is the responsibility of the Proposer to address all communication and correspondence pertaining to this RFQ process to the designated CO, Douglas S. Faust, Executive Director, only. Proposers must not make inquiries or communicate with any other DHA staff member or official (including members of the DHA Board of Commissioners) pertaining to this RFQ. Failure to abide by this requirement may cause for DHA to not consider a proposal submittal received from any Proposer who has not abided by this directive Equal Employment Opportunity and Supplier Diversity Both the Contractor and DHA have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors CFR 85.36(e) states: (e) Contracting with small and minority firms, women s business enterprise and labor surplus area firms. (1) The grantee and sub grantee will take all necessary affirmative steps to assure that minority firms, women s business enterprises, and labor surplus area firms are used when possible. (2) Affirmative steps shall include: (i) Placing qualified small and minority businesses and women s business enterprises on solicitation lists; (ii) Assuring that small and minority businesses, and women s business enterprises are solicited whenever they are potential sources; (iii) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, women s business enterprises; (iv) Establishing delivery schedules where the requirement permits, which encourage participation by small and minority business, and women s business enterprises; (v) Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce and; (vi) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (e)(2) (i) through (v) of this section. 23

24 HUD Procurement Handbook REV 2 states: Section 15.5A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the <Agency> shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting. (n) Section 15.5.B, Goals. The <Agency> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition DHA Procurement Policy states that our Agency will: a) Assistance to Small and Other Business, Required efforts; b) Including such firms, when qualified, on solicitation mailing lists; c) Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources; d) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms; e) Establishing delivery schedules, where the requirement permits, which encourage participation by such firms; f) Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; g) Including in contracts, to the greatest extent feasible, a clause requiring contractors to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR part 135 (so-called Section 3 businesses); and h) Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed above. 24

25 11.0 PROPOSAL EVALUATION Table 2 FACTOR NO Evaluation Factors The following factors will be utilized by DHA to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the Proposer submits within his/her proposal submittal: FACTOR MAX POINT VALUE FACTOR TYPE 1 20 points Subjective 2 30 points Subjective 3 30 Points Subjective 4 10 points Subjective 5 10 points Objective FACTOR DESCRIPTION PROPOSAL RESPONSE Responsiveness of the proposal clearly stating an understanding of, and addressing the Scope of Services, including all required submission attachments. Demonstrated quality performance in the delivery of the requested services. FIRM EXPERIENCE/QUALIFICATIONS Evidence of Proposer s capability to provide professional services in a timely manner. Demonstrated record that the prospective firm has delivered high quality consulting services to its public housing authority clients during the past five years. RAD, LIHTC, AND 4% BOND DEVELOPMENT SERVICES EXPERIENCE Experience in providing RAD, LIHTC, and 4% Bond Consulting Services to other subsidized, Public Housing and/or LIHTC properties, owners, housing authorities, and developers. Demonstration of successful completion of similar past projects with public housing authorities as verified by reference checks or other means. OVERALL QUALITY OF THE PROPOSAL The overall quality and professional appearance of the proposal submitted, based upon the opinion of the evaluators. PRICING The Price Proposal as outlined in Section and included under Tab 5 will be used to score this factor 100 POINTS TOTAL POINTS (other than Preference Points) 25

26 Table 3 FACTOR NO. REQUEST FOR PROPOSAL (RFP) NO. GA FACTOR MAX POINT VALUE FACTOR TYPE FACTOR DESCRIPTION SECTION 3 BUSINESS PREFERENCE 6 PARTICIPATION A firm may qualify for Section 3 as detailed with Attachments D and D-1 (NOTE: A max of 15 points will be awarded). 6a 5 points Objective PRIORITY I, CATEGORY 1a Business concerns that are 51% percent or more owned by residents of the housing development or developments for which the Section 3-covered assistance is expended. 6b 5 points Objective PRIORITY II, CATEGORY 1b Business concerns whose workforce includes 30% percent of residents of the housing development for which the Section3-covered assistance is expended, or within three (3) years of the date of first employment with the business concern, were residents of the Section 3-covered housing development. 6c 5 points Objective PRIORITY VII, CATEGORY 4b Business concerns that subcontract in excess of 25% percent of the total amount of subcontracts to Section 3 business concerns. 15 points TOTAL MAXIMUM PREFERENCE POINTS 115 POINTS MAXIMUM TOTAL POINTS 11.2 Evaluation Method Initial Evaluation for Responsiveness Each proposal received will first be evaluated for responsiveness (i.e. meets the minimum requirements) Evaluation Packet An evaluation packet will be prepared for each evaluator, typically including but not required the following documents: a) Instructions to Evaluators; b) Proposal Tabulation Form; c) Written Narrative Form for each Proposer; d) Recap of each Proposer s responsiveness; e) Copy of all pertinent RFQ documents 26

27 Evaluation Committee DHA anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive hard copy proposals submitted in response to this RFQ. PLEASE NOTE: No Proposer shall be informed at any time during or after the RFQ process as to the identity of any evaluation committee member. If, by chance, a Proposer does become aware of the identity of such person(s) he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFQ. The designated CO is the only person at DHA that the Proposers shall contact pertaining to this RFQ (see Section 10.6). Failure to abide by this requirement may (and most likely will) cause such Proposer(s) to be eliminated from consideration or award Evaluation It is anticipated that the CO will evaluate and award points pertaining to Evaluation Factor No. 5 (the Objective Factor); and that the appointed evaluation committee, independent of the CO or any other person at DHA, will evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors 1-4 (the Subjective factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO Potential Best and Finals Negotiations DHA reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook REV 2, conduct a Best and Finals Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by DHA in as timely a manner as possible, but in no case within no longer than 5 business days after the beginning of such negotiations with the firms deemed to be in the competitive range. 27

28 Determination of Top-ranked Proposer The subjective points awarded by the evaluation committee shall be combined with the objective points awarded by the CO to determine the final rankings, which shall be forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to DHA Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at DHA s option, be conducted prior to or after the BOC approval, award by the evaluation committee shall be combine with the objective points awarded by the CO to determine the final rankings, which shall be forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to DHA Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at DHA s option, be conducted prior to or after the BOC approval Minimum Evaluation Results To be considered to receive an award a Proposer must receive a total calculated average of at least 70 points of the 105 total possible points. In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook REV 2, by drawing lots or other random means of selection Notice of Results of Evaluation If an award is completed, all Proposers will receive by a Notice of Results of Evaluation. If an award is completed, all Proposers will receive by a Notice of Results of Evaluation. Such notice shall inform all Proposers of: a) Which Proposer received the award; b) Where each Proposer placed in the process as a result of the evaluation of the proposals received; c) The cost or financial offers received from each Proposer d) Each Proposer s right to a debriefing and to protest Restrictions All person having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a Proposer entity will be excluded from participation on the DHA evaluation committee. Similarly, all persons having ownership interest in and/or contract with a Proposer entity will be excluded from participation on DHA evaluation committee. 28