2020.046P_Portfolio_Rehabilitation_and_Critical_Repairs_FINAL.pdf

Proposal submissions will not be accepted in electronic form. All submissions must be delivered in hard copy in accordance with the instructions of the document.

REQUEST

FOR

PROPOSALS

Portfolio Rehabilitation and Critical Repairs

FOR

WASHINGTON COUNTY, OREGON

PROPOSAL DUE BEFORE: 3 pm (PT) Thursday May 21, 2020

(NO. 2020.046P)

PLEASE NOTE:

Copies of solicitation documents obtained from sources other than the Washington County Purchasing Division or ORPIN are not valid documents.

COPY OF LEGAL ADVERTISEMENT

WASHINGTON COUNTY, OREGON

REQUEST FOR PROPOSALS

(No. 2020.046P)

The Washington County Housing Authority (HAWC) requests proposals from professional consultants to provide Financial and Development Advisory Services to support a variety of services including portfolio repositioning, acquisitions, renovation and new construction projects.

Proposals must be received by 3:00 pm Thursday May 21, 2020 in the Washington County Purchasing Division Office, Charles D. Cameron Public Services Building, Suite 270, 155 North First Avenue, Hillsboro, OR 97124. Proposals received after the designated time and date, per the official bid clock located in Purchasing, will be returned unopened.

The County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding by the County it is in the public interest to do so.

A copy of the Request for Proposal document is posted on ProcureNOW at:

https://secure.procurenow.com/portal/washington-county-or the County’s electronic solicitation provider. Proposal documents can be viewed and downloaded from that site. Proposers are responsible for checking the site for any addendums before submitting their proposals to the site.

The Washington County Board of Commissioners reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the County.

Dated this 5th day of 2020.

Suzi Fulcher Purchasing Manager Phone: (503) 846-8734

Published: May 05, 2020 ORPIN https://secure.procurenow.com/portal/washington-county-or

GENERAL INSTRUCTIONS TO PROPOSERS

The following instructions, terms and conditions apply to all proposals to provide either goods or services to Washington County.

1 PRECEDENCE OF PROPOSAL DOCUMENTS

1.1 The order of precedence of documents is as follows:

1. Special Instructions

2. Standard Contract Terms & Conditions

3. Specifications/Scope of Work

4. General Instructions

2 COPIES OF PROPOSAL DOCUMENTS

2.1 Documents obtained from sources (such as directly from other contractors) other than the

Washington County Purchasing Division or ProcureNOW (https://secure.procurenow.com/portal/washington-county-or) are not valid proposal documents. It is the proposer's responsibility to insure they are listed as an interested party on the ProcureNOW website for a particular project in order to receive notification of all addenda as well as additional relevant information.

3 LAWS AND REGULATIONS

3.1 The proposer is assumed to be familiar with all Federal, State, County or City laws or regulations, which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work, and no pleas of misunderstanding will be considered on account of ignorance thereof. If the proposer shall discover any provision in these specifications or project information, plans or contract documents which is contrary to or inconsistent with any law or regulations, they shall report it to County in writing.

3.2 All work performed by the contractor shall be in compliance with all Federal, State, County and local laws, regulations and ordinances. Unless otherwise specified, the contractor shall be responsible for obtaining for applicable permits and licenses.

4 COOPERATIVE PURCHASING

4.1 Pursuant to the intent of Oregon Revised Statutes, Chapter 279A.200, any publicly funded city, county, district, agency or similar entity shall have the authority to purchase specified goods/services directly from contractor under the terms and conditions of this contract.

4.2 The proposer agrees to extend identical pricing and services to other public agencies for the same terms.

4.3 Each contracting agency will execute a separate contract with the successful proposer for its requirements. Any ordering and billing shall take place directly between the proposer and such entity.

4.4 Any proposer, by written notification at the time of the proposal due date and time, may decline to extend the prices, services and terms of this proposal to any, and/or all other public agencies. There is no penalty for declining cooperative procurements.

5 RECYCLED MATERIALS AND SUSTAINABLE PRODUCTS AND PROCESSES

5.1 Contractor is encouraged to use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract.

5.2 Washington County prefers materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the Specifications.

5.3 Washington County supports and encourages the use of sustainable products by the

Contractor. To contribute to a clean environment for present and future generations, Contractor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract.

6 SPECIFICATION PROTEST PROCESS

6.1 Delivery: A proposer must deliver a protest of specifications to the County in writing no later than seven (7) calendar days prior to the proposal due date as follows:

Specification Protest Proposal#: 2020.046P Washington County Purchasing Division ATTN: Purchasing Manager 155 North First Avenue, Suite 270 MS 28 Hillsboro, Oregon 97124-3072

6.2 Content: A proposer’s written protest must include:

6.2.1 A detailed statement of the legal and factual grounds for the protest;

6.2.2 description of the resulting prejudice to the proposer; and

6.2.3 a statement of the form of relief requested or any proposed changes to the specifications.

6.3 County Response: The County may reject without consideration a proposer’s protest after the deadline established for submitting protest. The County shall provide notice to the applicable proposer if it entirely rejects a protest. If the County agrees with the proposer’s protest, in whole or in part, the County shall either issue an addendum reflecting its determination or cancel the solicitation.

6.4 Extension of Closing: If the County receives a written protest from a proposer in accordance with this rule, the County may extend closing if the County determines an extension is necessary to consider the protest and to issue addenda, if any, to the solicitation document.

6.5 Judicial review of the County’s decision relating to a specification protest shall be in accordance with ORS 279B.405.

7 PROPRIETARY INFORMATION

7.1 The County is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the County to disclose all records generated or received in the transaction of County business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS 192.501 (2)) and computer programs (ORS 192.501(15)). The County will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations.

7.2 The entire RFP cannot be marked confidential, nor, shall any pricing be marked confidential.

7.3 All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner:

7.3.1 It shall be clearly marked in bulk and on each page of the confidential document.

7.3.2 It shall be kept separate from the other RFP documents in a separate folder or file.

7.3.3 Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

7.3.4 Where such conflict occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.”

7.3.5 This statement shall be inserted in the place where the requested information was to have been placed.

7.4 Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. Should a proposal be submitted as described in this section no portion of it can be held as confidential unless that portion is segregated as described in the criteria above.

7.5 Notwithstanding the above procedures, the County reserves the right to disclose information that the County determines, in its sole discretion, is not exempt from disclosure or that the County is directed to disclose by the County’s Attorney, the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the County will notify the Proposer. If the Proposer disagrees with the County’s decision, the County may, but is not required to enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

8 RECEIPT OF PROPOSALS

8.1 All proposals must be uploaded through the County Procurement Portal.

8.2 It is the sole responsibility of the proposer to insure proposals are uploaded by the due date and time.

9 PHONE PROPOSALS, LATE PROPOSALS OR MODIFICATIONS

9.1 Late proposals or modifications of proposals will be handled in the following manner:

9.1.1 It is the sole responsibility of the proposer to ensure receipt of proposals by the County at the specified time and location. Proposals received after this time will not be considered and will be returned unopened.

9.2 Any modification of a proposal is subject to the same conditions set forth in 10.1.1 above.

9.3 Phone proposals will not be accepted. FAX or electronically transmitted proposals will not be considered unless authorized by the special instructions.

10 CERTIFICATION AND CONTRACT OFFER

10.1 An individual of the company who is authorized to legally obligate the company must sign the certification and contract offer in ink before an award will be made.

10.2 An offer will not be considered for award where the certification has been omitted, modified or not properly signed prior to presentation to the County Administrator or Board of Commissioners for award.

11 PERIOD PROPOSAL SHALL REMAIN VALID

11.1 All proposals shall remain firm for a period of 180 calendar-days after date specified for receipt of proposals.

12 OWNERSHIP AND USE OF DOCUMENTS

12.1 All documents submitted to the County shall become public records, subject to disclosure, unless otherwise protected pursuant to the Oregon Public Records Law.

13 ACCEPTANCE, REJECTION OR CANCELLATION OF AWARD

13.1 Washington County reserves the right to accept or reject any or all proposals received as a result of this RFP and to negotiate with any qualified proposer(s) for all or part of the requested goods and services. All proposals become the property of the County.

13.2 This RFP does not commit the County to award a contract or to pay any costs incurred by companies responding. Washington County reserves the right to cancel award of this contract at any time before execution of the contract if cancellation is deemed to be in the County's best interests. In no event shall the County have any liability for the cancellation of the award. All costs of the proposal process, interviews, contract negotiations, and related expenses are the responsibility of the proposer.

13.3 Acceptance of a proposal is subject to budget approval, appropriation and budgetary constraints.

14 RIGHTS OF BOARD OF COMMISSIONERS

14.1 The Board of Commissioners expressly reserves the following rights:

14.1.1 To waive irregularities in the proposals submitted.

14.1.2 To cancel the procurement or reject any proposals or portions thereof in accordance with ORS 279B.100.

14.1.3 To base awards with due regard to quality of services, experience, compliance with specifications, proposal response, and other such factors as necessary in the circumstances.

14.1.4 To make the award to any proposer whose proposal, in the opinion of management and the Board, is in the best interest of the County.

14.1.5 To negotiate contract terms and conditions.

15 QUALIFICATIONS/INVESTIGATION OF REFERENCES/RESPONSIBLE

PROPOSER

15.1 Qualifications of proposers will be evaluated when determining the award. Proposers may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature.

15.2 The County reserves the right to investigate references and to consider the past performance of any proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the proposer.

15.3 Before awarding a contract, the County shall determine that the apparent successful proposer has met the requirements of responsibility outlined in ORS 279B.110.

16 AWARD RECOMMENDATION

16.1 The notice of intent to award will be posted on the ORPIN website at least seven (7) days before the award of the contract. See Section 18 of this section for protest of award.

16.2 The decision by the Board or the County Administrator to award the contract shall constitute the final decision of the County to award the contract.

17 INSPECTION OF PROPOSALS

17.1 Subject to the provisions of the Oregon Public Records Law, all proposals received will be available for public inspection after the notice of intent to award has been published.

Public inspection of hard copy files is by appointment only. If possible, proposals will be provided via an electronic link.

17.2 Copies of material from proposal files may be obtained from the Washington County

Purchasing Division upon payment of a charges based upon the current County Fee Schedule.

17.3 Prepayment is required for mailing copies of materials from the proposal files.

18 PROTESTS AND JUDICIAL REVIEW OF CONTRACT AWARD

18.1 Purpose. The award by the Washington County Board of Commissioners of the contract shall constitute a final decision of the County to award the contract if no written protest of the award is filed A proposer may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County's contract award decision.

18.2 Delivery. A proposer must deliver a written protest to the Washington County

Purchasing Manager within seven (7) days after issuance of the notice of intent to award the contract at:

Washington County Purchasing Attn: Suzi Fulcher, Purchasing Manager 155 N First Ave., MS 28 Hillsboro, OR 97124 Or via email:

Suzi_fulcher@co.washington.or.us

18.3 Content of Protest. A proposer’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Proposer may not protest the content of specifications in an award protest. Proposers may protest only deviations from laws rules, regulations, or procedures including procedures set out in this RFP. Disagreement with the scoring by the Selection Committee is not a basis for protest. Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based.

18.4 County Response. The County shall not consider a proposer’s contract award protest submitted after the timeline established for submitting such protest. The County shall issue a written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the County upholds the protest, in whole or in part, the County may in its sole discretion either award the contract to the successful protestor or cancel the procurement or solicitation. The County shall not consider any protest against award based on the content of specifications.

18.5 Judicial Review. Judicial review of the Board’s or its designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415.

19 NEGOTIATION WITH AWARDED CONTRACTOR(S)

19.1 The County reserves the right to negotiate final contract terms with the awarded contractor to the fullest extent allowed by law and as in the best interest of the County.

20 CONTRACTOR’S RESPONSIBILITY

20.1 It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods, or the lack thereof, shall not affect the contractor’s liability, or status as independent contractor, and contractor will remain responsible for the cost of all permits unless otherwise specified.

mailto:Suzi_fulcher@co.washington.or.us

20.2 Contractor agrees to meet the highest standards prevalent in the industry or business most closely related to the goods or services of this proposal.

21 SOCIAL EQUITY

21.1 In order to promote economic growth, the County seeks to maximize the participation of diverse consultants, partners, contractors, and suppliers throughout the duration of the project.

21.2 Working in a way that promotes the empowerment of individuals, organizations, and communities most affected by inequities is a practical method of achieving equity. We want to integrate empowering equity strategies that allow for authentic voice to be heard and ultimately represented in decisions from this delivery of service.

21.3 The County values the community as a whole and calls out those providing and receiving services should have a positive economic impact from the delivery of services that is long term and positively changes our hierarchical systems to incorporate those who are most affected by inequities.

21.4 It is the County’s desire to create full and equal access to opportunities for all people that enable them to attain their full potential. We pay particular attention to the development of income and wealth for communities most affected by inequities.

SPECIAL INSTRUCTIONS TO PROPOSERS

In addition to the enclosed project/proposal information and general instructions, the following special instructions apply to this proposal only.

22 PROPOSED TIMELINES

DATE ACTIVITY

May 05, 2020 Date of Legal Advertisement Five (5) calendar days before proposal due date Submit Protest to Specifications Five (5) calendar days before proposal due date;

before 5 p.m. (PT)

Last Day to Submit Questions

3:00 pm Thursday May 21 Proposal Due Date May 22 – June 05, 2020 Evaluation Process June 15 – 19, 2020 Interviews (if necessary) Site Visits (if necessary) Seven (7) calendar days before award of contract Notice of Intent to Award

June 23, 2020

Award Recommendation to County Administrator or Board of Commissioners

22.1 The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal directly from the County or from ORPIN.

23 CONTACT PERSON

23.1 Direct all questions regarding the meaning or intent of the solicitation documents in writing to the contact person, Josh Crites through the procurement portal.

24 INTERPRETATIONS AND ADDENDA

24.1 Any interpretation or correction of any part of this RFP will be made only by addenda, duly issued by Washington County. Copies of such addenda will be posted to ORPIN. Proposers shall not be allowed to take advantage of any errors in or omissions from this RFP. Full instructions will be given if such error or omission is discovered and timely called to the attention of Washington County. Failure of a Proposer, or any of its representatives, to comply with this paragraph may result in their proposal being rejected.

24.2 Receipt of addenda must be acknowledged on the certification and contract offer form.

24.3 Proposers shall be solely responsible to check for and download all addenda, if any, from the

ProcureNOW website prior to submitting their proposals.

24.4 All questions pertaining to this RFP shall be addressed only through the ProcureNOW portal. Do not contact any other Washington County staff, employee or official regarding this RFP. Communication between a Proposer and any Washington County staff is prohibited from the time the Request for Proposals (RFP) is advertised until the award of a contract to the proposer selected.

25 RESPONSE FORMAT

25.1 The proposal shall be prepared succinctly, providing a straight forward, concise description of the proposer’s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits.

25.2 The proposal should contain no more than 15 pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the proposer to perform the work described. The minimum font shall be twelve (12) point single spaced and the minimum margins shall be one (1) inch on all sides.

26 PROPOSAL CONTENT

To facilitate evaluation, please prepare your proposal according to the format outlined below:

26.1 Letter of Transmittal/Cover Letter Should include the following:

26.1.1 Structure or type of business entity and name(s) of the person(s) authorized to represent the Proposer in any negotiations

26.1.2 Name(s) of the person(s) authorized to sign any contract that may result

26.1.3 Contact person’s name, mailing or street addresses, phone numbers, and email address

26.1.4 Statement that no redactions are requested, if applicable

26.1.5 A legal representative of the Proposer, authorized to bind the firm in contractual matters, must sign the Cover Letter

26.2 Certification and Contract Offer. (Attachment A, Proposal Response Packet) Failure to sign and submit this form may be cause for rejection.

26.3 FIRM OVERVIEW: A general description of your firm including the nature of the business or organization, a brief summary of its history, its size and organizational structure.

26.4 EXPERIENCE:

26.4.1 Acquisition of Properties and 4% LIHTC Re-syndication of Currently Owned

Properties: Describe your firm’s experience with similar projects including your experience with the 4% Low Income Housing Tax Credit (LIHTC) program.

Describe various financial packages that your firm has developed which use LIHTC’s in conjunction with other financing to acquire or preserve affordable housing. Please list specific projects that your firm served as the consultant on, highlighting both the financial and development results of those projects.

26.4.2 Working with Public Housing Authorities in the Pacific Northwest: Describe your firm’s experience working with public housing authorities in the Pacific Northwest.

Indicate the housing authority, the type of projects completed, type of financing and specific information on the project.

26.4.3 Portfolio Restructuring: Describe your firm’s experience to working with other public housing authorities to analyze their real estate portfolio and provide recommendations as to repositioning and restructuring.

26.4.4 Public Housing Repositioning: Describe your firm’s experience with Rental

Assistance Demonstration (RAD) conversions and Streamlined Voluntary Conversion (SVC). Describe the various tasks associated with RAD conversions and the approach that your firm would use in assisting HAWC in a successful RAD conversion or SVC Conversion.

26.4.5 HUD Section 18 (Demolition/Disposition) Conversion of Public Housing Projects:

Describe your firm’s experience with HUD’s Section 18 program. Describe the various tasks associated with a Section 18 conversion and the approach your firm would use in assisting HAWC in a successful Section 18 conversion.

26.4.6 Hope VI, Choice Neighborhoods, and Other HUD Mixed-Finance Projects:

Describe your firm’s experience with Hope VI, Choice Neighborhoods, and other HUD mixed-finance projects. Describe the various tasks associated with each project and the approach your firm would use in assisting HAWC in successful similar projects.

26.4.7 9% LIHTC New Development Projects: Describe your firm’s experience with similar projects including your experience with the 9% Low Income Housing Tax Credit (LIHTC) program. Describe various financial packages that your firm has developed which use LIHTC’s in conjunction with other financing to acquire or preserve affordable housing. Please list specific projects that your firm served as the consultant on, highlighting both the financial and development results of those projects.

26.4.8 Housing Authority Organizational, Operating and Asset Management: Describe your firm’s experience with assisting PHAs assess organizational best practices, Operating analysis and consulting, and Asset Management experience. Provide examples of work that the firm has completed with other PHAs in this field.

26.4.9 Professional Financial and Development Consulting: Describe your firm’s experience with financial and development consulting including the analysis of Low Income Housing Tax Credit (LIHTC) partnerships that are approaching their 15th year and projecting their ending financial position at the 15th year to recommend actions to mitigate or minimize financial liability to general and managing partnerships. Describe your experience providing ongoing support to agencies that have used your services and your experience reporting information to Boards, and/or agency executive staff.

26.5 PROJECT APPROACH: Describe the general approach your firm would use to efficiently assist HAWC in achieving its objectives.

26.6 PERSONNEL: Identify by name, title and provide resumes of key personnel who will be assigned to work on Task Orders. Resumes should include specific information regarding experience in providing the types of services required and each individual’s anticipated role in providing services.

26.7 REFERENCES: Include a list of at least three references for whom the firm or team members have performed similar work in the last five years (including agency or business name of client, contact person, address, telephone number and e-mail address if available.)

26.8 FEE PROPOSAL: Include a fee proposal and schedule that identifies the reasonable hourly fee for real estate financial advisory services for all staff that might be required for work under the contract resulting from the RFP. Indicate any other potential fee structure that your firm might be willing to propose.

27 GUIDELINES FOR PROPOSAL SUBMITTAL AND RECEIPT

27.1 To be considered for this contract, each proposer must upload its complete proposal to https://secure.procurenow.com/portal/washington-county-or with a separate file for any proprietary information.

27.2 Proposals must be uploaded by 3:00 pm Thursday May 21, 2020. The system will not allow late uploads. Allow plenty of time to ensure your upload is successful. Slow or malfunctioning internet shall not be an acceptable reason for late submissions.

27.3 Proposals will not be read aloud.

27.4 Each submittal shall contain the following:

27.4.1 All proposal response forms, including the signed and dated certification and contract offer sheet. All addenda must be acknowledged.

27.4.2 Responses to Section 26 - Proposal Content

27.4.3 Failure to submit any of the required items may be grounds for rejection of the proposal.

28 EVALUATION CRITERIA AND SELECTION PROCESS

28.1 Consultants’ submittals will be evaluated based on the criteria listed in this section. In preparing the submittal to HAWC, it is important for proposers to clearly demonstrate their expertise in the areas described in this document. Because multiple areas of expertise are required for successfully performing the services indicated, the consultant must demonstrate expertise and have available adequate numbers of experienced personnel in all of the areas described.

Evaluation Criteria Points Firm Overview 5

Working with Public Housing Authorities in the Pacific Northwest

Portfolio Restructuring 30 Public Housing Repositioning 25

HUD Section 18 (Demolition/Disposition) Conversion of Public Housing Projects

Hope VI, Choice Neighborhoods, and Other HUD Mixed-Finance

Acquisition of Properties and the 4% LIHTC Re-syndication of

Currently Owned Properties

9% LIHTC New Development Projects 15 Organizational, Operating, and Asset Management 15 Professional Financial and Development Consulting 20 Project Approach 5 Personnel 5 References 5 Total 200

28.2 Top scoring proposers may be selected for interviews. If oral interviews are determined to be necessary, the scores from the written proposals will be considered preliminary. Final scores, will be determined based on the review and re-evaluation of the written scores and an additional 35 points assigned to the interview process. If interviews are necessary, they will be the week of June 15 – 19, 2020.

28.3 An evaluation panel will rate all responses to this RFP that are received on or before the stated deadline, according to the criteria listed above. Based on its initial evaluation, the panel may:

28.3.1 Make a recommendation to HAWC’s Executive Director and request authority to negotiate a Contract with one or more proposers; or

28.3.2 Request additional information from the proposer whose responses appear to have the greatest likelihood of success; and/or

28.3.3 Invite one or more proposer whose responses appear to have the greatest likelihood of success to attend an interview/presentation to discuss their proposal; and then make a recommendation to HAWC’s Executive Director and request authority to negotiate a contract with one or more proposers.

28.4 By submitting its Proposal in response to this RFP, the Consultant accepts the procurement method used and acknowledges and accepts that the evaluation process will require subjective judgments by HAWC and the evaluation panel.

28.5 HAWC reserves the right to check references only on the highest scoring proposers.

28.6 HAWC reserves the right to obtain clarification of any point in regards to a proposal or to obtain additional information necessary to properly evaluate a proposal.

Failure of a Proposer to respond to such a request for additional information or clarificatio n couldresult in rejection of their proposal.

29 FORM OF CONTRACT

29.1 A copy of the standard personal service contract, and other documents, that the County expects the successful firm or individual to execute is attached as Exhibit A. The contract will incorporate the terms and conditions from this RFP document and the successful proposer's response documents. Firms taking exception to any of the contract terms should indicate the same in their proposals or their exceptions will be deemed waived.

30 INSURANCE REQUIREMENTS

30.1 The insurance requirements for this contract are outlined in the Insurance Requirements

Summary Form.

31 TERM OF CONTRACT

31.1 The maximum term of the contract will be five years.

32 CONTRACT ADMINISTRATION

32.1 The Contract Administrator will be Josh Crites.

SCOPE of WORK

33 BACKGROUND INFORMATION

Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. There is a mix of urban, suburban and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential and commercial activity. It is relatively densely populated. The western half is primarily farms, and rural settings together with several smaller incorporated and unincorporated communities. The County seat of government is located in Hillsboro, Oregon.

Housing Authority of Washington County’s mission is to expand the supply of affordable housing to break the cycle of poverty while improving the quality of life for the entire community. HAWC is governed by a seven-member Board of Directors.

HAWC is the legal entity that owns properties, and the Department of Housing Services (DHS) is the County agency that operates the programs, works with developers and provides services to meet the housing needs of low-income people in Housing Authority of Washington County. The HAWC owns a large and diverse portfolio of multifamily properties located throughout Washington County.

34 GENERAL INFORMATION

34.1 HAWC is undertaking a review of its affordable housing portfolio in order to identify options, opportunities and strategies to reposition HAWC’s assets, address current and projected capital needs and repairs, preserve and increase affordable housing units within HAWC’s portfolio, and strengthen the Authority’s overall long term financial position. As part of this effort, HAWC is seeking proposals of qualification from consultants to analyze the assets in the current affordable housing portfolio, assist HAWC in formulating agency goals, and develop financing strategies to achieve those goals. Services will be ordered by HAWC as needed by means of written Task Order. Potential projects may include Tax Credit syndication, acquisition of existing housing and/or redevelopment of a portion of the Housing Authority public housing portfolio, or new construction.

35 PURPOSE

35.1 The Washington County Housing Authority (HAWC) requests proposals from qualified professional consultants to provide Financial and Development Advisory Services in connection with proposed portfolio restructuring, redevelopments and acquisition of affordable housing. HAWC has an on-going need for these types of professional services to support a wide variety of acquisition, renovation and new construction projects.

35.2 The successful respondent shall perform and carry out services related to financing and development of affordable housing in multiple phases of development including, but not limited to:

SCOPE OF WORK

Rev 9/15

a) Evaluate options and assist HAWC with potential Low Income Housing Tax Credit Syndications.

b) Evaluate options and assist HAWC with potential Public Housing repositioning options.

c) Evaluate options and assist HAWC through a potential HUD Section 18 (demolition/disposition) conversion of public housing.

d) Provide strategic recommendations for asset repositioning, refinancing, renovation, acquisition, disposition or new construction for consideration by

HAWC.

e) Assist HAWC in developing renovation scopes of work for individual projects within the context of HAWC’s larger financing strategies and long term HAWC plans.

f) Assist with potential re-syndication of existing LIHTC projects.

g) Year-15 LIHTC exit strategies.

h) Financial packaging using Low Income Housing Tax Credits (LIHTC), New

i) Market Tax Credits (NMTC), HUD’s Rental Assistance Demonstration program (RAD), Streamlined Voluntary Conversion (SVC), Tax Exempt Bonds, Choice Neighborhoods, HOME, CDBG, Private Debt or other sources of public or private funding as available.

j) Assess the physical and financial condition of HAWC’s existing affordable housing portfolio, including operating histories, projections, existing financing limitations and requirements, and income set-aside requirements.

k) Assist with LIHTC projects, including preparing or reviewing LIHTC applications, financial modeling, due diligence, and procurement of lenders and investors.

l) Assist HAWC in the concept and structure of new affordable housing developments.

36 TASK ORDERS

36.1 As projects proceed and Financial Advisory and Development Services are required, HAWC staff will contact the selected Consultant and provide a project-specific scope of work and request a cost proposal. All costs for services under this contract shall be based on established hourly rates, unit prices or any other negotiated billing method as established in response to this RFP.

37 SCOPE OF SERVICES

37.1 HAWC may move forward with multiple development efforts over the next several years.

These projects may include new construction, acquisition of existing housing and/or redevelopment of a portion of the Housing Authority public housing portfolio.

37.2 The broad categories of services are:

37.2.1 Evaluate options and assist HAWC with repositioning of existing affordable housing.

37.2.2 Evaluate options and assist HAWC with repositioning options of Public Housing.

37.2.3 Evaluate options and assist HAWC through a potential HUD Section 18 (demolition/disposition) conversion of public housing.

37.2.4 Provide strategic recommendations for asset repositioning, refinancing, renovation, acquisition, disposition or new construction for consideration by HAWC.

37.2.5 Assist HAWC in developing renovation scopes of work for individual projects within the context of HAWC’s larger financing strategies and long term HAWC plans.

37.2.6 Assist with potential re-syndication of existing LIHTC projects.

37.2.7 Year-15 LIHTC exit strategies.

37.2.8 Financial packaging using Low Income Housing Tax Credits (LIHTC), New

37.2.9 Market Tax Credits (NMTC), HUD’s Rental Assistance Demonstration program (RAD), Streamlined Voluntary Conversion (SVC), Tax Exempt Bonds, Choice Neighborhoods, HOME, CDBG, Private Debt or other sources of public or private funding as available.

37.2.10 Assess the physical and financial condition of HAWC’s existing affordable housing portfolio, including operating histories, projections, existing financing limitations and requirements, and income set-aside requirements.

37.2.11 Assist with LIHTC projects, including preparing or reviewing LIHTC applications, financial modeling, due diligence, and procurement of lenders and investors.

37.2.12 Assist HAWC in the pricing and issuance of tax exempt bonds for financing affordable housing projects.

37.2.13 Assist HAWC in the concept and structure of new affordable housing developments.

38 SPECIFIC SERVICES REQUESTED

38.1 Within the categories indicated above, the selected contractor will be a direct advisor to

HAWC. The contractor will be expected to work in partnership with HAWC staff, development partner(s) if applicable, HUD representatives, HAWC’s General Counsel, Bond Counsel, lenders, investors and other relevant project partners. HAWC anticipates the specific scope of services will include the following general tasks:

38.1.1 Concept and Strategy Phase

• Conduct financial feasibility analysis for existing affordable housing projects.

• Assist HAWC with the development of long-term strategies for organizational financial sustainability.

• Prepare detailed operating pro forma using purchase price assumptions, analysis of potential rents, vacancy factors and operating revenue, analysis of operating expenses. Prepare narrative clarification of proposed operating budget and justification as compared to historic figures.

• Provide guidance on physical needs assessments, including inspecting existing units.

• Review population sectors, site and location analysis, market assessment supply and demand and product mix overview.

• Review potential debt financing variations using HUD, Freddie, Fannie or Private Placement.

• Generate initial project development budget, itemizing all anticipated development costs related to acquisition and construction cost. For this conceptual level based estimate, the budget schedule will be cursory and broad in its coverage based broadly on other similar in scope project developments.

• Create development scenarios which outline the various financing sources sufficient to pay all acquisition, rehabilitation, financing and transaction costs.

• Provide general time-lines and key milestones to closing.

• Identify key risk affecting project feasibility and the related plans to mitigate such risk.

• Prepare Strategic Recommendation Plan identifying objectives and roadmap for a financially viable acquisition.

38.1.2 Feasibility Phase

• Provide an in-depth review of potential debt financing variations using HUD, Freddie, Fannie or Private Placement. Contact potential lenders to establish current market conditions and terms. Provide client with a detailed comparison of the financing alternatives and make recommendation on the method by which the financing should be structured.

• Prepare development budget, "Base Estimate" by general cost categories, which will include underlying assumptions, notes and exclusions.

• Assist HAWC to determine contract procurement, prevailing wage and other requirements by any public agency committing funding to a project, if applicable.

• Provide a detailed milestone/calendar to identify not only those specific critical project elements but typical tasks that are required to be completed. Each component also will identify the responsible party to complete such task.

• Attend all necessary client meetings during the feasibility period to discuss deal points, client goals, risks and structure assumptions.

• If requested, inspect interior units and common areas of existing projects. Based on those inspections, prepare individual unit inspection sheets showing useful life remaining of existing components, emergency repairs, and special deferred maintenance notes, etc. Prepare a summary of findings and items to be replace by project for both interior and exterior work.

• Work with HAWC, partnership counsel, bond counsel and accountants to set up ownership structure of the proposed deal as well as other matters of financial structuring. Identify and evaluate possible solutions to potential deal issues. Work with team members to determine optimal strategy to mitigate deal risk and participate in discussions to achieve successful resolution of issues, or if unsuccessful, to terminate deal.

• Assist HAWC in the procurement and selection of appraiser, phase I environmental consultant, surveyor and other third-party consultants.

• Prior to selection of architect and contractor, work with HAWC to determine renovation budget and scope. The report(s) should include information in a summary for all project format but should be able to "roll-up" the information by project, component or general scope. Methodology by which the estimates are created should utilize historical bid-based methods that apply historical unit costs to counts or measures of work items to determine a total cost for the item or project.

• Work with 3rd party PCA provider to provide accurate analysis of the condition report and 20-year life-cycle report.

• Provide ongoing, updated financial modeling.

• Provide client with a detailed analysis of the financing alternatives related to the construction and bridge financing and make a recommendation on the method by which the construction financing should be structured.

38.1.3 Predevelopment Phase

• If required, assist HAWC in securing predevelopment funding.

• Assist HAWC in preparing and submitting tax credit applications and required addenda

• Prepare RFP and solicit proposals from qualified tax credit investors. Provide analysis of proposals when received and provide selection recommendation to

HAWC.

• Prepare RFP and solicit proposals from qualified lenders. Provide analysis of proposals when received and provide selection recommendation to HAWC.

• Manage investor and lender due diligence requirements.

• If required, assist HAWC in developing a resident relocation plan for existing buildings.

• Provide the lead in the transaction closing.

• Work with partnership counsel and investor counsel in reviewing and editing all related partnership documents.

• Work with bond counsel, partnership counsel and lender counsel in reviewing and editing all related loan documents.

38.1.4 Preconstruction Phase

• If required, provide RFP and work with HAWC to solicit for the general contractor.

• If required, provide RFP and work with HAWC to solicit for the project architect.

• Work with HAWC to coordinate pre-construction meetings and work with GC to ascertain milestones, setting scope and budget goals.

• Provide value engineering input which shall consist of consultation with the project team with regard to the value of alternative materials, building systems and equipment, together with other considerations based on program, budget and aesthetics of the Project.

• Monitor the drawings and specifications as they are developed by the architect and/or construction manager. In addition, review construction manager’s bid packages for accuracy and the required inclusions related to scope, alternates, procurement requirements and bidding requirements.

PROPOSAL RESPONSE PACKET

# 2020.046P

CERTIFICATION AND CONTRACT OFFER

SUSTAINABILITY QUESTIONNAIRE

Portfolio Rehabilitation and Critical Repairs

PROPOSAL DUE DATE: 3:00 pm Thursday

May 21, 2020

WASHINGTON COUNTY PURCHASING DIVISION

CHARLES D. CAMERON PUBLIC SERVICES BUILDING, SUITE 270

155 NORTH FIRST AVENUE, MS 28

HILLSBORO, OREGON, 97124

THIS PROPOSAL FORM PACKET MUST BE COMPLETED AND RETURNED WITH

YOUR PROPOSAL

Rev. 9/15

PROPOSAL TITLE: Portfolio Rehabilitation and Critical Repairs (#2020.046P)

PROPOSAL DUE DATE: 3:00 m Thursday May 21, 2020

The undersigned after having carefully examined the Special Instructions, Project/Proposal Information, General Instructions and all other related material and information, agrees to comply with the terms set forth in those documents and to furnish the services described at the rates proposed.

The proposer further agrees that this offer will remain in effect at the rates proposed for a period of not less than 180 calendar days from the date that proposals are due and that this offer may not be withdrawn or modified during that time.

The proposer hereby certifies that this proposal is genuine and that it has not entered into collusion with any other vendor(s) or any other person(s).

The proposer hereby certifies that it has not discriminated and will not discriminate against any minority, women or emerging small business enterprise or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontract per ORS 279A.110.

The responder hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318.

Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER

RESPONSIBILITY MATTERS – The proposer certifies to the best of its knowledge and belief that neither it nor any of its principals:

1. Are presently debarred, suspended, proposed for debarment, or declared ineligible from submitting bids or proposals by any federal, state or local entity, department or agency;

2. Have within a three-year period preceding this offer, been convicted or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performance of a public (Federal, state or local) contract or subcontract;

violation of Federal or state antitrust statues relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statement, tax evasion, or receiving stolen property;

3. Are presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 2 of this certification;

4. Have within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal, state or local public agency.

Rev. 9/15

Continued

The proposer will provide immediate written notice to the County if at any time prior to contract award, the proposer learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

Where proposer is unable to certify to any of the statements in this certification, proposer shall attach an explanation to this offer. A certification that any of the items in the above paragraphs exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the proposer’s responsibility.

The proposer has carefully examined all of the solicitation documents and addenda (if any) numbered through inclusive.

The proposer will extend pricing and terms to other public agencies Yes or No

The proposer is a resident bidder as defined in ORS 279A.120* Yes or No

SIGNED BY:

DATE:

PRINTED NAME:

TITLE:

FIRM:

DUNS Number (if applicable):

MAILING ADDRESS:

PHYSICAL ADDRESS:

CITY, STATE and ZIP

E-MAIL ADDRESS:

PHONE: (AREA CODE)

FAX: (AREA CODE)

*ORS 279A.120(1)(b) – Resident bidder means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a resident bidder. Nonresident bidders shall comply with the provisions of ORS 279A.120(3).

SUSTAINABILITY QUESTIONNAIRE

Company Name:___________________________________ Date:_______________

The Sustainability Questionnaire must be completed and returned with your bid/proposal. This questionnaire is applicable to firms that provide services and/or goods to the County.

1. What policies are in place to monitor and manage your supply chain regarding environmental issues? Check the items that apply.

We apply environmental criteria when making purchasing decisions We purchase “green” (recyclable, reusable, non-toxic) supplies, products and materials We specify sustainable products and or locally manufactured products

Other – describe other…