REQUEST FOR PROPOSALS (RFP) 09-331 SECTION 8 CONTRACT ADMINISTRATION SERVICES FOR THE HOUSING AUTHORITY OF THE CITY OF WINSTON-SALEM WINSTON-SALEM, NORTH CAROLINA 1
TABLE OF CONTENTS 1. Introduction 2. Scope of Services 3. Proposal Format 4. Proposal Conditions 5. Evaluation Criteria 6. Selection Process 7. Contractual Conditions 8. Questions DOCUMENTS TO BE SUBMITTED BY BIDDER A. Statement of Offeror s Qualifications B. Cost Proposal & Price Break-down C. Scope of Services proposed by Offeror D. Approach to providing Services E. Time Frames and Deliverables F. Experience conducting Section 8 Administration Services for HAs G. References including Housing Authority s for which you established services H. Affidavit of Non-Default I. Certifications & Representations of Offerors Form (form HUD-5369 C) ATTACHMENTS A. Instructions to Offerors Non-Construction (form HUD-5369 B) B. General Contract Non-Construction (form HUD-5370 C, Sec I & Sec II) 2
Housing Authority of Winston-Salem Request for Proposals (RFP) 09-331 Project-Based Section 8 Housing Contract Administration of Housing Assistance Payments (HAP) Contracts Introduction The purpose of this Request for Proposals (RFP) is to identify a partner to provide Section 8 Housing Assistance Payments (HAP) contract administration services to the Housing Authority of Winston-Salem (HAWS). HAWS intends to respond to the U.S. Department of Housing and Urban Development s (HUD) Request for Proposals (RFP) to provide contract administration for project-based Section 8 HAP contracts. The HUD RFP has not yet been issued. However, in order to respond to the HUD RFP, HAWS is seeking to identify a long-term Asset Management Partner with Data Collection/ Processing capabilities (AMP). The AMP, once identified, would assist HAWS in preparation of its response to HUD s RFP, which is projected to be issued in the fall of 2009. Should HAWS be a successful proposer to HUD s RFP, the AMP would become HAWS partner in performing the tasks required by HUD. According to the current HUD Project-based Section 8 Contract Administration Annual Contributions Contract, the following are HUD s programmatic objectives: Calculate and pay Section 8 rental subsidies correctly. Administer project-based Section 8 contracts consistently. Enforce owner obligations to provide decent housing for eligible families. The following are HUD s administrative objectives: Execute ACCs only with entities that have the qualifications and expertise necessary to oversee and manage affordable housing and that have the capacity to perform the required services with requisite personnel and other resources. Get the best value for dollars spent for CA services. Permit the development of joint ventures and/or partnerships for contract administration services to obtain the benefit of the best practices of both public and private sectors. Scope of Services Under the initial phase of the contract, the AMP will assist HAWS in the preparation of HAWS response to HUD s RFP. Subsequent phases of the contract are contingent upon HAWS successful proposal to HUD and a contract award from HUD to perform Project-based Section 8 Contract Administration of Housing Assistance Payments Contracts. HAWS will provide oversight to the AMP but will not provide any staffing support. Should HAWS be selected by HUD to perform Section 8 Project-based HAP contract administration, the AMP would be required to perform the following tasks: 3
1. Schedule and conduct annual management review of each property. 2. Schedule and conduct annual occupancy review. The review must be a comprehensive assessment of the owner s procedures for directing and overseeing project operations and the adequacy of the procedures for carrying out day to day, front line activities. Some audit areas are maintenance, security, leasing, occupancy, certification and recertification of family income and determination of the family payments, and general maintenance practices. The audit must verify that correct documentation is contained in each resident file to support claims for payment under the HAP contract. 3. Adjust contract rents under each Section 8 HAP contract in accordance with the HAP contract and HUD requirements. 4. Respond to Owner s appeals of rent adjustment decisions. 5. Provide information to HUD if the owner has elected to opt-out of the program. 6. Coordinate efforts to ensure continued rental assistance to residents whose owner has decided to opt-out of the program. 7. Review, verify and authorize monthly Section 8 voucher payments. 8. Review, verify and authorize corrective actions including payment for valid Section 8 Special Claims for unpaid rent, resident damages and vacancy loss. 9. Disburse Section 8 funds to owners. 10. Respond to all life-threatening health and safety issues immediately. Maintain tracking system for inquiries, responses and corrective actions and submit log to HUD office with monthly invoices. Notify and monitor owner s response to concerns and implementation of corrective actions. 11. Respond to all non-life-threatening health and safety issues within 2 business days. Maintain tracking system for community and resident inquiries, responses and corrective actions and submit log to HUD office with monthly invoices. Notify and monitor owner s response to concerns and implementation of corrective actions. 12. Submit budget and annual requisitions for each HAP contract. 13. Prepare and submit year-end statement. 14. Assist in preparation and submission of separate audited financial statements that fully comply with OMB Circular A-133. 15. Submit a plan to outlining specific actions to correct deficiencies if unacceptable performance and compliance indicators are found by HUD. 4
16. Monitor the owners compliance and progress with the plan to correct deficiencies if unacceptable performance and compliance indicators are found by HUD. 17. Ensure that owners fulfill their obligations to residents and HUD that are commensurate with owner renewal decisions. 18. Prepare and submit monthly, quarterly and annual progress reports to HUD. 19. Verify completion of corrective actions based upon the analysis of the results of the physical inspections conducted on properties included in the ACC. Take legal actions as directed by HUD for enforcement of the HAP contract. HUD is currently revising its Annual Contributions Contract (ACC) for Project-based Section 8 Contract Administration of Housing Assistance Payments Contracts. So, these tasks may be adjusted and more may be added based upon the revision to the ACC and the content of HUD s RFP when issued. Additionally, the AMP will provide: 1. Transitional planning and HUD readiness review preparation. 2. Quality control. 3. Contract assignment verification. 4. Assistance with HUD invoicing and reporting. 5. Call center and inquiry resolution. Proposal Format It is the intention of HAWS to award a contract to a proposer who furnishes evidence of the requisite experience and ability to successfully and properly complete the specified scope of work. The following information should be included in your proposal: 1. Cover letter including: a. Company ownership. If incorporated, the state of incorporation and the date of incorporation. b. Name, address and telephone number of the point of contact regarding this proposal and the potential resultant contracts. 2. Experience of Proposer: a. Company background and history. b. General qualifications to provide the above-mentioned scope of work. 3. Experience with Section 8 HAP Contract Administration a. Describe the proposer s experience providing Section 8 contract administration services. 5
b. State where the services are performed and the time period the proposer is under contract to provide such services. 4. Experience in Data Collection and Transmission of TRACS Reports to HUD a. Describe the proposer s experience in data collection and transmission of TRACS reports to HUD. b. State where the services are performed and the time period the proposer is under contract to provide such services. 5. References A minimum of three references should be provided from similar projects performed for any local government or special district client such as a housing authority including: a. Client name. b. Project description. c. Project dates (starting and ending). d. Contact person s name and telephone number. The Authority will contact the references provided so please ensure that names and telephone numbers are correct. Proposal Conditions 1. This RFP may be canceled by HAWS at any time prior to an award of contract. 2. Proposals will be opened and a list of companies submitting proposals will be available within a reasonable time after the submittal deadline 3. HAWS reserves the right to reject any and all proposals or any part of a proposal. An award, if made, will be predicated upon what serves the best interests of HAWS. 4. Proposals must be received on or prior to the deadline date and time. 5. Proposals must be signed by a person authorized by the firm to commit the firm to contractual obligation. 6. Proposals that appear unrealistic in terms of technical competence, or indicate a failure to comprehend the RFP s scope of work, may be rejected. 7. All costs involved in the preparation of developing a response to this RFP are the sole responsibility of the proposer. 8. Each proposal shall include a specific acknowledgment of any addenda issued by HAWS during the solicitation period. Addenda, if any, will be sent to all known holders of the RFP. 9. All proposals are to be firm for a period of 120 days from the submittal deadline. 6
Evaluation Criteria The following criteria will be used to evaluate all proposals: Criteria Maximum Points 1. Experience with Section 8 HAP contract administration 55 Experience in data collection and transmission of TRACS reports 2. to HUD 30 3. References 15 Total 100 Selection Process All responses to this RFP must be submitted no later than the 3:00 p.m. on August 4, 2009 To the attention of: Tangela Moses-Malloy, Director of Procurement 500 W. 4 th Street, Suite 300 Winston-Salem, NC 27101 Proposals shall be submitted as an original, clearly marked Original with three (3) copies, clearly marked Copy. The following identification should be clearly marked on the outside of the sealed envelope: RFP# 09-331: Section 8 Contract Administration Services All responses will be reviewed for completeness and responsiveness. Interviews may, at HAWS option, be conducted with responsible proposers who submit proposals determined to be the most competitive. Interviews may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. The selection of the proposer will be the sole responsibility of HAWS. Contractual Conditions The following conditions are minimal agreement requirements for the initial contract with the AMP: 1. Contract Form The resultant contract will be composed of the successful written proposal, any negotiated changes or additions, HAWS acceptance of the proposal and a memorandum of understanding. 7
2. Independent Contractor The contractor (successful proposer) shall not be considered an employee of HAWS and will be the sole party responsible for the performance of the contract. 3. Acceptance of Work HAWS shall in all cases determine the quality and acceptability of the work for which payment(s) is to be made under the contract. 4. Payment Terms Payment terms are Net 30 Days from the date work is completed or the date of a valid invoice, whichever is later. 5. Assignment Contractor may not assign, transfer or sell any rights or obligations under the contract without the written consent of HAWS. Questions Questions regarding this RFP must be in writing, preferably via email or fax; all questions must be submitted no later than July 31, 2009. Questions regarding this RFP should be directed to: Tangela Moses-Malloy, Director of Procurement tmalloy@haws.org (e-mail); 336-748-3388 (Fax) 8