March 20, 2018 Item No. 6

Transcription

1 March 20, 2018 Item No. 6 AUTHORIZATION TO ENTER INTO CONTRACTS WITH NAN MCKAY & ASSOCIATES, INC. AND CVR ASSOCIATES, INC. FOR: 1) ADMINISTRATION OF HOUSING CHOICE VOUCHER PROGRAMS; 2) INSPECTIONS SERVICES FOR TENANT-BASED HOUSING CHOICE VOUCHER, PROJECT-BASED VOUCHERS, MODERATE REHABILITATION, RENTAL ASSISTANCE DEMONSTRATION, AND PUBLIC HOUSING PROGRAMS; AND 3) ADMINISTRATION OF HOUSING CHOICE VOUCHER CALL CENTER Presenters: Kathryn E. Ludwig, Chief Housing Choice Voucher Officer Cheryl Burns, Senior Director of Housing Choice Voucher Recommendation The Chief Executive Officer recommends that the Board of Commissioners of the Chicago Housing Authority ( CHA ) approve the award of contracts to the below listed contractors in an aggregate amount of $128,815, (which includes the maximum incentives amount) consisting of a combined contract value of $75,648, for a three (3) year base term plus two (2) one-year option terms in the aggregate not-to-exceed amount of $53,166, to perform the following: 1) Administer the Housing Choice Voucher Program 2) Manage and conduct inspections for the Tenant-based Housing Choice Voucher (HCV), Project-based Voucher (PBV), Moderate Rehabilitation (Mod Rehab), Rental Assistance Demonstration (RAD) and Public Housing (PH) program, and 3) Administer the Housing Choice Voucher (HCV) Call Center The Board delegates authority to the Chief Executive Officer to use his discretion to exercise the respective contract options. Each option term shall only be exercised individually. VENDOR 1: NAN MCKAY & ASSOCIATES Description RFP HCV Administration Option A (HCV Reg. Offices) and RFP PH & HCV Inspections and HCV RFP HCV Call Center Option B (Waitlist & New Admission) Inspections Call Center 3-Yrs. Base Term $47,449, $12,206, $8,243, Option Year 1 $16,305, $4,283, $2,830, Option Year 2 $16,790, $4,488, $2,915, Total $80,545, $20,978, $13,989, Aggregate Total: $115,512,662.09

2 VENDOR 2: CVR ASSOCIATES, INC. Description RFP HCV Administration Option C (Owners Services) and Option D (Communications, Workshops, and Events) 3-Yrs. Base Term $ 7,749, Option Year 1 $2,737, Option Year 2 $2,815, Total $13,302, Overall Total (Both Vendors) 3-Yrs. Base Term $75,648, Option Year 1 $26,156, Option Year 2 $27,009, Aggregate Total $128,815, The requested action complies in all material respects with all applicable federal, state and local laws, and Chicago Housing Authority board policies. Staff have completed all necessary due diligence to support the submission of this initiative. Funding Housing Choice Voucher Division Budget and PH Budget Background CHA issued and released: 1) RFP No on September 29, 2017 for Administration of HCV Programs. The CHA HCV Program has been organized into Administration Components in order to provide consistent communication, an adequate separation of duties and higher quality of services across the program. CHA requires that all participants and owners are provided with outstanding and professional service, as well as courteous and timely response to problems or questions regarding program rules. Collaboration among Administration Components teams is essential for the successful administration of the HCV Program. This RFP separated the operation and administration of the HCV Program into components of four (4) options: Option A: HCV Regional Office Administration - The CHA has three Regional Offices; (i) Central, (ii) South, and (iii) West Option B: Wait List and New Admissions Option C: Owner Services Option D: Communications, Workshops, and Events 2) RFP No on October 19, 2017 for managing and conducting inspections for the Tenantbased Housing Choice Voucher (HCV), Project-based Voucher (PBV), Moderate Rehabilitation (Mod Rehab), Rental Assistance Demonstration (RAD) and Public Housing (PH) programs. CHA needs a uniform level of high quality and consistent inspection services for approximately 43,000 tenant-based HCV units, approximately 4,000 PBV and Mod Rehab units, and up to 25,000 RAD and PH units throughout Chicago. In total, these units require more than 118,000 inspections annually. 2

3 3) RFP No on September 29, 2017 for the administration of Housing Choice Voucher (HCV) Call Center, which is responsible for responding to telephone and inquiries from participants, property owners, and the other HCV program stakeholders. This RFP outlined three (3) options: Option 1: Office & IVR provided by CHA Option 2: Office & IVR provided by Selected Respondent(s) Option 3: Office provided by CHA & IVR provided by Selected Respondent(s) Procurement Process The RFPs were advertised in the Chicago Sun-Times, Chicago Defender, and Extra. For RFP No Administration of the Housing Choice Voucher Programs and RFP No Call Center. o Vendors Notified: Assist Agency 84 Section City of Chicago Certified Vendors 2,800 Department Recommendations 11 Supplier Portal 621 o Some firms attended the Bidder s Conference on October 20, o Firms that responded and submitted proposals as primary contractors: 1- Nan McKay & Associates and 2- CVR Associates, Inc. for both RFPs 3- Bronner Group, LLC, 4- Quadel Consulting and Training, and 5- SPAAN Tech for RFP For RFP No Managing and conducting inspections for the HCV, PBV, Mod Rehab, RAD, and PH Programs: o Vendors Notified: Assist Agency 34 MWDBE 476 Section Supplier Portal 578 o Firms that responded and submitted proposals as primary contractors: 1- Nan McKay & Associates, 2- CVR Associates, Inc., and 3 - Sedgwick Three different evaluation teams, which included representatives from Finance, MTW Planning and Reporting, Resident Services, ITS, Property Office, Capital Construction and the HCV Department, evaluated and scored the proposals. o Firms that were invited to make oral presentations to the evaluation teams, participate in negotiations calls, and submit Best and Final Offers: 1- Nan McKay & Associates and 2- CVR Associates, Inc. for all three (3) RFPs 3 - Bronner Group,LLC and Quadel Consulting and Training for RFP 2337 This resulted in an average 13% decrease in overall cost from prior contracts. The evaluation scores clearly demonstrated that Nan McKay & Associates and CVR Associates, Inc. would provide the best overall combination of industry expertise, experienced management personnel, program approach and advantageous cost structure. The CHA recommends award of contracts as follows: Nan McKay & Associates HCV Administration Option A: HCV Regional Office Administration; Central, (ii) South, and (iii) West HCV Administration Option B: Wait List and New Admissions 3

4 HCV Inspections, including PBV, Mod Rehab, RAD and PH HCV Call Center CVR Associates, Inc. HCV Administration Option C: Owner Services HCV Administration Option D: Communications, Workshops, and Events Vendor Information Vendor 1 Vendor 2 Nan McKay & Associates 1855 Gillespie Way El Cajon, CA CVR Associates, Inc Laurel Springs Parkway, Suite 201 Suwanee, GA Respectfully Submitted: Kathryn Ludwig Chief Housing Choice Voucher Officer 4

5 RESOLUTION NO CHA- WHEREAS, the Board of Commissioners of the Chicago Housing Authority has reviewed the Board Letter dated March 20, 2018 entitled Authorization to enter into contracts with Nan McKay & Associates and CVR Associates, Inc. for: 1) Administration of Housing Choice Voucher Programs; 2) Tenant-based Housing Choice Voucher, Project-based Voucher, Moderate Rehabilitation, Rental Assistance Demonstration and Public Housing programs; and 3) Administration of Housing Choice Voucher Call Center. THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE CHICAGO HOUSING AUTHORITY: THAT, the Board of Commissioners authorizes the Chief Executive Officer or his designee to enter into contracts with Nan McKay & Associates and CVR Associates, Inc. in an aggregate not-to-exceed amount of $128,815, (which includes the maximum incentive amounts), consisting of a combined contract value of $75,648, for a three (3) year base term, plus two (2) one-year option years in the amount of $53,166, to provide: 1) administration of Housing Choice Programs; 2) managing and conducting inspections for Tenant-based Housing Choice Voucher, Project-based Voucher, Moderate Rehabilitation, Rental Assistance Demonstration, and Public Housing programs; and 3) administration of the Housing Choice Voucher Call Center. The Board delegates authority to the Chief Executive Officer to use his discretion to exercise the option year terms of the respective contracts. Each option term shall only be exercised individually. This award is subject to the Contractor s compliance with the CHA s MBE/WBE/DBE/ Section 3 hiring and insurance requirements. Eugene E. Jones, Jr. Chief Executive Officer Chicago Housing Authority