REQUEST FOR PROPOSAL SEEKING A MANAGEMENT AGENT for the CASA DE LOS ARCOS HOUSING PROJECT RFP No. 229-13-001 ARCHULETA COUNTY HOUSING AUTHORITY PAGOSA SPRINGS, CO Let Date: June 19, 2013 Response Deadline: July 11, 2013 @ 2:00 p.m. Submit Responses to: Larry Walton Contracts & Procurement Officer Archuleta County (acting for the Housing Authority) 449 San Juan Street P.O. Box 1507 Pagosa Springs, CO 81147 E-Mail: lwalton@archuletacounty.org 1-970-264-8555 - 1 -
Table of Contents A. INVITATION... - 3 - B. PROJECT BACKGROUND & DESCRIPTION... - 3 - C. PERIOD OF THE CONTRACT... - 3 - D. LOCATION WHERE WORK WILL BE PERFORMED... - 4 - E. SCOPE OF WORK... - 4 - F. QUALIFICATION OF THE RESPONDENTS... - 6 - G. PROJECT SCHEDULE... - 7 - H. PROPOSAL SUBMITTAL... - 7 - I. WITHDRAWAL OF PROPOSALS... - 7 - J. PROPOSAL FORMAT... - 7 - K. PROPOSAL EVALUATION AND AWARD CRITERIA... - 9 - L. PROPOSALS VALID FOR NINETY (90) DAYS... - 9 - M. METHOD OF PAYMENT... - 10 - N. EXHIBITS... - 10 - - 2 -
A. INVITATION The Archuleta County Housing Authority, (Housing Authority) invites qualified professional vendors (Respondent) to submit proposals to become the new Management Agent for the Casa De Los Arcos Housing project (CASA). B. PROJECT BACKGROUND & DESCRIPTION The Housing Authority was created in 1978 pursuant to C.R.S. 29-4-504, being organized to provide housing assistance projects to low income elderly and disabled individuals. The powers of the Housing Authority are vested in its Board of Directors, which includes one County Commissioner to represent the Archuleta County Government (distinct from the Housing Authority). Currently, the only housing project of the Housing Authority is Casa De Los Arcos, a 16-unit housing facility for low income elderly and/or disabled individuals. The Archuleta County Government is the current Management Agent, but they desire to phase out of the role. Therefore, the Housing Authority is seeking a new Management Agent to provide the same services, including; Leasing and Occupancy Tenant and Management Relations Maintenance and Security Financial Management General Management The required services are detailed in the Scope of Work section of this RFP. C. PERIOD OF THE CONTRACT The successful Respondent to this RFP will be awarded a contract to serve as the Management Agent for CASA. (A Sample Management Agent Contract is attached as Exhibit A). The period of this contract will be August 1, 2013 (or the date of the last signature appearing on the contract, if later) to July 31, 2015, unless terminated earlier according to the terms of the offered contract. At the option of the Housing Authority, three extensions of up to one additional year each may be executed following satisfactory performance of the initial term. The successful Respondent will perform its services in a prompt and timely manner and will commence performance upon receipt of a written Notice to Proceed from the Housing Authority. The Notice to Proceed shall set forth the precise date of commencement of the work. - 3 -
D. LOCATION WHERE WORK WILL BE PERFORMED On-site property management must be done at the CASA facility, located at 503 S. 8 th St., Pagosa Springs, Colorado, as defined in the Scope of Work. An on-site office is available for the successful Respondent s staff. Paperwork can be done either at CASA or at the Respondent s separate offices. E. SCOPE OF WORK The Management Agent will be required to provide full service professional property management services necessary to maintain and preserve the 16 units and properties located at 503 S. 8 th Street, Pagosa Springs, Colorado, and known as Casa De Los Arcos. The Management Agent will also be responsible for tenant selection, management of leases, various financial and general managerial tasks, all in accordance with HUD and Housing Authority requirements. The specific responsibilities shall include, but not necessarily be limited to the following: 1. Leasing & Occupancy a. Perform Tenant selection and orientation. b. Monitor vacancy and turnover rates. c. Use HUD approved Leases, d. Manage security deposits. e. Comply with HUD approved Rent Schedules. f. Process applications. g. Manage recertification. h. Submit Monthly Vouchers using the TRACS system. i. As needed, evict Tenants or terminate assistance, in accordance with HUD requirements, j. Maintain Tenant files and records, including; i. Applications, ii. Income Verifications, iii. Leases, including Addenda, iv. Security Deposit Receipts, v. Recertification Forms, vi. Unit Inspections, vii. Related correspondence. 2. Tenant/Management Relations a. Be attentive and responsive to Tenant s legitimate service requests, including (but not limited to) requests for information, maintenance and repair of individual units, community space, etc IMPORTANT NOTE: The Housing Authority expects tenants to be satisfied with the Management Agent selected as a result of this RFP. Tenant complaints will - 4 -
be monitored, and if the Housing Authority deems that tenant complaints are legitimate and numerous, and that corrective actions are not being implemented, the contract for services will be terminated. This is vitally important. b. Facilitation of Tenant participation (in establishing site rules, use of community space, decorating, etc ). c. Communication of local social services and resources (such recreation, meals, financial counseling, etc ) d. Management of Community Space (reservations, planned use, etc ). 3. Maintenance & Security a. Maintain grounds and landscaping. b. Perform preventative maintenance of buildings and equipment. c. Perform emergency repairs of buildings and equipment. d. Perform routine inspections of facilities and inside units. e. Maintain equipment and inventory lists. f. Provide, or cause to be provided, appropriate security. (Special lighting, extra patrol drive byes, etc ). 4. Financial Management a. Perform on-going accounting and bookkeeping. b. Maintain separate, insured accounts for operating funds, security deposits, reserve funds, etc c. Maintain required Reserves and Escrows. d. Prepare, obtain approvals and monitor the Budget. e. Collect payments, including Rents and Fees. f. Manage Accounts Receivable, Accounts Payable and perform general cost control. g. Procure goods and services, per Housing Authority policies. h. Prepare (or cause to be prepared by others) and then submit reports, including; i. Annual Audited Financial Statement, ii. Monthly Accounting Reports, iii. Excess Income Reports, iv. Quarterly performance reports, v. Annual Operating Budget. i. Comply with HUD requirements, including monitoring the disposition of excess income, maintenance of appropriate balance in the security deposit trust account, etc j. Comply with all CHFA requirements. 5. General Management a. Submit monthly reports to the Housing Authority Board. b. Attend Housing Authority Board meetings, including all monthly Board meetings. c. Provide on-site personnel, as needed. d. Maintain written job descriptions of all staff working the project. - 5 -
e. Maintain a list of the above staff and provide to the Housing Authority Board, showing at least the following: i. Name, ii. Title, iii. Date Employed, iv. Hours per Week, v. Salary or Wage rate, f. Maintain and use a Site Management Plan, approved by the Housing Authority and consistent with HUD requirements. g. Maintain on-site office hours of at least 25 hours a week, according to a posted, regular schedule. h. Maintain appropriate property and liability insurance. i. Insure all employees handling cash are bonded. j. Together with the Housing Authority, execute and submit a Management Certification to HUD. F. QUALIFICATION OF THE RESPONDENTS General Qualifications In order to do business with the Housing Authority, the Respondent must be able to demonstrate, if requested, that it has: The appropriate financial, insurance, material, licensing, certifications, equipment, facility and personnel resources, experience and expertise, or the ability to obtain them, necessary to indicate the capability to meet all contractual requirements; A satisfactory record of performance and integrity; No unresolved negative issues with the Better Business Bureau; The legal capacity to contract with the Housing Authority; Has already supplied, or upon request does supply, all necessary information needed to establish the above qualifications. The Housing Authority reserves the right to inspect the place of business of the Respondent. The Respondent must supply an IRS W-9 (Taxpayer Identification Number and Certification) with their proposal. The unreasonable failure of a Respondent to promptly supply information in connection win an inquiry regarding basic qualifications may be grounds for a determination of non-responsibility. If a Respondent who otherwise would have been awarded a contract is found non-responsible, a written determination of non-responsibility, setting forth the basis of the finding, shall be prepared by the Housing Authority and the non-responsible Respondent will be ineligible for the award. - 6 -
G. PROJECT SCHEDULE June 19, 2013: June 27 & July 4, 2013: July 11, 2013 @ 2:00 p.m. July 18, 2013: July 31, 2013: Aug. 1, 2013: TBD: Approval of RFP by Housing Authority Board Advertisement of RFP in Pagosa Sun and on County Website Proposals Due Approval of award by Housing Authority Board Approval of award by HUD Effective Date of Contract Notice to Proceed H. PROPOSAL SUBMITTAL In order to be considered for selection, Respondents must submit a complete response to this RFP. One (1) unbound original and two (2) bound copies of the proposal must be submitted to the Contracts and Procurement Officer at the address below by no later than July 11, 2013 at 2:00 p.m. Proposals must be submitted in a sealed box or envelope marked; FOR CASA MANAGEMENT AGENT. Late submittals will not be accepted and will be mailed back to the Respondent unopened. Faxed, emailed and regular mail proposals will not be accepted Proposals must be hand delivered by the Respondent, or delivered by a well know, commercial delivery service such as UPS or Fed-Ex, to the following location: Larry Walton Contracts and Procurement Officer 449 San Juan Street Pagosa Springs, CO 81147 The Archuleta County Housing Authority reserves the right to reject any and all Proposals, in part or in whole, and to award to the most responsive and responsible firm(s) as deemed in the best interests of the Housing Authority; further, the right is reserved to waive any formalities or informalities contained in said proposals. All proposals and copies thereof are to be prepared and submitted at the submitter s expense, and upon submittal to the Housing Authority, will become a Housing Authority record, which may be open to public inspection. I. WITHDRAWAL OF PROPOSALS Proposals may be withdrawn by a written notice received by the Contracts and Procurement Officer at any time prior to the submission deadline. J. PROPOSAL FORMAT Proposals should be organized and presented in the order specified below, with the headings indicated on the next page. - 7 -
1. Cover Letter. 2. A completed HUD Form 9832 Management Entity Profile. (Exhibit B) 3. A completed HUD Form 2530 Previous Participation Certification. (Exhibit C) 4. Describe the extent of your companies knowledge of the following: a. The Management Agent Handbook (4381.5) published by HUD and available for review at the following URL: http://portal.hud.gov/hudportal/hud?src=/program_offices/administration/hudclips/handbooks/hsgh/4381.5 b. How to submit vouchers for reimbursement using HUD s on-line TRACS system. c. Familiarity with the requirements of the Mark-to-Market program, and the related fiscal management details. 5. Indicate that you have read, and have determined that your company is both willing and able to certify compliance with the specific requirements contained in HUD s Form 9839-B Project Owner s/management Agent s Certification. Note that this form does not need to be completed as part of your proposal; rather, it will be completed and executed jointly by the Housing Authority and the Respondent, immediately after the Housing Authority selects the winning proposal. After completion, it will be submitted to HUD for their final approval. (Exhibit D) 6. Point by Point Response to Scope of Work. For each point in the Scope of Work, the Respondent will reply in one of three ways, as follows: a. Comply: This means the Respondent can and will perform the required service, if awarded the contract. b. No Comply: This means the Respondent cannot or will not perform the required service, if awarded the contract. c. Exception: This means the Respondent proposes an alternate service or solution, in place of that which is assumed by the Scope of Work. The Respondent will briefly describe their alternative and the reason for it. 7. Proposed Fees: The proposed Management Fees and Adjustments shall be submitted as follows; a. Propose a fixed management fee and payment terms. Note that HUD has determined that the maximum allowable Basic Management Agent Fee is $49/month per unit, for 16 units. That works out to $784/month, or $9,408/year. b. In addition to the Basic Management Agent Fee, identify any additional services or reimbursement that may be considered outside of the management fee. See Exhibit E (2011 Audit) and Exhibit F (CASA Revenue and Expenditure - 8 -
Report, thru May 31, 2013). Note that the 2011 Audit Exhibit E contains both Component Unit (CASA) activity and Business-Type Activities (Housing Vouchers), but the Housing Vouchers activity ended during 2012. Note that the Housing Authority shall retain the right to negotiate the amount of fees, services and reimbursements that are paid to the successful proposer, meaning the fees proposed by the top-rater proposer may, at the Housing Authorities option, be the basis for the beginning of negotiations. Such negotiations shall begin after the Housing Authority evaluation panel has chosen a top-rated proposer. If such negotiations are not, in the opinion of the Housing Authority successfully concluded within 5 business days, the Housing Authority shall retain the right to end such negotiations and begin negotiations with the next rated proposer. K. PROPOSAL EVALUATION AND AWARD CRITERIA Proposals will be evaluated by the Housing Authority using the following criteria: 1. The professionalism of the Respondent, as determined from the Management Entity Profile. 2. The acceptable experience of the Respondent, as determined from the Previous Participation Certification. 3. The knowledge of the Respondent, regarding the Management Agent Handbook ; use of the TRACS system and familiarity with the Mark to Market program. 4. The willingness of the Respondent to make the Management Agent s Certification. 5. The ability to provide the services, within the framework of the approved project budget. 6. The Respondents point by point response to the Scope of Work. 7. The Proposed Fees will also be evaluated. NOTE: While the Proposed Fees are part of the evaluation of proposals, an award decision will NOT be determined by low bid. Note that once the Housing Authority has evaluated the proposals, the Proposal of the highest rated Respondent will be submitted to HUD for their approval. Should HUD also approve of that Respondent, the Housing Authority will issue a contract with that Respondent. If HUD does not approve the recommended Respondent, the Housing Authority will submit the Proposal of the next highest rated Respondent, and so on. L. PROPOSALS VALID FOR NINETY (90) DAYS Proposals must remain valid for at least ninety (90) days. Moreover, the contents of the Respondents proposal (along with this RFP and any mutually agreed, written amendments) will become contractual obligations if the proposal is accepted by the Housing Authority. - 9 -
M. METHOD OF PAYMENT Payments shall be made by checks payable to the trade or business name of the Respondent and not to any individual. It is anticipated that the Management Agent will be paid, at a minimum, on a monthly basis, after submittal to the Housing Authority of a fully completed invoice in a format acceptable to the Housing Authority. N. EXHIBITS Exhibits A through F begin on the next page. - 10 -