Franklin Redevelopment and Housing Authority I. GENERAL SPECIFICATIONS Request for Proposals General Counsel and RFP #20140217 LEG Franklin Redevelopment and Housing Authority ( FRHA ) hereby requests proposals from qualified law firms to act as General Counsel and provide a range of legal services. The Request for Proposals ( RFP ) documents will be available beginning February 17, 2014 at the Franklin Redevelopment and Housing Authority Administration Building, located at 601 Campbell Avenue, Franklin, VA 23851 or online at www.frhaonline.org. Respondents proposals should be prepared in accordance with the instructions in Section IV below. Questions regarding this RFP should be directed in writing to 601 Campbell Avenue, Franklin, VA 23851 or via email to franklinrha@live.com. All questions must be received no later than Monday, February 24, 2014. Respondents proposals must be received by FRHA in sealed envelopes at 601 Campbell Avenue, Franklin, VA. by 2:00 PM ET, Monday, March 3, 2014. Proposals will be held in confidence by FRHA and not released in any manner until after the completion of negotiations with the successful respondent. By submitting a response, each respondent is affirming his/her/its commitment to comply with: the Laws of the City of Franklin, Commonwealth of Virginia and the United States of America governing Fair Employment Practices, and all rules and regulations of the U.S. Department of Housing and Urban Development governing Equal Employment Opportunities and Non discriminatory Practices. FRHA reserves the right to reject any or all responses and to waive any informality in the selection process. II. BACKGROUND The Franklin Redevelopment and Housing Authority is a political subdivision of the Commonwealth of Virginia, created in 1963 to serve low income families in the City of Franklin. FRHA owns and manages 164 units of housing in Franklin, VA including 150 units of Public Housing over three sites. Fourteen units of market rate housing exist in one 12 unit multifamily site and 2 single family homes. FRHA received an allocation of Low Income Housing Tax Credits in 2013 and will begin managing LIHTC units in 2014. In addition to the housing units, FRHA manages 315 Housing Choice Vouchers and provides homeownership and housing counseling services. Additional services will be offered through a separate entity, created in 2013 and in the process of being declared a 501(c)(3) nonprofit corporation. FRHA is governed by a seven (7) member Board of Commissioners appointed by the Franklin City RFP Item Number: RFP 20130708-DLS Development Page 1 of 5
Council. Regular monthly Board meetings are held on the fourth Wednesday of every month. III. SCOPE OF SERVICES The Authority seeks to retain a law firm to act as General Counsel and provide legal services. The primary service will be to review and advise FRHA on items pertaining to the regular monthly Board meetings which are held on the fourth Wednesday of every month at 6:00pm. (The November and December meetings are typically combined.) Meetings typically range in length from 1 to 1 ½ hours. A sample agenda with minutes is attached as Exhibit 1. Other services are listed below: 1. Real estate services to include acquisition and disposition. 2. Redevelopment and Conservation Project expertise. 3. Construction and Rehabilitation contract law. 4. Federal and state procurement law. 5. Bond services. 6. Federal Housing, Dept. of Housing and Urban Development. 7. Virginia Landlord Tenant Law and Practices. 8. Freedom of Information Act (FOIA) Requests. 9. Bankruptcies, Garnishments and Tax Collection 10. Homeowners and Community Association Law. 11. Nonprofit organization and establishment. IV. REQUIRED SUBMISSION FORMAT The proposal must be submitted in accordance with the specifications of this Request for Proposals and include all of the items listed below. No requirement and/or specification should be construed as an attempt on the part of FRHA to limit competition. Sections to be included are: 1. Cover Letter A letter of interest on your firm s letterhead. The letter should include a statement indicating why the firm believes it to be the most qualified to perform the work; a statement of the firm s understanding of the required expertise and range of services to be performed as stated in the General Specifications; a statement that any and all addenda were received; a statement that the firm has not been debarred; and a statement that the proposal is a firm and irrevocable offer for 60 days. A Partner or Principal of your firm authorized to make such statement and offers must sign this letter. 2. Profile A profile of the qualifications of the Lead Attorney that will be allocated to FRHA as the main point of contact and representative at FRHA Board meetings. You may include other attorneys and paralegals but the evaluation will be based on the technical competence and experience of the primary points of contact. 3. References\Past Projects A list of at least three (3) clients for references in which you Page 2 of 5
performed work similar in nature within the past five (5) years. Preference will be given to references that are Redevelopment and Housing Authorities but you may also include other political subdivisions (IDA s, EDA s, etc.). For each client, include the contact name, dates of service and either a phone number or email address. 4. Rate Provide an hourly rate for services by the Lead Attorney, Associate, Paralegal, Clerical and any other additional costs that may apply. Specifically state any travel costs or extra fees that are not covered in the hourly rate. Also list any minimum amount of hours. NOTE: The proposed cost will be considered in addition to the above technical and experience factors in determining the most advantageous proposal. 5. Section 3 A statement of Section 3 business status as defined in the Housing and Urban Development Act of 1968. State whether firm 1) is a Section 3 business, 2) is not a Section 3 business, or 3) is not a Section 3 business but has made significant efforts, over and above what is required by federal regulations, in support of Section 3 goals. If the last option is selected, provide an explanation of the firm s ongoing efforts. (i.e. commitment of fee to PHA programs, donations to support job creation for low income families, outsourcing, etc.) The proposal should be concise and to the point. Additional information thought to be relevant, but not applicable to the categories below, may be provided but only as an appendix or addendum to the requested items. Please do not submit unrelated promotional material or information that is of a repetitive nature. V. EVALUATION FACTORS Proposals from interested organizations or individuals will be evaluated on the following factors: 1. Cover Letter Mandatory, 0 points. 2. Profile Up to 35 points will be allocated based on the qualifications of the lead attorney with some consideration given to support staff. 3. References\Past Projects Up to 15 points will be allocated based on the quality of the references and their similarity to FRHA in the type of work required. 4. Rate Up to 35 points will be allocated based on the total cost of the typical monthly services, including all rates and fees, to be performed on behalf of FRHA. Page 3 of 5
5. Section 3 Up to 10 points will be allocated based on anticipated activities in support of the self sufficiency of low income families. Section 3 firms will be allocated 15 points. VI. SELECTION PROCESS FRHA intends to negotiate with the top ranked firm(s) after an evaluation of the factors listed above. A final agreement will be negotiated with the number one ranked firm. If an agreement cannot be reached, FRHA will then negotiate with the number two ranked firm, etc. FRHA reserves the right to conduct negotiations with one or more respondents and to enter into a contract with more than one firm if, in the sole opinion of FRHA, that method will provide the greatest benefit. VII. CONTRACT TERM AND SPECIFICATIONS The term of the contract shall be two years from the date of the contract with an option of up to three (3) annual renewals. Prices and terms shall remain the same as the original contract except where both parties mutually agree to changes. FRHA reserves the right to negotiate price adjustments in future years based on economic conditions. The work to be performed under the contract is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance or HUD assisted projects covered by Section 3 shall, to the greatest extent feasible, be directed to low and very low income persons, particularly persons who are recipients of HUD assistance for housing. The parties to the contract agree to comply with HUD's regulations in 24 C.F.R Part 135, which implement Section 3. As evidenced by their execution of the contract, the parties to the contract certify that they are under no contractual or other impediment that would prevent them from complying with the Part 135 regulations. The respondent may not transfer or assign any portion of the contract without prior written approval from FRHA. Firm must have insurance with an A rated carrier showing a $1,000,000 professional liability. At execution of contract, firm shall provide a Certificate of Insurance naming FRHA as an additional insured as our interests appears with 60 days notice of cancellation. Page 4 of 5
VIII. RFP TERMS AND CONDITIONS FRHA reserves the right to reject any and all proposals submitted, to award portions of this contract in whole or in part, to not award contract, and to waive any informalities in the submission of proposals. FRHA does not discriminate against faith based organizations or any person on the basis or race, color, genetic information, sex, religion, national origin, age, familial status, or handicap. If you have any questions or concerns regarding this policy, please contact FRHA at 757 562 0384. Page 5 of 5
Franklin Redevelopment and Housing Authority Board of Commissioners Meeting City Hall Building Council Chambers Wednesday, January 22, 2014 at 6:00 PM Item Action Description # (* Board Action) 1 6:00 PM CALL TO ORDER ROLL CALL 2 INVOCATION 3 * APPROVAL MINUTES - December11, 2013 4 OPEN FORUM PUBLIC COMMENT 5 DISCUSSION POSTING OF THE REVISED POLICIES FOR PUBLIC REVIEW (Mr. Page) - 2014-2015 Annual Plan and 5-year Plan - Admissions and Continued Occupancy Plan (ACOP) 6 * APPROVAL RESOLUTION 2014-1 (Mr. Page) - Approval of Significant Amendments to the 2013-2014 Annual Plan 7 * APPROVAL RESOLUTION 2014-2 (Mrs. Adams) - Approval of the Revised Flat Rents Schedule 8 DISCUSSION EXECUTIVE DIRECTOR (Mr. Page) - Capacity Building Grant - Procurement 9 DISCUSSION FINANCE (Mr. Page) - Financial Statements 10 DISCUSSION HOUSING SERVICES (Mrs. Blue) - Housing Choice Voucher Management and Inspections - Family Self Sufficiency 11 DISCUSSION HOUSING MANAGEMENT (Ms. Adams) - Berkley Court - Old Town Terrace and Pretlow Gardens 12 DISCUSSION UNFINISHED BUSINESS - Retreat Saturday, January 25, 2014 - Survey 13 DISCUSSION CLOSED SESSION (Pursuant to the Code of Virginia 2.2-3711) Page 1-14 15 19 20-63 64-66 67-68 69-70 71 74 75-76 77-91 14 DISCUSSION UNFINISHED BUSINESS 15 ADJOURN 601 Campbell Avenue Franklin, Virginia 23851 (757) 562-0384 (Office) (757) 562-0267 (Fax) www.frhaonline.org