1-RFP-FY26-010- Affordable Housing Program Administrator.doc.pdf

VALENCIA COUNTY

STATE OF NEW MEXICO

REQUEST FOR PROPOSALS

RFP: VCR-FY26-010

Affordable Housing Program Administrator

PROPOSAL DUE:

March 4, 2026 at 2:00pm MST

PROCUREMENT DEPARTMENT

VALENCIA COUNTY PURCHASING

444 Luna Ave., Suite 100A

Los Lunas, NM 87031

CONTACT: Rustin Porter

PROCUREMENT DEPARTMENT

505-866-2005

Rustin.porter@valencianm.gov

TABLE OF CONTENTS

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

B. VISION

C. SUMMARY SCOPE OF WORK

D. SCOPE OF PROCUREMENT

E. PROCUREMENT MANAGER

F. DEFINITION OF TERMINOLOGY

G. BACKGROUND INFORMATION

H. PROCUREMENT LIBRARY

II. CONDITIONS GOVERNING THE PROCUREMENT

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS

1. Issue of RFP

2. Pre-Proposal Conference

3. Distribution List Response

4. Deadline to Submit Additional Questions

5. Response to Written Questions/RFP Amendments

6. Submission of Proposal

7. Proposal Evaluation

8. Selection of Finalists

9. Best and Final Offers from Finalists

10. Proposal Presentation by Finalists

11. Finalize Contract

12. Contract Award

13. Protest Deadline

C. GENERAL REQUIREMENTS

1. Acceptance of Conditions Governing the Procurement

2. Incurring Cost

3. Prime Contractor Responsibility

4. Subcontractors

5. Amended Proposals

6. Offeror’s Rights To Withdraw Proposal

7. Proposal Offer Firm

8. Disclosure of Proposal Contents

9. No Obligation

10. Termination

11. Sufficient Appropriation

12. Legal Review

13. Governing Law

14. Basis for Proposal

15. Contract Terms and Conditions

16 Offeror’s Terms and Conditions

17. Contract Deviations

18. Offeror Qualifications

19. Right To Waive Minor Irregularities

20. Change in Contractor Representatives

21. Agency Rights

22. Right To Publish

23. Ownership of Proposals

24. Electronic Mail Address Required

25. Use of Electronic Versions of this RFP

26. Letter of Transmittal

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. NUMBER OF COPIES

C. PROPOSAL FORMAT AND ORGANIZATION

IV. SPECIFICATIONS/EVALUATION CRITERIA

A. INFORMATION

1. Agency Resources

2. Work Performance

3. Level of Effort

4. Time Frame

B. MANDATORY SPECIFICATIONS

5. A. Demonstrated Experience Administering Affordable Housing Act

Programs

6. B. Knowledge of MFA Processes and Compliance Requirements

7. C. Experience Underwriting Single-Family and Multi-Family Housing

Projects

8. D. Capacity to Monitor Affordability Compliance

9. E. Financial Management Capability

10. F. Proposed Fee Structure

V. EVALUATION

A. EVALUATION POINT TABLE/SUMMARY

B. EVALUATION FACTORS

C. EVALUATION PROCESS

APPENDICES:

A. Acknowledgement of Receipt Form

B. Contract Terms and Conditions

C. Mandatory Requirements Checklist

D. Letter of Transmittal Form

E. Campaign Contribution Disclosure Form

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

The County of Valencia is requesting proposals for an Affordable Housing Program

Administrator.

B. SUMMARY SCOPE OF WORK

Provide professional services to Administer the Valencia County Affordable Housing

Program as it relates to the Affordable Housing Program resolution of Valencia County.

The contract(s) shall begin on March 20, 2026 or as soon as possible thereafter and end on

March 19, 2027.

C. SCOPE OF PROCUREMENT

The scope of the procurement shall encompass the defined scope of work.

D. PROCUREMENT MANAGER

The Agency has designated a Procurement Manager who is responsible for the conduct of this procurement whose name, address and telephone number is listed below.

Rustin Porter

Valencia County

444 Luna Ave Suite 100

Los Lunas, NM 87031

Phone: 505-866-2005

Fax: 505-866-2424

Email: rustin.porter@valencianm.gov

All deliveries via express carrier should be addressed as follows:

Valencia County

Attn: Rustin Porter, Purchasing Agent

444 Luna Ave.

Any inquiries or requests regarding this procurement should be submitted to the

Procurement Manager in writing. Offerors may contact ONLY the Procurement

Manager regarding this solicitation. Other agency employees do not have the authority to respond on behalf of the Agency.

E. DEFINITION OF TERMINOLOGY

This section contains definitions and abbreviations that are used throughout this procurement document.

"Agency" or “Purchasing Agency” means the County of Valencia.

“Chief Procurement Officer” or “CPO” means the person holding the position as the head of the central procurement office for the County of Valencia whose address follows:

Procurement Department

444 Luna Ave.

"Contract" or “Agreement” means a written agreement for the procurement of items of tangible personal property or services.

"Contract Administrator" means the individual designated by the Agency to administer the contract after it has been executed.

"Contractor" means a successful Offeror who enters into a binding contract.

"Determination" means the written documentation of a decision by the Procurement

Manager including findings of fact supporting a decision. A determination becomes part of the procurement file.

"Desirable" The terms "may", "can", "should", "preferably", or "prefers" identify a desirable or discretionary item or factor (as opposed to "mandatory”).

"Evaluation Committee" means a body appointed by the Agency management and/or the

Chief Procurement Officer to perform the evaluation of Offeror proposals.

"Evaluation Committee Report" means a document prepared by the Procurement

Manager and the Evaluation Committee for submission to the Agency management and the

Chief Procurement Officer for contract award. It contains all written determinations resulting from the procurement and contains one or more recommendations regarding contract award.

"Finalist" is defined as an Offeror who meets all the mandatory specifications of this

Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

“Key Personnel” means the staff provided by a Contractor or a Subcontractor. Key

Personnel will include at a minimum the [project manager, Rustin Porter], and the

Offeror’s company executive with the responsibility for the overall performance of the

Contract. Key Personnel may appear on-site.

"Mandatory" The terms "must", "shall", "will", "is required", or "are required", identify a mandatory item or factor (as opposed to “desirable”). Failure to meet a mandatory item or factor will result in the rejection of the Offeror's proposal.

"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.

"Procurement Manager” means the person or designee authorized by the Agency and/or the Chief Procurement Officer to manage or administer a procurement requiring the evaluation of competitive sealed proposals.

"Professional Services" means the services of Administering Affordable Housing

Programs.

"Request for Proposals" or "RFP" means all documents, including those attached or incorporated by reference, used for soliciting proposals.

"Responsible Offeror" means an Offeror who submits a responsive proposal and who has furnished, when required, information and data to prove that his financial resources, produc-tion or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible personal property described in the proposal.

"Responsive Offer" or "Responsive Proposal" means an offer or proposal, which conforms in all material respects to the requirements set forth in the request for proposals.

Material respects of a request for proposals include, but are not limited to, price, quality, quantity or delivery requirements.

F. BACKGROUND INFORMATION

The following is a list of topics that should be addressed in this section of the procurement document or relevant documents placed in the Procurement Library:

Agency mission

Agency goals and objectives

Agency description

Physical environmental information

Location of office(s)

Description of analysis or preparatory work completed prior to procurement

Description of any systems, equipment, practices, etc. in place which will affect the contract and/or this procurement

G. PROCUREMENT LIBRARY

The Procurement Manager has established a Procurement Library. The documents listed in the Procurement Library are hereby incorporated into this RFP by reference Offerors are encouraged to review the material contained in the Procurement Library by accessing the documents from the following web site:

https://valencia-nm.bonfirehub.com/portal/?tab=openOpportunities

Other than Offeror-reproduced copies, materials cannot be removed from the library.

The library contains information listed below:

• Procurement Regulations

• Other relevant documents https://valencia-nm.bonfirehub.com/portal/?tab=openOpportunities

II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule for the procurement, describes the major procurement events and the conditions governing the procurement.

A. SEQUENCE OF EVENTS

The Procurement Manager will make every effort to adhere the following schedule:

Action Date

1.Issue of RFP February 22, 2026

2.Pre-Proposal Conference N/A

3.Acknowledgement of Receipt Form February 24, 2026

4.Deadline to Submit Additional Questions February 24, 2026

5.Response to Written Questions/RFP Amendments February 25, 2026

6.Submission of Proposal March 4, 2026

7. Proposal Evaluation March 4, 2026

8. Selection of Finalists March 4, 2026

9. Best and Final Offers from Finalists N/A

10.Proposal Presentation by Finalists N/A

11.Finalize Contract March 4, 2026

12.Contract Award March 5, 2026

13.Protest Deadline March 20, 2026

B. EXPLANATION OF EVENTS

The following paragraphs describe the activities listed in the sequence of events shown in

Section II, Paragraph A.

1. Issue of RFP

This RFP is being issued by the Agency and the Procurement Department.

2. Pre-Proposal Conference

A pre-proposal conference will not be held.

3. Distribution List Response Due

Potential Offerors should hand deliver or return by facsimile or by registered or certified mail the "Acknowledgement of Receipt of Request for Proposals Form" that accompanies this document (See Appendix A) to have their organization placed on the procurement distribution list. The form should be signed by an authorized representative of the organization, dated and returned by 4:00 P. M. on the date indicated in the Sequence of Events.

The procurement distribution list will be used for the distribution of written responses to questions and any RFP amendments.

Failure to return this form shall constitute a presumption of receipt and rejection of the RFP, and the potential Offeror's organization name shall not appear on the distribution list.

4. Deadline to Submit Additional Written Questions

Potential Offerors may submit additional written questions as to the intent or clarity of this RFP until close of business on the date indicated in the Sequence of Events.

All written questions shall be addressed to the Procurement Manager (See Section I, Paragraph D).

5. Response to Written Questions/RFP Amendments

Written responses to written questions and any RFP amendments will be distributed on the date indicated in the Sequence of Events to all potential Offerors whose organization name appears on the procurement distribution list. An Acknowledge-ment of Receipt Form will accompany the distribution package. The form should be signed by the Offeror's representative, dated, and hand-delivered or returned by facsimile or by registered or certified mail by the date indicated thereon. Failure to return this form shall constitute a presumption of receipt and withdrawal from the procurement process. Therefore, the Offeror's organization name shall be deleted from the procurement distribution list.

6. Submission of Proposal

ALL OFFEROR PROPOSALS SHALL BE RECEIVED FOR REVIEW AND

EVALUATION BY THE PROCUREMENT MANAGER OR DESIGNEE NO

LATER THAN 2:00 PM MDT TIME ON THE DATE INDICATED IN THE

SEQUENCE OF EVENTS. Proposals received after this deadline will not be accepted. The date and time will be recorded on each proposal. Proposals shall be submitted through the Valencia County Bonfire web based solicitation software.

Proposals submitted by facsimile will not be accepted.

A public log will be kept of the names of all Offeror organizations that submitted proposals. The contents of any proposal shall not be disclosed to competing Offerors prior to contract award.

7. Proposal Evaluation

The evaluation of proposals will be performed by an evaluation committee appointed by Agency management. This process will take place during the dates indicated in the Sequence of Events. During this time, the Procurement Manager may initiate discussions with Offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions

SHALL NOT be initiated by the Offerors.

8. Selection of Finalists

The Evaluation Committee will select and Procurement Manager will notify the finalist Offerors on March 4, 2026. Only finalists will be invited to participate in the subsequent steps of the procurement.

9. Best and Final Offers From Finalists

Finalist Offerors may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers by the date indicated in the Sequence of Events.

Best and final offers may be clarified and amended at the finalist Offeror's proposal presentation.

10. Proposal Presentation by Finalists

N/A for this Request for Proposal.

11. Finalize Contract

The contract will be finalized with the most advantageous Offeror between dates indicated in the Sequence of Events. In the event that mutually agreeable terms cannot be reached within the time specified, the Agency reserves the right to finalize a contract with the next most advantageous Offeror without undertaking a new procurement process.

12. Contract Award

After review of the Evaluation Committee Report, the recommendation of the

Agency management, if applicable, and the signed contract; the Chief Procurement

Officer will award the contract on the date indicated in the Sequence of Events.

This date is subject to change at the discretion of the Chief Procurement Officer.

The contract shall be awarded to the Offeror or Offerors whose proposal is most advantageous, taking into consideration the evaluation factors set forth in the RFP.

The most advantageous proposal may or may not have received the most points.

The award may be subject to additional appropriate governmental approvals, if applicable.

13. Protest Deadline

Any protest by an Offeror shall be timely and in conformance with the applicable procurement regulations. The fifteen (15) day protest period for responsive Offerors shall begin on the day following the contract award and will end as of close of business on fifteen (15) days after the Contract Award. Protests shall be written and shall include the name and address of the protestor and the request for proposals number. It shall also contain a statement of grounds for protest including appropri-ate supporting exhibits, and it shall specify the ruling requested from the Chief

Procurement Officer. The protest shall be delivered to the Chief Procurement

Officer.

Chief Procurement Officer

444 Luna Ave

Protests received after the deadline will not be accepted.

C. GENERAL REQUIREMENTS

This procurement will be conducted in accordance with the procurement regulations, procurement policies and procedures.

1. Acceptance of Conditions Governing the Procurement

Offerors shall indicate their acceptance of the Conditions Governing the

Procurement section in the letter of transmittal. Submission of a proposal constitutes acceptance of the Evaluation Factors contained in Section V of this RFP.

2. Incurring Cost

Any cost incurred by the Offeror in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the

Offeror.

3. Prime Contractor Responsibility

Any contract that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of the contract with the Agency. The Agency will make contract payments to only the prime contractor.

4. Subcontractors

Use of subcontractors shall be clearly explained in the proposal, and major subcontractors shall be identified by name. The prime contractor shall be wholly responsible for the entire performance whether or not subcontractors are used.

5. Amended Proposals

An Offeror may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals shall be complete replacements for a previously submitted proposal and shall be clearly identified as such in the transmittal letter.

The Agency personnel will not merge, collate, or assemble proposal materials.

6. Offerors' Rights to Withdraw Proposal

Offerors will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The Offeror shall submit a written withdrawal request signed by the Offeror's duly authorized representative addressed to the

Procurement Manager.

The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations.

7. Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for ninety

(90) days after the due date for receipt of proposals or sixty (60) days after receipt of a best and final offer if one is submitted.

8. Disclosure of Proposal Contents

The proposals will be kept confidential until a contract is awarded. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for the material that is proprietary or confidential. The Procurement Manager will not disclose or make public any pages of a proposal on which the Offeror has stamped or imprinted "proprietary" or "confidential" subject to the following requirements.

Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal. Confidential data is normally restricted to confidential financial informa-tion concerning the Offeror's organization and data that qualifies as a trade secret in accordance with New Mexico Uniform Trade Secrets Act [§57-3A-1 to 57-3A-7

NMSA 1978 . The cost of services proposed shall not be designated as proprietary or confidential information.

If a request is received for disclosure of data for which an Offeror has made a written request for confidentiality, the Chief Procurement Officer shall examine the

Offeror's request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the Offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of confidential data.

9. No Obligation

This procurement in no manner obligates the County of Valencia or any of its agencies to the use of any proposed professional services until a valid written contract is awarded and approved by the appropriate authorities.

10. Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the Agency determines such action to be in the best interest of the County of Valencia.

11. Sufficient Appropriation

Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the contractor. The Agency's decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

12. Legal Review

The Agency requires that all Offerors agree to be bound by the General

Requirements contained in this RFP. Any Offeror concerns shall be promptly brought to the attention of the Procurement Manager.

13. Governing Law

This procurement and any agreement with Offerors that may result shall be governed by the laws of the State New Mexico.

14. Basis for Proposal

Only information supplied by the Agency in writing through the Procurement

Manager or in this RFP should be used as the basis for the preparation of Offeror proposals.

15. Contract Terms and Conditions

The contract between the Agency and a contractor will follow the format specified by the Agency and contain the terms and conditions set forth in Appendix B, "Contract Terms and Conditions". However, the Agency reserves the right to negotiate with a successful Offeror provisions in addition to those contained in this

RFP. The contents of this RFP, as revised and/or supplemented, and the successful

Offeror's proposal will be incorporated into and become part of the contract.

Should an Offeror object to any of the Agency's terms and conditions, as contained in this Section or in Appendix B, that Offeror shall propose specific alternative language to the referenced provisions. The Agency may or may not accept the alternative language. General references to the Offeror's terms and conditions or attempts at complete substitutions are not acceptable to the Agency and will result in disqualification of the Offeror's proposal.

The Agency will consider wording changes to Appendix B, Paragraph 2, Scope of

Work, Duties and Responsibilities only. Offerors shall provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording.

16. Offeror's Terms and Conditions

Offerors shall submit with the proposal a complete set of any additional terms and conditions which they intend to have included in a contract with the Agency. The

Agency is under no obligation to accept any additional terms and conditions.

17. Contract Negotiations

Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between the Agency and the selected Offeror and shall not be deemed an opportunity to amend the Offeror's proposal.

18. Offeror Qualifications

The Evaluation Committee may make such investigations as necessary to determine the ability of the Offeror to adhere to the requirements specified within this RFP.

The Evaluation Committee will reject the proposal of any Offeror who is not a

Responsible Offeror or fails to submit a Responsive Offer as defined in this RFP.

(See Section I, Paragraph F)

19. Right to Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities. The

Evaluation Committee also reserves the right to waive mandatory requirements pro-vided that all of the otherwise responsive proposals failed to meet the mandatory requirements and/or doing so does not otherwise materially affect the procurement.

This right is at the sole discretion of the Evaluation Committee.

20. Change in Contractor Representatives

The Agency reserves the right to require a change in contractor representatives if the assigned representatives are not, in the opinion of the Agency, meeting its needs adequately.

21. Agency Rights

The Agency reserves the right to accept all or a portion of an Offeror's proposal. In addition, the Agency reserves the right to purchase professional services from authorized price agreements or in accordance with applicable provisions procurement regulations.

22. Right to Publish

Throughout the duration of this procurement process and contract term, potential

Offerors, Offerors and contractors shall secure from the Agency written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualification of the Offeror's proposal or termination of the contract.

23. Ownership of Proposals

All documents submitted in response to the RFP may be retrieved by the Offerors, at their expense, after the expiration of the protest period with the following exception.

One complete copy of the selected Offeror's proposal including the Best and Final

Offer, if one was submitted, shall be placed into the procurement file. Those documents will become the property of the Agency and the County of Valencia.

24. Electronic Mail Address Required

A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Offeror shall have a valid e-mail address to receive this correspondence.

25. Use of Electronic Versions of this RFP

This RFP is being made available by electronic means. If accepted by such means, the Offeror acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the

Offeror’s possession and the version maintained by the Procurement Manager, the version maintained by the Procurement Manager shall govern.

26. Letter of Transmittal

Each proposal shall be accompanied by a letter of transmittal (Please Refer to

Appendix E). CAUTION: The proposal shall be binding without restriction.

Offerors shall not include language in the Letter of Transmittal such as “subject to successful negotiation” or words to that effect. The letter of transmittal SHALL follow the format provided and it shall be signed by the appropriate representatives. Failure to follow these instructions shall result in the rejection of the proposal.

27. Campaign Contribution Disclosure Form

Each proposal shall be accompanied by a completed Campaign Contribution

Disclosure Form (Please Refer to Appendix F).

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

Offerors shall submit only one proposal.

B. NUMBER OF COPIES

Offerors shall deliver one (1) original electronic copy of their proposal to the location specified in Section III, Paragraph C on or before the closing date and time for receipt of proposals.

All of the original binders shall be stamped “original”.

C. PROPOSAL FORMAT AND ORGANIZATION

All proposals shall be typewritten and submitted electronically through the Valencia County

Bonfire software.

The proposal shall be organized and indexed in the following format and shall contain, as a minimum, all listed items in the sequence indicated.

a. Letter of Transmittal. See Section II, Paragraph C.26 for requirements.

b. Table of Contents.

c. Proposal Summary (optional).

d. Response to Mandatory Specifications.

1). Demonstrated Experience Administering Affordable Housing Act

Programs

2). Knowledge of MFA Processes & Compliance Requirements

3). Experience Underwriting Single-Family & Multi-Family Housing

Projects

4). Capacity to Monitor Affordability Compliance

5). Financial Management Capability

6). Proposed Fee Structure

e. Campaign Contribution Disclosure Form.

f. Response to Agency Terms and Conditions.

g. Offeror's Additional Terms and Conditions.

h. Other Supporting Material.

Within each section of their proposal, Offerors should address the items in the order in which they appear in this RFP. All forms provided in the RFP shall be thoroughly completed and included in the appropriate section of the proposal. All discussion of proposed costs, rates or expenses shall occur only in binder 2 with the cost response form.

Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

The proposal summary may be included by Offerors to provide the Evaluation Committee with an overview of the technical and business features of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the Offeror's proposal.

Offerors may include other materials that they feel may improve the quality of their responses. However, these materials should be included as items in a separate appendix.

IV. SPECIFICATIONS/EVALUATION FACTORS

A. Information

Proposals submitted in response to this Request for Proposals (RFP) will be evaluated by an

Evaluation Committee appointed by the County. The Committee will evaluate proposals in accordance with the criteria set forth below. The total maximum score available is 1,000 points.

The County reserves the right to award to the Offeror whose proposal is determined to be most advantageous to the County, taking into consideration the evaluation factors set forth herein. Lowest cost shall not be the sole determining factor.

A. Demonstrated Experience Administering Affordable Housing Act Programs

(Maximum 250 Points)

The Offeror shall demonstrate direct experience administering Affordable Housing Act

(AHA) programs or substantially similar affordable housing initiatives funded through state or federal sources.

Evaluation will consider:

Number of years administering AHA or comparable housing programs

Scope, scale, and complexity of programs administered

Total funding amounts managed

Description of services provided, including program design, underwriting, compliance oversight, reporting, and fund disbursement

Demonstrated performance outcomes, including project completion, compliance history, and absence of material findings

References from governmental or quasi-governmental entities

Greater weight will be given to Offerors demonstrating direct experience administering

Affordable Housing Act programs within the State of New Mexico or equivalent statutory programs.

B. Knowledge of MFA Processes and Compliance Requirements

(Maximum 200 Points)

The Offeror shall demonstrate comprehensive knowledge of Mortgage Finance Authority

(MFA) policies, procedures, and regulatory requirements applicable to affordable housing programs.

Evaluation will consider:

Experience coordinating directly with MFA

Familiarity with MFA funding cycles, application processes, and approval requirements

Knowledge of regulatory agreements, income qualification standards, rent restrictions, and affordability periods

Experience with reporting requirements and audit responses

Demonstrated ability to maintain compliance with applicable state and federal regulations

Offerors lacking direct MFA experience must demonstrate equivalent experience working with a state housing finance authority of similar structure and regulatory framework.

C. Experience Underwriting Single-Family and Multi-Family Housing Projects

(Maximum 200 Points)

The Offeror shall demonstrate experience and capability in underwriting both single-family and multi-family affordable housing developments.

Evaluation will consider:

Underwriting methodology and analytical framework

Experience reviewing development budgets, operating pro formas, and sources and uses statements

Familiarity with layered financing structures, including LIHTC, HOME, CDBG, bonds, or other housing finance tools

Risk assessment procedures

Staff qualifications and financial analysis expertise

Number and complexity of projects underwritten

Higher scores will be awarded to Offerors demonstrating experience with complex, multi-source financing structures and long-term financial feasibility analysis.

D. Capacity to Monitor Affordability Compliance

(Maximum 175 Points)

The Offeror shall demonstrate sufficient staffing, systems, and internal controls to monitor long-term affordability compliance.

Evaluation will consider:

Compliance monitoring framework and methodology

Processes for tracking income certifications, rent limits, and affordability periods

On-site inspection procedures

Record retention policies

Corrective action procedures

Technology or compliance tracking systems utilized

History of compliance findings or audit results

Preference will be given to Offerors with established monitoring systems and demonstrated long-term compliance oversight experience.

E. Financial Management Capability

(Maximum 125 Points)

The Offeror shall demonstrate sound financial management systems and internal controls sufficient to administer public funds in compliance with applicable regulations.

Evaluation will consider:

Accounting systems utilized

Internal control policies and segregation of duties

Experience administering public or grant funds

Audit history and financial statement review

Financial reporting capability

Cash management procedures

Higher scores will be awarded to Offerors demonstrating strong fiscal oversight, clean audit history, and experience managing restricted public funds.

F. Proposed Fee Structure

(Maximum 50 Points)

The Offeror shall submit a detailed fee proposal for the services outlined in this RFP.

Evaluation will consider:

Total proposed compensation

Breakdown of fees by task or service component

Transparency and clarity of pricing

Cost reasonableness

Alignment between proposed scope of work and compensation

Overall value to the County

The lowest cost proposal will not automatically receive the maximum score. The County reserves the right to determine which proposal represents the best value.

Total Possible Points: 1,000

The County may conduct interviews, request clarifications, or enter into negotiations in accordance with applicable procurement regulations. Final award shall be made to the Offeror whose proposal is determined to be most advantageous to the County, taking into consideration the evaluation criteria set forth above.

10. Resident Business Preference

Pursuant to Section 13-1-21 and Section 13-1-22 NMSA 1978 a resident business possessing a valid resident business certificate shall receive 5% (50 Points). The

Offeror’s proposal must contain a copy of the Resident Business Preference Certificate issued by the New Mexico Taxation and Revenue Department in order to qualify for the preference.

11. Resident Veterans Preference

Pursuant to Section 13-1-21 and Section 13-1-22 NMSA 1978 a resident veteran may submit a completed Resident Veterans Preference Certificate in the proposal. The resident veteran shall receive up to 10% (100 Points). The Offeror’s proposal must contain a

Resident Veterans Preference Certificate issued by the New Mexico Taxation and

Revenue Department in order to qualify for the preference.

V. EVALUATION

A. Evaluation Point Summary

Proposals will be evaluated on a total possible score of 1,000 points. Points shall be allocated among the evaluation criteria as follows:

Evaluation Factor Maximum Points

A. Demonstrated Experience Administering Affordable Housing Act Programs 250 Points

B. Knowledge of MFA Processes and Compliance Requirements 200 Points

C. Experience Underwriting Single-Family and Multi-Family Housing Projects 200 Points

D. Capacity to Monitor Affordability Compliance 175 Points

E. Financial Management Capability 125 Points

F. Proposed Fee Structure 50 Points

TOTAL POSSIBLE POINTS 1,000 Points

ADDITIONAL OPTIONAL POINTS

Points will be awarded based on Offerors ability to provide a copy of a current Resident Business

Certificate OR Resident Veterans Certificate

Resident Business Preference 50

Resident Veterans Preference 50

TOTAL 1100

B. EVALUATION FACTORS

Points will be awarded on the basis of the following evaluation factors:

1. Demonstrated Experience Administering Affordable Housing Act

Programs

Maximum: 250 Points

0–100 pts: Limited or no direct experience

101–175 pts: Moderate experience; some comparable program administration

176–225 pts: Significant experience with documented outcomes

226–250 pts: Extensive, directly relevant experience with multiple successful programs and strong performance history

Evaluation Focus:

Years of experience, scope of programs administered, documented results, references, and past compliance record.

2. Knowledge of MFA Processes & Compliance Requirements

Maximum: 200 Points

0–75 pts: General knowledge; limited direct MFA familiarity

76–140 pts: Working knowledge with some MFA interaction

141–180 pts: Strong knowledge with demonstrated compliance oversight

181–200 pts: Extensive direct experience navigating MFA processes, reporting, audits, and regulatory requirements

Understanding of reporting timelines, regulatory frameworks, audit preparedness, and coordination with MFA.

3. Experience Underwriting Single-Family & Multi-Family Housing Projects

Maximum: 200 Points

0–75 pts: Limited underwriting experience

76–140 pts: Experience in either single-family or multi-family

141–180 pts: Strong experience in both sectors

181–200 pts: Extensive underwriting experience with complex or layered financing structures

Financial analysis capability, deal structuring, risk assessment, layered funding familiarity.

4. Capacity to Monitor Affordability Compliance

Maximum: 175 Points

0–60 pts: Limited monitoring framework

61–120 pts: Adequate monitoring systems and staffing

121–155 pts: Strong compliance tracking and reporting systems

156–175 pts: Comprehensive compliance infrastructure, audit-ready systems, and strong internal controls

Monitoring systems, reporting tools, staffing levels, internal controls, history of compliance findings.

5. Financial Management Capability

Maximum: 125 Points

0–45 pts: Basic financial management processes

46–90 pts: Established systems with moderate internal controls

91–115 pts: Strong fiscal controls, reporting systems, and audit history

116–125 pts: Demonstrated excellence in financial stewardship, clean audits, and strong internal accounting systems

Accounting systems, segregation of duties, audit history, grant management capability.

6. Proposed Fee Structure

Maximum: 50 Points

0–20 pts: High or unclear fee structure

21–35 pts: Competitive but not lowest

36–45 pts: Highly competitive and well-justified

46–50 pts: Most advantageous cost proposal with strong value

Cost reasonableness, transparency, alignment with scope, overall value to the

County.

Additional Optional Points

Resident Business Preference – Fifty points will be awarded if the proposal contains a copy the Taxation and Revenue Department’s resident business preference certificate unless a Resident Veterans Preference Certificate is also submitted in which case the higher number of points from the Resident Veterans

Preference shall be awarded instead. 50 points.

Resident Veterans Preference – One hundred points will be awarded if the proposal contains a copy of the Taxation and Revenue Department’s Resident

Veterans Certificate as follows: Resident veteran’s businesses with annual revenues of $3M or less shall receive 50 points.

C. Evaluation Process

The evaluation process will follow the steps listed below:

1. All Offeror proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive will be eliminated from further consideration.

2. The Procurement Manager may contact the Offeror for clarification of the response as specified in Section II, Paragraph B.7.

3. The Evaluation Committee may use other sources of information to perform the evaluation as specified in Section II, Paragraph C.18.

4. Responsive proposals will be evaluated on the factors in Section V that have been assigned a point value. The responsible Offerors with the highest scores will be selected as finalist Offerors based upon the proposals submitted. Finalist Offerors who are asked or choose to submit revised proposals for the purpose of obtaining best and final offers will have their points recalculated accordingly. Points awarded from the oral presentations will be added to the previously assigned points to attain final scores. The responsible Offeror whose proposal is most advantageous to the

Agency, taking into consideration the evaluation factors in Section V, will be recommended for contract award as specified in Section II, Paragraph B.12. Please note, however, that a serious deficiency in the response to any one factor may be grounds for non-selection regardless of overall score.

APPENDIX A

Acknowledgement of Receipt Form

REQUESTS FOR PROPOSALS

AFFORDABLE HOUSING PROGRAM ADMINISTRATOR

ACKNOWLEDGEMENT OF RECEIPT FORM

In acknowledgement of receipt of this Request for Proposal the undersigned agrees that he/she has received a complete copy, beginning with the title page and table of contents, and ending with

Appendix D.

The acknowledgement of receipt should be signed and returned to the Procurement Manager no later than 4:00 P. M. on February 24, 2026. Only potential Offerors who elect to return this form completed with the indicated intention of submitting a proposal will receive copies of all Offeror written questions and the Agency's written responses to those questions as well as RFP amendments, if any are issued.

FIRM: _________________________________________________________________

REPRESENTED BY: _____________________________________________________

TITLE: ________________________________ PHONE NO.: ____________________

E-MAIL: ___________________________ FAX NO.: ________________________

ADDRESS: _____________________________________________________________

CITY: __________________________ STATE: ________ ZIP CODE: _____________

SIGNATURE: ___________________________________ DATE: _________________

This name and address will be used for all correspondence related to the Request for Proposal.

Firm does/does not (circle one) intend to respond to this Request for Proposals.

Valencia County Purchasing Department

444 Luna Ave. Los Lunas, NM 87031

505-866-2005

505-866-2424

Rustin.porter@valencianm.gov

APPENDIX B

Contract Terms and Conditions

VALENCIA COUNTY

STATE OF NEW MEXICO

PROFESSIONAL SERVICES CONTRACT

FOR

Affordable Housing Program Administrator

THIS AGREEMENT is made and entered into by and between the County of Valencia, herein after referred to as the "Purchasing Agency", and [insert contractor name] herein after referred to as the "Contractor."

IT IS MUTUALLY AGREED BETWEEN THE PARTIES:

1. Definitions

a. "Contract Administrator" means the individual designated by the Purchasing

Agency to administer the contract after it has been executed. The Contract

Administrator shall be Grant Administrator for the County of Valencia.

b. "Project Manager" means the individual assigned by the Purchasing Agency to manage the project and administer this Agreement. The Project Manager shall be

Purchasing Agent for the County of Valencia.

c. “Project Plan” means a document approved by the Project Manager which includes a list of tasks to be preformed and the time frame for the completion of each task.

All work under this Agreement shall be performed in accordance with the approved

Project Plan.

2. Scope of Work:

1. Summary

1.1 Valencia County proposes to deploy $1.8 million in State of New Mexico grant funds received pursuant to an Intergovernmental Grant Agreement with the State of New Mexico as set forth herein.

2. Grant Deployment

Valencia County will solicit and contract with a Fair Housing Administrator to develop and administer a limited downpayment assistance program with the following terms:

Income-qualified homebuyers whose household income is at or below the maximum percentage of Area Median Income (AMI) established by the Valencia County Affordable

Housing Ordinance, as amended from time to time.

Downpayment assistance will be $30,000 per borrower with no interest and no payment required from the borrower. The $30,000 will be repaid to the County and placed in an affordable housing trust fund for future affordable housing program initiatives to be established by the Board.

New homebuilders must provide a match of at least $10,000 in additional downpayment assistance or interest rate buydown or other credits to the borrower.

Borrowers must not be restricted to any particular first mortgage lender or product.

The Contractor must meet the requirements of a “qualified grantee” under the Affordable

Housing Act and Rules.

The Contractor must be able to fund the downpayment assistance at the loan’s closing and then seek reimbursement from the County.

The Contractor must be able to service the loans and provide a plan to return any loan repayment to the County’s Affordable Housing Trust fund.

The proposal must provide a price for program implementation and per down payment loan cost.

The Contractor must have the capacity to administer and close on $1.8 million in downpayment assistance by June 10, 2026.

3. Program Purpose and Objectives

The purpose of the County Affordable Housing Program is to dispatch State Grant funds in accordance with Affordable Housing Act, NMSA 1978, Sections 6-27-1 et seq., and the County’s

Affordable Housing Ordinance, by establishing a legally compliant local housing assistance program that enables the County to receive, administer, and distribute Affordable Housing Funds for the benefit of persons of low and moderate income.

The ordinance is intended to provide a transparent, accountable, and fiscally responsible framework under which the County may:

1. Evaluate and approve housing assistance grants or loans;

2. Ensure that all projects comply with the Affordable Housing Act, MFA rules, and County policies;

3. Protect public funds through enforceable contractual obligations, affordability restrictions, and monitoring requirements; and

4. Expand the supply, preservation, and rehabilitation of housing that remains affordable for the duration required by law.

The County’s program is not designed to compete with the private market, but to correct documented market failures that prevent working families, seniors, and vulnerable residents from accessing safe, stable housing at prices consistent with their incomes.

4. Program Structure

4.1 The County shall implement its Affordable Housing Program through a competitively procured independent contractor serving as Program Administrator. The Program Administrator shall act as an agent of the County for administrative purposes only and shall not possess independent authority to obligate County funds without Board approval.

4.2 The Program Administrator shall operate strictly in accordance with:

The Affordable Housing Act;

Applicable MFA Rules;

The County Affordable Housing Ordinance;

The County Affordable Housing Plan;

The terms of the professional services agreement executed with the County.

4.3 The County retains all final decision-making authority regarding certification, funding awards, execution of grant agreements, and enforcement actions.

4.4 The independent contractor shall provide comprehensive administrative services, which may include the following functions.

4.4.1 Program Design and Implementation Support. The contractor shall assist the

County in refining program guidelines, application materials, evaluation criteria, and compliance procedures consistent with statutory and ordinance requirements. The contractor shall ensure that all procedures align with definitions and requirements governing Qualifying Grantees, Affordability Periods, security provisions, and certification standards established in the ordinance.

4.4.2 Application Intake and Processing. The contractor shall develop and publish application materials, conduct applicant outreach, receive and log applications, perform completeness reviews, and request supplemental information where necessary. The contractor shall not independently approve or deny applications.

4.4.3 Underwriting and Technical Review. The contractor shall perform technical and financial review of proposed projects, including evaluation of development budgets and sources and uses, review of pro forma projections, analysis of financial feasibility and leverage, assessment of applicant capacity and compliance history, and verification of income targeting and affordability structure. The contractor shall prepare written staff reports and funding recommendations for review by County staff and presentation to the Board of County

Commissioners. Where required, the contractor shall prepare draft certification materials for submission to the Mortgage Finance Authority. All certifications shall be executed by authorized

County officials in accordance with the ordinance. The contractor shall serve as liaison with

MFA but shall not independently bind the County.

4.4.4 Grant Agreement Preparation. Upon Board approval of an award, the contractor shall assist in preparing funding agreements, affordability covenants, land use restrictions, and related documents, subject to review and approval by the County Attorney.

4.4.5 Monitoring and Compliance. The contractor shall administer ongoing compliance monitoring during the Affordability Period as required by the ordinance, including income eligibility verification procedures, rent or sales price compliance, annual reporting requirements, file reviews, on-site inspections where appropriate, and tracking of Affordability Period expiration dates. The contractor shall prepare periodic compliance reports to the County.

4.4.6. Financial Administration. The contractor may assist in processing reimbursement requests and verifying eligible expenditures. However, all disbursements shall be approved and issued by the County. The contractor shall not hold or commingle County housing funds unless expressly authorized and subject to strict fiscal controls and segregation requirements.

4.4.7 Oversight and Accountability. The independent contractor shall maintain adequate accounting systems, carry required insurance coverage, submit periodic performance reports, permit County audit access, and comply with all federal, state, and local laws. The County shall retain the right to terminate the administrative contract for cause, non-performance, or convenience pursuant to the terms of the professional services agreement.

4.4.8 Compensation Structure. Compensation for the Program Administrator may be structured as a fixed annual fee, a per-application processing fee, a per-unit monitoring fee, or a hybrid structure tied to measurable deliverables. The County may include performance benchmarks tied to timeliness of reviews, quality of underwriting, compliance accuracy, and reporting reliability.

4.4.9 Procurement Structure. The County shall procure the Program Administrator through a competitive Request for Proposals issued pursuant to the New Mexico Procurement

Code. The solicitation shall evaluate respondents based on demonstrated experience administering Affordable Housing Act programs, knowledge of MFA processes and compliance requirements, experience underwriting single-family and multi-family housing projects, capacity to monitor affordability compliance, financial management capability and proposed fee structure.

5. Market Need and Income Eligibility

5.1 The County finds that:

5.1.1 Housing costs have increased at a rate exceeding median household income growth, resulting in a growing affordability gap for working…