2-SOW - Relocation and Property Management Services.pdf

City of Akron

Lead Safe Akron Program Relocation and Property Management Services

SCOPE OF WORK

PURPOSE

The City of Akron’s Department of Neighborhood Assistance Housing Rehabilitation Division is requesting proposals to provide Relocation and Property Management Services for the Lead Safe Akron Program. The purpose of this RFP is to solicit non-profit housing agencies (Agency) that are interested in providing temporary relocation and property managements services to assist the City of Akron with its Lead Safe Akron lead abatement program. The program begins March 15, 2025, and runs through March 15, 2029.

Program Description: The Lead Safe Akron Program is to provide financial and technical assistance to eligible owner-occupied, single-family structures and to occupied or vacant rental properties of up to 4 units to address lead-based paint hazards. Residents cannot remain in the home while lead work is being performed, therefore, the program requires a partner to conduct relocation services for a maximum of 250 units and property management for 3 safe houses.

PROPOSAL REQUIREMENTS

Please provide the following required information in your proposal response for the Lead Safe Akron program.

• Agency Name

• Agency Mailing Address

• Agency Director

• Primary Contact Person, Title, Email Address, and Phone Number

• Agency Phone and Fax Number

• Email Address

• Website Address

• Number of years agency has been in existence

• Tax Identification Number

• Unique Employer Identification Number (UEI)

The following constitute your proposal:

1. Narrative describing the Agency’s:

a. organizational experience

b. management plan for the program

Copies of the following documents must accompany your proposal:

1. IRS Tax Exempt Confirmation letter (501c3)

2. Incorporation Certificate from the Secretary of State

3. List of current Board of Directors and their term(s) of office.

4. Current organization chart with names of all staff members

5. The agency’s most recently submitted audit.

6. The agency’s liability insurance coverage

Agency Eligibility and Requirements (applicants must satisfy ALL criteria below):

To be eligible for this program, the Agency:

1. Must be a legally established organization located in the City of Akron or Summit County, Ohio and be in good standing with the City.

2. Must not have been removed from any City of Akron program within the last 10 years.

3. Must have at least 5 years’ experience operating federally funded housing rehabilitation programs for 1–4-unit residential structures, including compliance with lead abatement regulations.

4. Must be registered in the federal System for Award Management (SAMS) with a UEI number

5. Must not appear in the Federal Excluded Parties List System (EPLS)

6. Must provide a copy of the agency’s most recent audit

7. Must follow the cost allocation plan which details how City funds will be assigned

(see fee schedule below). Agencies will be reimbursed on a per unit basis.

SCOPE OF RELOCATION SERVICES AND PROCEDURES

Relocation during lead hazard reduction work is required. Homeowner cannot re-occupy the property until clearance is achieved and inspected by a licensed LIRA inspector.

There are 3 forms of relocation:

o With family or friends (gift card) o Safe house (a house that has been made lead safe for temporary occupation) o A hotel o Relocation to a hotel must be 10 days or less, unless approved by the City. (in the case where a job extends beyond 10 days, the contractor will pay for the additional hotel stay) o NOTE: Pets will not be relocated. The pet owner must make arrangements for care of their pets during the relocation period.

The Representative will provide the following temporary relocation services:

o Client orientation

• Discussion of the best relocation option.

• Review overall process.

• Detail what and how to pack up the house.

• How and what to take with them.

• How and what to pack for storage during the work

• Explain allowed and prohibited activities while residing in safe house or hotel.

• When they will be allowed to return home.

o Walk through and video of client’s home at the time of relocation.

o Walk through and video of safe house prior to client moving in.

The Relocation Representative will be notified when clearance is achieved. The

Representative will arrange for the homeowner to move back home.

o Inspection and video of the client’s home

Notify the City and the client if there has been any problems or damage to the client’s home.

o Inspection of the safe house Notify client of any damage they are responsible for paying for, including lost or stolen items.

Fee Schedule:

o Representative will be paid using the following schedule:

Relocation with family or friends $500/unit Relocation to a safe house $500/unit Relocation to a hotel $500/unit o As an incentive to relocate with family and friends, there will be a $500.00 gift card given to the residents upon return to their home. This gift card and related fees will be reimbursed to the relocation agency.

o Hotel fees will be reimbursed to the relocation agency.

Reporting: the Relocation Representative will be expected to provide the City with a quarterly report (concurrent with the HUD required quarterly reports prepared by the City on relocation activities. Quarterly reporting will be due by the following dates:

o April 10th for the January – March report o July 10th for the April – June reports o October 10th for the July – September report o January 10th for the October – December report o If the 10th falls on a weekend, the report is due the following Monday.

This report will contain:

o Number of households relocated.

o Location of relocations o Client demographics

SCOPE OF PROPERTY MANAGEMENT SERVICES

Safe Houses o Provide three (3) (City Approved) 3-bedroom houses located in the North, South, East or West neighborhoods of the City of Akron. Only one house in each area will be approved.

o Each house shall be provided with Cable TV, WiFi internet, land line phone, gas, electric, water and security system.

o Cleaning services, extermination, lawn service, snow removal and maintenance shall be provided as needed.

o Rent, utilities and services shall be listed on an invoice and be submitted to the City of Akron for reimbursement o The City will provide all furnishings for the properties including mattress covers, linens, utensils and paper products. These items shall be invoiced separately from the contract.

o All houses shall be insured.

o Provide inventory of items provided to each safe house at the beginning and at the end of the program.

Fee Schedule o Up to $2,700.00 per house/per month including utilities and services o $300.00 per house/per month maintenance fee o Furniture and other supplies may be purchased, with approval of the city, and will be reimbursed on a separate invoice from the contract.

Contract Term:

The contract term will begin once the RFP is awarded, and the contract is fully executed with all signatures obtained and will end no later than March 15, 2029.

Selection Process Each proposal will be evaluated and scored by the City according to the submission criteria listed in the Scope of Services. Proposals with the highest scores will be selected for the program. The city will select only 1 agency.

o Organizational Capacity 30 points o Experience with temporarily relocating families 40 points o Management Plan 20 points o Budget 10 points