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Housing Agency Marketplace - Housing Agency Marketplace
 
Customer Support: 866-526-9266
        

Wed. Apr 24, 2024
08:04 AM UTC
     
 

Request for Proposals (RFP)
[Within the following, applicable reference within HUD Procurement Handbook No. 7460.8 REV 2]

You may print this Solicitation.

RFP Information
Solicitation #: RFP #: 2022-2
Date Posted on the System: 11/01/2022 07:59 PM
Agency: Municipal Housing Authority of the City of Utica, New York
Main Service Category: Developer Services
Sub Service Description: Award of Project-Based Vouchers to Developers and Owners
 
Buyer Information
Buyer Name: John Furman
Buyer Phone Number: 315-982-3731
Buyer Fax Number: 315-735-3366
Buyer E-mail: jfurman@peoplefirstny.org
 
Pre-proposal Conference(s)
Pre-proposal Conference: Will a Pre-proposal Conference be conducted in conjunction with this Solicitation  [Section 7.2.G, which references Section 6.7]?

Yes
Pre-proposal Conference Date: 11/09/2022
Pre-proposal Conference Time: 2:00 pm EST
Pre-proposal Conference Location:
(Address and/or Videoconference Link)		 Free Conference Call Our call-in number is: Dial-in number (267) 807-9605 Access code 558769/509 Second Street, First Floor, Conference Room Utica, New York 13501-2450
 
Deadlines
Q/A Cutoff Date: 12/03/2022
Q/A Cutoff Time: 04:59 AM UTC
Proposal Due Date: 12/17/2022
Proposal Due Time: 04:59 AM UTC
To change your Time Zone, click on "Company Profile" in the navigation menu to the left.
Deadline Revision: Deadline has been revised, click here to view the revision history.
Cancellation: Submital Deadline has passed. Please use award features to do an award/non-award notice or an online evaluation.
Estimated Initial Contract Period:  
Start Date
01/01/2024 		End Date
01/01/2039
Economic Price Adjustment: Do you wish to include an Economic Price Adjustment Option as a part of Solicitation  [Section 10.1.C.1.b]?
No
 
Contract (Award) Types:
  Indefinite-delivery Contract [Section 10.1.C.3]
(Definite-quantity; Requirements; Indefinite-quantity)
 
"Ship To" Information
A. Delivery of Purchased Items or Services
Name: John Furman
Location: Municipal Housing Authority of the City f Utica, New York
Address: 509 2nd Street
ST 1
City: Utica
State: NY
Zip Code: 13501
Phone Number: 315-735-3362 Ext. 34
Fax Number: 315-735-3366
E-mail: jfurman@peoplefirstny.org
 
Proposal Format
PLEASE READ THE ATTACHED RFP INSTRUCTIONS FOR DETAILED SUBMISSION INFORMATION FOR THIS APPLICATION.

RFP CHECKLIST

For UMHA to properly evaluate submissions, all submissions in response to this RFP must be formatted in accordance with the sequence noted below. None of the proposed services may conflict with any requirement the UMHA has published herein or will issue by addendum. All submissions must be uploaded through UMHA’s Agency Marketplace. The UMHA will not accept paper submissions. ALL materials and submissions must be received by UMHA no later than 11/28/2022,11:59 p.m. EST.

The following provides information on the requirements, order, and format for responses to ensure that the proposals are complete, include essential information, and can be fairly evaluated. Proposers are requested to be specific and concise and to avoid duplicative materials and redundancies in the proposal. UMHA has not set a page limit for proposals but it prefers efficiently worded, substantive answers rather than lengthy responses containing more general boilerplate language and materials. Team members can be looked at collectively to meet the criteria.

Each applicant responding to this RFP shall include the following items, which shall be uploaded in the following tabs. Failure to provide any section of the tab documents as outlined in the checklist below may be deemed sufficient cause for rejection.

The UMHA intends to retain the successful proposer pursuant to a "Best Value" basis, not a "Low Bid" basis. Therefore, so that the UMHA can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted below. E None of the proposed services may conflict with any requirement the UMHA has published herein or will issue by addendum.

Prepare your proposal in the following order:
Tab 1: Cover Letter
The cover letter must list the Proposer team members and identify the primary contact person. Please include telephone number and e-mail address. The cover letter must be signed by an authorized principal of the Proposer organization and include a statement that the proposal will remain valid for not less than 180 days from the due date of the proposals.
Tab 2: Proposal Application
This proposal application attached as Tab No. 2 must be completed with information consistent with your proposal request.
Tab 3: Proposer Team Description:
List general information on the Proposer and the team including the following:
1. Primary contact person, title, telephone numbers, and e-mail address;
2. Name of Proposer, main address, telephone numbers, and e-mail address;
3. Address, telephone numbers of office from which services will be provided, if differentfrom above;
4. Description of Proposer firm size, number of employees, and number of properties under management and number of development projects in progress, if any;
5. Identify the individual who will serve as the Project Manager for the Proposer and who will direct and coordinate the project through completion. Describe the Project Manager's prior and current experience with projects of similar anticipated scope and size, with particular emphasis directing a multi-disciplinary team and facilitating a community involvement process;
6. List the remaining members of the Proposer team. These entities should include, where applicable, architect, lawyer, property manager, service provider and any other firms and professionals who will be part of the Proposer team.
7. Provide an organization chart. All entities that comprise the team must be identified, indicating their specialization(s), relevant experience, and specific contribution to the team consistent with project objectives as stated above.

8. In the event that any of the named Proposer leaves Proposer, the Proposer shall be required to replace such personnel with personnel of comparable experience and expertise and to assign such new personnel to provide services under the Contract, subject to UMHA review and approval.
Tab 4: Profile of Proposer
1. Provide a statement indicating how the Proposer will honor all financial auditing requirements and guarantees in keeping with the stated Project Requirements and PBV Requirements. The statement should include more than a reference to the financial statements and include a detail operating pro forma for the proposed site reflecting anticipated rents, occupancy rates, and anticipated excess cash flow.
2. Proposer shall include a true and exact copy of its most recent audited financial statements.
3. Proposer shall include references for the Proposer referencing specific project experience from the following:
a. Construction and permanent lenders
b. Public sector financing partners (HFA, PHA)
c. General Proposers on a comparable development (Davis-Bacon compliance)
d. Management Agent in PBV project.
4. State whether the Proposer or any member of proposer's team: (1) has ever owned property upon which Oneida County foreclosed due to failure to pay real estate taxes or a loan secured by a mortgage to Oneida County; (2) currently owes UMHA any monies for incurred fees, rents or other indebtedness; (3) has ever been convicted of an arson-related crime or is currently under indictment for any such crime; (4) has been convicted in a court of competent jurisdiction arising from a criminal proceeding within three (3) years of the date of the first public advertisement of the within RFP wherein said conviction was for violating any law, code, or ordinance regarding conditions of human habitation, fair housing or housing discrimination, or tenant harassment, or is currently under indictment for any such violations; and (5) has a lack of creditworthiness, including foreclosures, bankruptcies, current defaults of more than 60 days, mortgage assignments, adjudications, or matters that jeopardize Proposer's ability to secure financing.
Tab 5: Profiles of Proposer Team Members:
Describe the experience of the property management firm in managing affordable housing developments and developments involving PBVs, in the following areas and, if available, sample project policies regarding:
1. Property maintenance;
2. Rent collection;
3. HUD reporting;
4. Tenant grievances;
5. Wait list administration;
6. Evictions;
7. Occupancy rate;
8. Unit turnaround;
9. Preventive maintenance;
10. Work order completion;
11. Project-based budgeting;
12. Energy audits;
13. Utility/Energy Incentives
14. Davis Bacon
Describe the experience of the architect, general Proposer, and management agent.
Provide three references for the proposer team. In providing references, please provide name, title, organization name telephone numbers, and e-mail addresses. Please reference the name of the project with which the reference is familiar. Please ensure that all names and numbers are current.
Tab 6: Project Plan
1. Development Plan. UMHA is only interested in receiving proposals that comply with the previously stated Project Requirements in Part II of this RFP and further the Program Objectives. The proposer must specifically address in its plan how its proposal will meet all of the above referenced Project Requirements and further the Program Objectives, including but not limited to bedroom mix, contract rents, management approach, financing plan and legal and ownership structure of proposed owner.
2. Design. A high scoring proposal will demonstrate that the project incorporates good design, especially utilizing "green," environmentally sustainable building principles and solar energy. Good design also incorporates site, unit and common area features and amenities that are responsive to the needs of the resident population. In evaluating this rating factor, UMHA will consider information presented in the proposal including:
a. The extent to which the project design incorporates "best practices" for the resident population. For example, projects that house chronically homeless must incorporate a range of design considerations related to safety, durability, the need to encourage socialization, the need for on-site services.
b. LEED or other similar designations that provide evidence of environmentally sustainable design.
c. Other energy efficiency features and improvements.
d. Treatment of common areas and building grounds.
e. Availability of other on-site amenities

3. Management Plan. As evidenced by the degree to which specific details are provided regarding how the management team shall meet the requirements of HUD PBV HAP contract administration, with particular emphasis on regulatory compliance, including but not limited to, marketing and outreach strategies, waiting list administration, tenant screening, rent collection and unit maintenance and turnover.
4. Resident Services Plan. As evidenced by the degree to which the relevant factors are precisely identified and the underlying reasoning is articulated, includes a relatively more thoughtful discussion related to the opportunities and challenges in creating a meaningful resident service plan that addresses the social, financial, and medical needs of the residents with the goal of the plan to assist the residents with establishing and/ or maintaining independent living. In addition, the plan contains a description of the quantitative methodology to be employed so as to measure the effectiveness of the services to be provided. In the alternative, Proposers may engage with UMHA as a service provider if Proposer demonstrates sufficient funding for UMHA's social services program during the term of the HAP Contract.
5. Workforce Equity, Diversity Narrative and Tenant/Community Empowerment.. Please provide a plan which describes how your firm will further workforce equity, diversity, and include as well as empower development residents and the neighborhood . Please propose innovative ideas to show good faith to further these requirementsProvide a description of the firm's workforce equity and diversity programs and accomplishments and include plans for promoting resident and community participation as well as hiring of low-income people in the construction and management of the project.
Proposal Evaluation Factors
The following Factors will be utilized by the Agency to evaluate each proposal submitted.
No. 1: Proposed Cost
Maximum Point Value = 0
Cost is not a relevant factor.
No. 2: Qualifications/Experience of Proposer Team
Maximum Point Value = 30
Qualifications/Experience of Proposer Team 30 Points possible

Evaluation criteria as follows:
Team Structure
Principals & Staff
Housing Development Experience
Housing Management Experience
Role for UMHA
References

1. Team Structure: Complete team, precise staffing plan and clear organizational and decision making structure. Team consists of persons with past experience of successfully working together to develop, implement and manage complex affordable housing.
2. Principals & Staff: Each of the principals, the project manager, and more than half of the key staff have direct experience in structuring, implementing and/or managing large and complex affordable assisted family, elderly-disabled rental housing as well as experience with the Project Based Voucher Program.
3. Housing Development Experience:
(i) Development entity has direct experience, comprising at least 3 years and not less than 3 projects, in structuring, implementation and/or ownership of complex affordable rental housing developments.
(ii) A high scoring proposal must demonstrate that the applicant has either directly or through its team assembled all of the personnel, skills and other resources needed to complete the development project described in the proposal. This can be evidenced by reference projects of similar scale, budget and complexity.
4. Housing Management Experience:
(i) A high scoring proposal must demonstrate that the applicant has a track record of successfully leasing up and managing projects of similar scale, complexity and resident populations, and has developed a responsive and comprehensive management plan:
(ii) The management/maintenance and other operational plans presented in the proposal should not be boilerplate examples. A high scoring proposal will include a management plan that reflects the specific considerations of the site and the resident population including site/occupancy rules where applicable.
(iii) Include a detailed management and maintenance staffing plan that provides sufficient information for UMHA reviewers to determine the level of staffing that will be present on-site during business and nonbusiness hours, the approach to off-hour emergencies and other relevant property management information. UMHA prefers a 24/7 response capacity.
No. 3: Quality of Project Plan
Maximum Point Value = 30
Quality of Project Plan
30 Points possible
Evaluation criteria as follows:
Financing Structure,
Marketing Plan
Management Plan
Legal and Ownership Structure
Project Schedule
UMHA Participation
Project Design

1. Financing Structure: Financing assumptions are consistent with this RFP and/or relevant funding programs; as demonstrated by the degree to which the relevant factors are precisely identified, and the underlying reasoning is articulated, the discussion of the financing structure includes a relatively more thoughtful discussion of the strategy for maximizing affordability and for assuring the long term viability of the development. The projections for fair market rents are reasonable and addressed with specificity and a schedule delineating the return of excess cash flow to the project is complete.
2. Marketing Plan: As evidenced by the degree to which the relevant factors are precisely identified and the underlying reasoning is articulated, includes a relatively more thoughtful discussion related to the particular character.
3. Management Plan: As evidenced by the degree to which the relevant factors are precisely identified and the underlying reasoning is articulated, includes a relatively more thoughtful discussion related to the opportunities and challenges in creating a meaningful management plan that addresses the needs of the residents and the long term viability of the property.
4. Legal and Ownership Structure: Legal and ownership structure meets requirements for award of PBVs and other subsidies, and permits implementation of the Project Plan.
5. Project Schedule:
a. The proposal must include a project timeline indicating major milestones including when project units will be ready for occupancy:
b. Newly constructed or rehabilitated units that will execute an agreement to enter into housing assistance payments (AHAP) and start construction within 36 months of the award announcement.
No. 4: UMHA Participation
Maximum Point Value = 20
UMHA Participation 20 Points possible
The extent to which the proposal offers UMHA meaningful participation in the development, ownership, management, operations, and year 15. Attach supplemental information, charts, pro formas, etc. as needed to illustrative the proposal.
1. UMHA will have a share of ownership, developer fee, cash flow
2. UMHA will provide property management and maintenance services
3. UMHA will have a right of first refusal at the price in IRC 42(i)(7) - 10 P0INTS
No. 5: Supportive Services Plan and Capacity
Maximum Point Value = 15
Supportive Services Plan and Capacity 15 points possible
A high scoring Supportive Services Plan must demonstrate that the proposer:
1. Has planned and documented a high quality supportive services program that is results/outcome oriented and responsive to projected needs of the resident population. It should include narrative and a matrix that lists the types of supportive services, the eligible target population for each type of service, the number of persons to be served for each type of service, where the service will be provided, who will provide each service, the amount budgeted for each service, and the projected outcomes of each service;
2. Has identified and secured the resources, partnerships and staffing needed to effectively execute the plan. This must include specific funding amounts by service type and provider including information on the duration of the funding. General or conditional support letters are not adequate; and,
3. Has assembled and obtained firm commitments from a team with documented track record(s) of effectively providing such services in residential locations to comparable populations, including but not limited to CORES providers or a proposal for UMHA to provide services. This must be demonstrated by providing reference projects of similar scale and scope.
The Supportive Services Plan must include:
1. A comprehensive case management component with reasonable staff to case manager ratios identified; and
2. The types of services that UMHA will deem eligible to qualify a project to meet HUD's definition of families receiving supportive services include, but are not limited to:
a. Job readiness/Job training: Includes preparation and counseling, job development and placement, follow-up assistance after placement, completion of FSS "Contract of Family Participation";
b. Education: Includes education for the completion of GED, post-secondary education, or computer training classes for children and adults;
c. Household Training: Includes homemaking, parenting skills, financial literacy and stability programs;
d. Self?Sufficiency Services and Resources: Includes participating in the FSS program and accessing all appropriate services to assist the family to achieve economic independence and self-sufficiency;
e. Substance Abuse Treatment: Includes counseling, treatment for substance abuse and participation in ongoing support groups.
No. 6: Workforce Equity, M/WBE, and Diversity Narrative/Community Participation
Maximum Point Value = 5
Workforce Equity, M/WBE, and Diversity Narrative/Community Participation 5 Points possible

A high scoring Workforce Equity and Diversity Plan must demonstrate that the proposer:
How the proposer will meet and exceed M/WBE requirements.
How will your firm promotes workforce equity and diversity programs, particularly targeted to this project?
How this project promote economic development in underserved communities.
How will the project will promote resident and community empowerment?
How will the project promote the hiring of low-income people in construction and management?
Total Maximum Points = 100  
Advertisement
Did the Agency place an advertisement in any publication pertaining to this RFP?  Yes
Publication: The Sentinel Advertising Dates: 11/3/2022, 11/4/2022
Publication: Section 3 Portal Advertising Dates: 11-3-2022
Publication: NYSPHADA Advertising Dates: 11-3-2022
Publication: NYS Contract Reporter Advertising Dates: 11-3-2022
Publication: NAHRO Advertising Dates: 11-3-2022
Publication: PHADA Advertising Dates: 11-3-2022
Publication: Observer-Dispatch Advertising Dates: 11/3/2022, 11/4/2022
Publication: Northeast Procurement Council Advertising Dates: 11-3-2022
 
Terms, Conditions and Instructions
REQUEST FOR PROPOSALS FOR AWARD OF PROJECT-BASED
VOUCHERS TO DEVELOPERS AND OWNERS

The Municipal Housing Authority of the City of Utica, NY (“UMHA”), known as People First (dba), is seeking to award up to fifty (50) Project-Based Vouchers (“PBVs”) in order to promote affordable housing preservation and development opportunities for elderly, disabled, people with supportive service needs, homeless, and low-income families in the City of Utica and in Oneida County. Please note this RFP is only for the purpose of awarding PBVs.

Interested applicants should use the following link to download and respond to the Request for Proposal: https://ha.internationaleprocurement.com/requests.html?company_id=15743

You may only apply to this RFP through the Housing Agency Marketplace. Please see the RFP checklist for a detailed list of items to submit. You must submit your attachments via the housing agency marketplace. We will not accept paper applications. The deadline for the proposal is: 11/28/2022 11:59 p.m. EST. Pre-Proposal Conference will be held on
11/09/2022, 2 pm EST. There are two ways to participate: In-Person: Municipal Housing Authority of the City of Utica, NY (People First) 509 Second Street, First Floor, Conference Room, Utica, New York 13501-2450. Or Free Conference Call: Our call-in number is: Dial-in number (267) 807-9605 Access code 558769.

For questions, please call John Furman at 315.982.3731 or email jfurman@peoplefirstny.org. Please check the link for updates on the RFP. The UMHA may reject any and all proposals, re-advertise, postpone, or cancel this RFP at any time at its discretion. The UMHA has the right to waive any and all formalities related to this RFP. The UMHA is committed to equal opportunity in its procurement actions and encourages M/WBE firms to respond to this solicitation. It is our policy to ensure equity, diversity, and inclusion in making competitive grant awards.

“Vendor Registration Instructions”
Please follow these instructions to register for the marketplace as a vendor.
Click or Copy and Paste this URL :
https://ha.internationaleprocurement.com/requests.html?company_id=15743

Step 1: Marketplace registration:
Click “Register Your Company.”
You will be redirected to a form that will allow you to create an account.

Step 2: Creating your Account.
Enter your company name and click on “Search Companies.”
If no company is found, click on Register your Company.”
If your company was found, follow the instructions to register as a salesperson.
Submit the request.

Step 3: Company Information
Complete Company Information Form
You must in Be sure to check either “None” on the MWBE Classification, or all boxes that apply to your company.

Step 4: Point of Contact
Complete Point of Contact (Site Administrator) Information
Click Submit

Step 5: Company Services/Commodites List
Check each box that is appropriate to your business.
You may use the “Click Here” link to
search for codes
Click Save & Continue

Step 6: Log into the Marketplace
Enter your email address and
password to enter our marketplace.
You are prompted to check a site usage agreement before entering our marketplace.
Once you check this box and hit submit, you will then be allowed to enter.
There is no cost to receive solicitations from our company through the Housing Agency Marketplace.

For questions regarding the Housing Agency Marketplace, please contact:
Larry T Hancock
President
International eProcurement LLC
DBA the Housing Agency Marketplace
https://ha.internationaleprocurement.com
838 East High Street, #252
Lexington, KY 40502
Direct 1-859-221-4134

Each firm that submits a proposal is responsible to carefully review and comply with the following and/or the attached Terms, Conditions and Instructions, and by submitting a proposal agrees to do so.

If you have any questions regarding this proposal or any of the documents attached, you may use the "Questions and Answers" area. This will save both you and the UMHA time in communication along with allowing documentation of all inquiries and responses within one area for all vendors to view.

YOU MAY ONLY APPLY TO THIS RFP THROUGH THE HOUSING AGENCY MARKETPLACE. PLEASE SEE THE RFP CHECKLIST FOR A DETAILED LIST OF ITEMS TO SUBMIT. YOU MUST SUBMIT YOUR ATTACHMENTS VIA THE HOUSING AGENCY MARKETPLACE. WE WILL NOT ACCEPT PAPER APPLICATIONS.
REQUEST FOR PROPOSALS

Award of Project-Based Vouchers to Developers and Owners

PART I – INTRODUCTION

ABOUT THE UMHA

The Municipal Housing Authority of the City of Utica (UMHA) provides affordable housing opportunities for low and moderate-income families, senior citizens, disabled individuals and individuals on limited fixed income in Oneida County. Utica Municipal Housing Authority (UMHA) is now rebranded as People First, though its legal name remains the same.

UMHA is a nonprofit public corporation created under the United States Housing Act of 1937, New York State Public Housing Law, and a local law enacted by the City of Utica Common Council. It is funded by HUD rental income, and private, state, and federal grants. The UMHA serves all of Oneida County.

The UMHA owns, manages, and supervises a total of 1,075 units. Of that number, 896 are public housing units, 36 are HOPE VI Stand Alone Tax Credit Units, 50 are Low-Income Housing Tax Credit (Roosevelt Residences), and 93 are Project-Based Section 8 (New York State Public Housing). The UMHA currently provides 365 Section 8 (Housing Choice) Vouchers to local tenants. We house about 2,000 persons in its LIPH units. Occupancy for public housing and mixed finance units remains at 96%. In September 2022, our SEMAP score for our Section 8 program was 99.05% while our PIC score for public housing units was at 95.85.

The UMHA is governed by a Board of Commissioners which is composed of seven members. Five board members are appointed by the Mayor of the City of Utica and two are elected by the residents of the Housing Authority developments. The Housing Authority employs a staff of 7 part-time and 42 full-time employees. Twenty full-time AmeriCorps members complement our staff and provide direct service to public housing and community residents.

With integrity, high ethical standards, and competence, we are committed to transparently provide, develop and offer low-income residents of the City of Utica and Central New York:

• Quality affordable housing opportunities,
• Neighborhood revitalization and community renewal activities,
• Partnerships with private and public entities to optimize resources through innovative programs,
• Efficient and effective management of resources,
• Education, literacy, social, career development and economic self-sufficiency programs.

UMHA Goals

Through this Request for Proposals (“RFP”), the Municipal Housing Authority of the City of Utica, NY (“UMHA”) is seeking to award up to fifty (50) Project-Based Vouchers (“PBVs”) in order to promote affordable housing preservation and development opportunities for elderly, disabled, people with supportive service needs, homeless, and low-income families in the City of Utica and in Oneida County. Please note this RFP is only for the purpose of awarding PBVs.

The project proposed should serve low-income, very low-income and extremely low-income households. UMHA is looking for experienced developers capable of delivering high quality affordable housing. Successful proposals will demonstrate experience with the type, size, scale and complexity of housing proposed to be developed. As a result of this RFP, awards may be funded to either a single or multiple projects depending on available resources. UMHA reserves the right as the result of our review to determine the best mix of resources for a proposed project. UMHA encourages proposals from developers that will assist our area in increasing its housing stock and overall availability to affordable housing in our community. We may select one or more projects. Successful applications will demonstrate how their project can advance the following UMHA development goals:
1. Increased opportunities for affordable housing.
2. Developments that seek to house those experiencing homelessness.
3. Development of housing that increases access to community services (e.g., social services, health care, transportation, youth programs, adult education & job training).
4. Increased units that would be available to households at or below 50% of Area Median Income (AMI).
5. Developments that add to the long-term financial sustainability of UMHA.

PBVs are federal subsidies under Section 8 of the United States Housing Act of 1937 that are tied to a specific apartment or apartment project rather than the more common mobile vouchers that are issued directly to individual households. HUD permits public housing authorities (“PHAs”) to “project base” up to 20% of its overall voucher portfolio.

Information regarding UMHA’s Housing Services program is available at UMHA’s website peoplefirstny.org.

The successful proposer to this RFP will receive an award letter from UMHA conditioned upon compliance with PBV Requirements and required HUD approvals. Subsequently, the successful proposer and UMHA will enter into a Housing Assistance Payments (HAP) Contract with an initial term of at least fifteen years. If the units do not meet housing quality standards (HQS) at the time the proposal is submitted, the parties will first enter into an Agreement to Enter into HAP Contract (“AHAP”). The initial HAP term and any possible renewals thereto shall be subject to receipt of required HUD pre-approvals and funding availability as determined by HUD or by UMHA in accordance with HUD requirements, of sufficient appropriated funds and budget authority, provided by HUD.

The FY 2022 Goals identified in the UMHA Annual Plan involved the redevelopment of several properties as well as increasing the supply of affordable housing through various financing sources and platforms including but not limited to RAD, Section 18, and Mixed-finance. Project Based Vouchers (PBV) are a tool often used by PHAs to create new housing or redevelop housing projects, particularly if the previously discussed approaches are not feasible. Thus, UMHA intends to use the PBV program as an additional tool to achieve these FY 2022 Goals, which may include the redevelopments identified in the FY 2022 Goals or additional sites. To complement its redevelopment goals, the UMHA plans to add up to 50 units in Project Based Vouchers. This may include on site or off-site of the projects to be redeveloped.

UMHA’s goal is to provide as many households with vouchers as possible. Given the budget limitations of the program, UMHA must implement policies that control its HAP expenditures. It is expected that developers will build units that will fit within the FMR’s for the area where the project is sited. Where we do have flexibility to go above the FMR in 2022, this should be an exception and not the norm for a request. The rent to owner including utility allowances must not exceed the lowest of:
1. 110 percent of Fair Market Rent (FMR).
2. “Reasonable” rent pursuant to 24 CFR 982; and
3. As approved by HUD through subsidy layering review

The owner and tenant must adhere to New York State tenant and landlord law as it concerns the rights and responsibilities of both parties. The HAP Contract may supersede any conflicting requirements or expectations of the landlord/tenant relationship or lease change requests of material nature.

ABOUT THE PBV PROGRAM

The term of all PBV HAP contracts will be negotiated with the owner on a case-by-case basis. Any time before expiration of the HAP contract, UMHA may extend the term of the contract for an additional term of up to 15 years if UMHA determines an extension is appropriate to continue providing affordable housing for low-income families or to expand housing opportunities. Housing assistance subsidies will be provided while eligible families occupy the rental housing units and the units meet other program standards. UMHA will maintain the waiting list and refer program participants to the project owner in order to fill vacant units. UMHA occupancy standards will determine the appropriate unit size for the family size and composition.

The federal PBV program regulations are found at 24 CFR 983 and can be accessed at the United States Department of Housing and Urban Development (HUD) website (https://www.ecfr.gov/current/title-24/subtitle-B/chapter-IX/part-983), which are amended by various PIH Notices including PIH 2017-21 (the HOTMA Notice) (collectively 24 CFR 983, the HOTMA Notices, and other PIH notices affecting project based vouchers are the “PBV Requirements”).

Certain types of housing units and/or developments are not eligible for PBV assistance [24 CFR 983.53] including:
1. Shared housing;
2. Units on the grounds of a penal, reformatory, medical, mental, or similar public or private institution;
3. College or other school dormitories;
4. Nursing homes or facilities providing continuous psychiatric, medical, nursing service, board and care, or intermediate care;
5. Units that are owned or controlled by an educational institution or its affiliate and designed for occupancy by the students of the institution;
6. Manufactured homes;
7. Cooperative housing;
8. Transitional housing;
9. Owner-occupied housing units;
10. Units occupied by an ineligible family at the time of proposal submission or prior to execution of the Housing Assistance Payment (HAP) contract.

Additionally, UMHA may not attach or pay PBV assistance to units in any of the following types of subsidized housing (24 CFR 983.54):
1. A public housing unit;
2. A unit subsidized with any other form of HCV Section 8 assistance;
3. A unit subsidized with any governmental rent subsidy;
4. A unit subsidized with any governmental subsidy that covers all or any part of the operating costs of the housing;
5. A unit subsidized with Section 236 rental assistance payments (except that a PHA may attach assistance to a unit subsidized with Section 236 interest reduction paymentsSection 202 project for non-elderly with disabilities;
6. Section 811 project-based supportive housing for persons with disabilities;
7. Section 202 supportive housing for the elderly;
8. A Section 101 rent supplement project;
9. A unit subsidized with any form of tenant-based rental assistance;
10. A unit with any other duplicative federal, state, or local housing subsidy, as determined by HUD or UMHA in accordance with HUD requirements.

The number of PBV assisted units in the project cannot exceed the greater of 25 units or 25 percent of the total number of dwelling units in the project, except:
1. units that are exclusively for elderly families,
2. units that are for households eligible for supportive services available to all families receiving PBV assistance in the project (although the family is not required to accept or receive such services), and
3. units located in a census tract with a poverty rate of 20 percent or less, as determined in the most recent American Community Survey Five-Year estimates. For this, the cap is the greater of 25 units or 40 percent of the units in the project. Use this PBV lookup tool if the proposed project falls into a tract that has an average poverty level of 20 percent: https://www.huduser.gov/portal/maps/hcv/home.htm
Activities under the PBV program are subject to the HUD environmental review regulations (including National Environmental Policy Act (“NEPA”)).

For properties with nine or more proposed PBV units, the owner, the owner’s contracgtor, and subcontractor must pay Davis-Bacon` wage rates to labors and mechanics.

All Projects must comply fully with all federal, state and local nondiscrimination laws and rules and regulations governing fair housing and equal opportunity in housing and employment. UMHA is pledged to the letter and spirit of U.S. policy for the achievement of equal housing opportunity throughout the Nation. UMHA requires affirmative advertising and marketing in which there are no barriers to obtaining housing because of race, color, religion, sex (including gender, gender identity, sexual orientation, and sexual harassment), disability, familial status, and national origin.

All projects must have completed and submitted to UMHA an Affirmative Fair Housing Marketing Plan (AFHMP) (HUD-935.2A) prior to award of PBVs. PBV Contract Rents For each unit type and size, the proposed contract rent must be provided as well as a breakdown of the utilities to be paid by the tenant and by the owner.

BASIC TERMS AND CONDITIONS


The UMHA reserves the right to waive any or all informalities, and to reject any or all submissions to this RFP, or all submissions to this RFP, or any submissions that is incomplete, conditional, obscure, or which contains irregularities of any kind, or any or all submissions not deemed to be in the best interest of UMHA.

Submissions must be submitted in conformance with the requirements of this RFP. As a general requirement, the RFP specifies that all work is to be performed in accordance with professional standards, HUD and New York State regulations, requirements and criteria and local codes, regulations, ordinances and statutes. It will be the UMHA’s full expectation and a contractual requirement that the Proposer fully and routinely meet the above requirements. The Proposer will only perform work which is authorized by the UMHA.

Respondents should refer to the New York State Qualified Allocation Plan, Green Building Criteria, Capital Programs Manual, and Design Handbook for information regarding the New York State LIHTC Program.

It is the responsibility of the offeror to check this website throughout the open RFP period. Offerors shall acknowledge receipt of any amendments to this solicitation.. The Authority will not be responsible for incorrect proposals due to Offeror’s noncompliance with amendments.

Proposers are required to examine the RFP, scope of services, and instructions pertaining to the services requested. Failure to do so will be at the Proposer’s own risk. It is assured that the Proposer has made full investigation as to be fully informed as to the extent and character of the services requested. No warranty or representation is made or implied as to the information contained in this RFP.

The UMHA encourages bids from Minority and Women Business Enterprises as well as Section 3 firms. It is the policy of the UMHA to encourage Minority and Women Business Enterprises in this program by Proposers, subProposers, and suppliers, and all Proposers are expected to cooperate in implementing this policy. The UMHA reserves the right to waive any or all informalities, and to reject any or all proposals.


Agency Reservation of Rights. UMHA reserves the right to:
1. Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Agency to be in its best interests.
2. Right to Not Award. Not award a contract pursuant to this RFP.
3. Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the Proposer(s).
4. Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer (hereinafter, “Proposer”) shall provide the services called for in this RFP.
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 Agency Contracting Officer (CO).
6. Right to Negotiate. Negotiate the fees proposed by the proposer entity.
7. Right to Reject Any Proposal. Reject and not consider any proposal or proposer that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposers offering alternate or non-requested services.
8. No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.
9. Right to Prohibit. At any time during the RFP or contract process, prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein.
10. Right to award more than one contract.
11. Grounds for Rejection of Proposals. The following shall be grounds for rejection of proposals at UMHA’s sole discretion:
a. Proposer or any member of proposer’s team has ever owned property upon which the Frederick County foreclosed due to failure to pay real estate taxes or a loan secured by a mortgage to Frederick County or UMHA.
b. Proposer or any member of proposer’s team currently owes UMHA any monies for incurred fees, rents or other indebtedness.
c. Proposer or any member of proposer’s team has ever been convicted of an arson-related crime or is currently under indictment for any such crime.
d. Proposer or any member of proposer’s team has been convicted in a court of competent jurisdiction arising from a criminal proceeding within three (3) years of the date of the first public advertisement of the within RFP wherein said conviction was for violating any law, code, or ordinance regarding conditions of human habitation, fair housing or housing discrimination, or tenant harassment, or is currently under indictment for any such violations.
e. Proposer or any member of proposer’s team has a lack of creditworthiness, including foreclosures, bankruptcies, current defaults of more than 60 days, mortgage assignments, adjudications, or matters that jeopardize Proposer’s ability to secure financing.



The proposal must be submitted in conformance with the requirements of this Request for Proposals. All the forms are attached to this RFP. As a general requirement, the RFP specifies that all work is to be performed in accordance with professional standards, HUD regulations, requirements and criteria and local codes, regulations, ordinances and statutes. It will be the UMHA’s full expectation and a contractual requirement that the successful Proposer fully and routinely meet the above requirements. The selected Proposer(s) will only perform work that is authorized by the UMHA.



Relevant HUD Forms
HUD-52531-A AHAP
1. PBV Agreement to Enter Into Housing Assistance Payments Contract for New Construction or Rehabilitation Part 1
2. PBV Agreement to Enter Into Housing Assistance Payments Contract for New Construction or Rehabilitation Part 2
HUD-52530-A
3. PBV Housing Assistance Payments Contract for New Construction or Rehabilitation Part
4. PBV Housing Assistance Payments Contract for New Construction or Rehabilitation Part

PBV Tenancy Addendum
1. HUD-52530-C: PBV Tenancy Addendum
2. HUD-52578-B: PBV Statement of Family Responsibility

Disclosure
Pursuant to the PBV Requirements, a PHA may apply for designation of PBVs for PHA-owned units. The regulations require the PHA to offer the PBVs via a public and competitive solicitation, to which the PHA itself may respond. UMHA may participate in responses in a joint venture with third parties, in which case, UMHA will obtain any additional approvals required by HUD.

Submission Instructions
Proposers must submit their proposal through the Housing Agency Marketplace at the following.
https://ha.internationaleprocurement.com/requests.html?company_id=15743
The deadline for submissions is 11/28/2022 11:59 p.m. EST. For questions, please call John Furman at 315.928.3731 or email jfurman@peoplefirstny.org. Please check the link for updates on the RFP.

The UMHA may reject any and all proposals, re-advertise, postpone, or cancel this RFP at any time at its discretion. The UMHA has the right to waive any and all formalities related to this RFP. The UMHA is committed to equal opportunity in its procurement actions and encourages Section 3 and M/WBE firms to respond to this solicitation. It is our policy to ensure equity, diversity and inclusion in making competitive grant awards.

Proposals must comply with the requirements of the RFP as set forth herein.

PART II – PROGRAM OBJECTIVES AND SCOPE OF WORK

UMHA Program Objectives:

As a threshold matter, proposed Projects must
1. Not be for existing housing projects unless the project is undergoing significant rehabilitation in connection with the award if PBV.
2. Demonstrate compliance (or probable compliance) with HUD site and neighborhood standards located in 24 CFR Part 983 through the Application.
3. Compliance and familiarity with Section 504 regulations concerning design, construction, or alteration of buildings and facilities in conformance with UFAS accessibility requirements as well as title II and III of the ADA standards and the Fair Housing Act.
4. Not propose application of HAP assistance to ineligible units.
Scope of Work:
Each proposer must demonstrate that its proposal is an optimal use of PBVs in accordance with the Program Objectives stated above through the project application, supporting documents, and through by meeting the Proposal Requirements in Part III below.

PART V – GENERAL CONDITIONS OF THE RFP

ACCEPTANCE OF RFP AND CONTRACT TERMS
Proposer's submission of a proposal in response to the RFP shall constitute acceptance by the Proposer of the terms and conditions of this RFP and the terms and conditions contained in all documents attached to and/or referenced in this RFP.

CONDITIONAL NOTICE OF AWARD AND CONTRACT AWARD
Issuance of the Letter of Award and the award of the PBVs are subject to the approval of the UMHA Board of Commissioners, any HUD-required approvals, and receipt of third party funding proposed in the RFP. It shall also and it shall be conditioned on the successful negotiation of revisions, if any, to the proposal, recommended as part of the evaluation of proposals.

NO WARRANTY
Proposers are required to examine the RFP, specifications, and instructions pertaining to the services requested. Failure to do so will be at the Proposer's own risk. It is assumed that the Proposer has made full investigation as to be fully informed as to the extent and character of the services requested and of the requirements of the specifications. No warranty is made or implied as to the information contained in the RFP, specifications, and/or instructions.

COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS
The Proposer agrees to comply with the provisions of PBV Requirements, applicable State housing laws, and with the requirements of Presidential Executive Order 11246, as amended, and all other relevant and applicable laws and/or regulations.
INSURANCE

The Proposer shall be responsible for maintaining during the life of the contract the following types of insurance with minimum acceptable limits as set forth below:

TYPE LIMITS OF LIABILITY

Workers Compensation Statutory-NYS

Employers Liability $100,000 Each Accident, Bodily Injury
$100,000 Each Employee, Disease
$500,000 Policy Limit, Disease

Commercial General Liability $1,000,000 Each Occurrence Limit
(Occurrence-based only) $1,000,000 General Aggregate Limit

Business Auto Liability $1,000,000 Each Accident

Professional Liability (E&O) $1,000,000 Per Claim Limit


For any liability policy maintained on a claims-made basis (including renewals or replacements thereof), the retroactive date (if any) must not be set later than the effective date of this Agreement and shall not be advanced throughout the term of this Agreement or renewal thereof. Any claims-made coverage must be maintained without material change or interruption of coverage (a) throughout the term of this Agreement, and any subsequent renewal thereof and, (b) for a period of not less than three years after termination of this Agreement without advancement of the retroactive date, material change in or interruption of the claims-made coverage (the extended term of protection).

In the event of any advancement of an applicable retroactive date, material change in or interruption of the claims-made coverage during this period of time, Proposer hereby agrees to take all necessary steps at his/her sole expense to eliminate any potential gap(s) in the claims-made coverage, including the purchase of an extended reporting period endorsement (“tail” coverage) at the sole expense of the Proposer. It is understood that the length of this extended reporting period endorsement may be reduced to coincide with any time remaining in the extended term of protection.

RFP Proposer shall be included as an Additional Insured under the required Commercial General Liability policy. Proposer will be obligated to e-mail or fax to the RFP Proposer a copy of any cancellation or non-renewal notice received from the insurer for any policy affording the coverages required herein within five (5) days of Proposer’s receipt of same. Proposer further agrees to provide RFP Proposer with 30 days advance written notice of cancellation, non-renewal or material reduction in coverage initiated by the Proposer with respect to any of the required insurance coverages. For the purpose of this provision, material reduction in coverage shall mean any change or reduction in the scope of insurance coverage that adversely affects the protection that would otherwise be available to the RFP Proposer.

The Proposer shall supply a certificate of insurance evidencing such required insurance coverage prior to commencement of the contract (agreement).

Further, project lenders, investors, and regulators may have additional or different insurance requirements.


SCREENING PROPOSER EMPLOYEES

UMHA works to protect the safety and welfare of residents and UMHA property, and UMHA will require employees of all Proposers working on UMHA projects awarded pursuant to this RFP process to pass background screening requirements in order to be eligible to provide services on UMHA premises. UMHA will not use this requirement to discriminate on the basis of age, race, color, creed, religion, ancestry, national or ethnic origin, gender, gender identity, sexual orientation, disability, genetic information, military status, veteran status, familial status or any other protected category under applicable federal, state or local law, ordinance or regulation. UMHA, its instrumentalities, and UMHA-controlled affiliates will apply this requirement as described in this requirement. All terms and conditions are offered equally to all prospective Proposers.

General UMHA Background Screening Requirements

Any Proposer awarded an UMHA contract is required to conduct background screening on their personnel prior to assignment to UMHA premises, job sites, projects, or property owned, leased, operated or otherwise under the control of the UMHA.

All persons subject to background screening are required to be re-screened for every new contract that begins more than 90 days after the previous screening. UMHA will require that person to be rescreened prior to coming back to work on such projects to ensure that the person is in accordance with the requirements set forth in this document.

UMHA will consider a pre-assignment background screening for personnel acceptable if the outcome yields successful results within the ninety (90) days immediately preceding assignment of the individual personnel to UMHA premises and the results of the personnel’s background screening did not include any of the disqualifying factors listed further below. Any Proposer subject to this requirement must make the results of the background screening available to UMHA staff upon request.

No exception to this requirement shall be made except as may be permitted under applicable federal or state regulations governing the UMHA premises and/or the Proposer’s or sub-Proposer’s scope of work.

Note: If Proposer is selected during an annual Quality Check review upon request, the Proposer or Proposer is required to submit a Pass/Fail result for their site/project personnel. The documents must come from the screening source and clearly identify the source of the pass/fail result. UMHA will request the background screening company’s search criteria to ensure that it meets UMHA’s standard specified within this requirement. UMHA will not request the details of the background screening (i.e., criminal records, etc.). UMHA will request the same personal identifier information that is typically provided on a payroll (i.e., name, last four digits of SSN or Employee ID) and a list of project/site personnel.

UMHA Elements of Proposer Background Screening

Proposers and Proposer employees will be subject to screening in accordance with the following:

A. General Worker Position

• Criminal Conviction History (county search); • Nationwide state and federal results for felony or misdemeanor records; • Nationwide Sex offender search; • Verification of Social Security Number; and • Verification of Immigration Status, including valid I-9 Form where applicable; Note: UMHA expressly prohibits any Proposer from employing any person on UMHA premises who does not have valid authorization to work in the United States. • Driving History (where permitted by law and if Proposer or Proposer’s personnel is required to operate a motor vehicle on UMHA premises; does not include those persons who operate heavy equipment such as switch engines, forklifts, cranes, etc.).

Disqualified Personnel and Proposer Responsibility

The following individuals shall not be eligible to work on UMHA premises, job sites, projects, or property owned, leased, operated or otherwise under the control of the UMHA:

• Persons convicted of a crime against or otherwise involving a minor at any time in the past shall not be approved to work on UMHA premises. • Persons convicted of a crime of violence or other serious crime against a person shall be disqualified from working on UMHA premises. • Persons convicted of a felony in the past 10 years shall be disqualified from working on UMHA premises • Persons convicted of sex offenses shall be disqualified from working on UMHA premises. • Persons convicted of a theft related crime or fraud within the prior 10 years shall be disqualified from working on UMHA premises.

In addition, the Proposer or Proposer shall not include in the performance of its services on UMHA premises, job sites, projects, or property owned, leased, operated or otherwise under the control of the UMHA, any other person who could reasonably be believed to present a risk of dishonest, dangerous or violent behavior or who is otherwise unqualified to participate.

In the event a Proposer obtains, or is provided, supplemental criminal background information, including police reports and arrest information, after execution of any contract to which this requirement and procedure apply, which information potentially disqualifies a person previously deemed eligible to provide services, the Proposer shall promptly notify UMHA of such matter. The Proposer and UMHA shall take immediate action to review the matter and determine whether a waiver is appropriate as described below. However, during and until a waiver determination is made, the Proposer or Proposer shall immediately cease allowing the person to work on UMHA premises. Additionally, the Proposer are required to inform UMHA within forty-eight (48) hours of any arrest or a conviction of their personnel, while on contract with UMHA.

Proposer may be held liable to UMHA or residents of UMHA properties for any damage suffered by UMHA or residents of UMHA properties resulting from any Proposer or Proposer’s employee that engages in criminal activity on any UMHA premises, job sites, projects, or property owned, leased, operated or otherwise under the control of the UMHA. Furthermore, UMHA reserves the right to seek indemnity from any Proposer for any liability or potential liability to UMHA that may result from the criminal acts of Proposer or Proposer’s employees, or as the result of any violation of this requirement by a Proposer.

Waiver of Assignment for Disqualified Personnel

Assignment Waivers for individual Proposer and Proposer personnel who have failed UMHA’s background requirements may be granted by UMHA under special circumstances.

Requests for Assignment Waivers shall be submitted to the appropriate UMHA manager (from Real Estate Development or Property Management) and only with the prior written approval of the individual personnel for whom the waiver is being requested.

Requests for Assignment Waivers shall be made by the Proposer on the prescribed form and shall include the following information:

• Name of individual for whom waiver is requested;
• Date and description of disqualifying offense;
• Date and nature of adjudication (convicted, no contest, deferred adjudication, etc.);
• Reason for the waiver request;
• Statement that there is no alternative to assignment of the individual;
• Description of services that the individual will provide;
• Effective dates for which the waiver is approved,
• Actions Proposer and/or Proposer will take to ensure appropriate supervision of the individual; and
• Date and signature of the individual for whom the waiver is requested attesting that the information provided in the waiver is true and correct.

Requests for Assignment Waivers must be approved by the appropriate UMHA representative in writing. Waivers shall be granted for a period not to exceed 30 days, and may be renewed for a maximum of 30 additional days upon written approval by UMHA.

Assignment Waivers shall not be granted as a matter of routine. Rather, waivers may be approved only in exigent or emergency circumstances or in the event there is no alternative to obtaining the required skill or service(s) available necessary to complete the required work or service.

Non-Compliance of Background Screening Requirements

UMHA may terminate any contract with a Proposer for a violation of the above requirements. Moreover, unless waived by UMHA, Proposers have an obligation to terminate any contract with Proposers if the terms of this requirement are materially breached. UMHA in the reasonable exercise of its discretion may elect not to terminate a Proposer for violations of this requirement. For example, UMHA may elect not to terminate in the event a violation occurs despite the good faith efforts of the Proposer. Similarly, UMHA may elect not to terminate where UMHA determines that a violation is outside the reasonable control of the Proposer and the Proposer or Proposer otherwise demonstrates good faith efforts to remain in compliance with the requirements of this requirement.

Any Proposer that provides errors in reporting the correct background status of its or any of its Proposers’ personnel shall, as soon as practicable upon discovery of the error, notify the appropriate UMHA representative of the employee’s correct status. The Proposer shall then take immediate steps to remove the individual from UMHA premises and replace the person with a qualified individual. If warranted, the Proposer may subsequently submit a Request for Assignment Waiver to the UMHA if the individual’s skills or labor are essential to completion of the work, service, or assignment.
RFP Documents  
Attached Documents:
  Filename Size
TAB 2.docx TAB 2.docx 47.14 KB
 
Addenda
Issued: 11/22/2022 - 03:16 PM UTC - ADDENDUM ONE
Issued: 12/06/2022 - 10:04 PM UTC - ADDENDUM TWO
Issued: 12/06/2022 - 10:34 PM UTC - ADDENDUM THREE
Issued: 12/14/2022 - 08:13 PM UTC - ADDENDUM FOUR
 
Award Notices
Issued: 01/13/2023 - 03:40 PM UTC - Click to view the Award Notice
 
Questions and Answers
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Pricing Items for Solicitation #: RFP #: 2022-2 - Award of Project-Based Vouchers to Developers and Owners
Pricing Item# Agency Stock Code Qty U/M
1    1  Each 
Specification: Pricing is NA. Please put in one cent., or equal. 
Vendor SKU: NOT REQUIRED for this item.
No Bid: ALLOWED for this item.
No Charge: ALLOWED for this item.

 
 
End of Solicitation # RFP #: 2022-2 04/24/2024 08:04:48 AM UTC


 
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