3-25-045 Scope of Services.pdf

Jackson County, Missouri Request for Qualifications No. 25-045

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a qualified Respondent for a development team to be responsible for delivering a comprehensive affordable housing project.

1.2 Jackson County, Missouri Request for Qualifications No. 25-045 has a response deadline of 2:00 p.m., CT on

December 23rd, 2025.

1.3 Proposals must be submitted electronically through the Jackson County Bonfire Portal at https://jacksongov.bonfirehub.com. Proposals submitted by any other method will not be accepted.

1.4 This is a Request for Qualifications; currently, Jackson County, MO is only seeking Respondents’ Qualifications and Experience.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Request for Qualifications shall be communicated electronically through the Jackson

County Bonfire Portal via the Opportunity Q&A on the Request for Qualifications.

2.2 All questions must be received in the Bonfire Portal by 5:00 p.m., CT on December 16th, 2025.

2.3 All answers to questions will be published via Addenda/Amendment to the Request for Qualifications on the

Jackson County Bonfire Portal.

2.4 Respondents and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Respondents or their agents may not contact any other County staff regarding matters covered by this Request for Qualifications during the solicitation and evaluation process. Inappropriate contact is grounds for REJECTION of the Respondent’s submission.

3.0 AWARD REQUIREMENTS

3.1 Certificate of Insurance: The Successful Respondent will be required to submit to the Purchasing Department a

Certificate of Insurance meeting or exceeding the positions of Item 15 “General Conditions” and Exhibit A included herein within ten (10) business days after receiving Notification of Award. The Certificate of Insurance must be received by the County prior to the commencement of any work on this contract.

3.2 W-9 Form: The Successful Respondent must provide a complete IRS W-9 Form for this Contract.

3.3 Other Licenses: The Successful Respondent must provide evidence of current required Federal, State, and Local

Occupational Licenses.

3.4 Dedicated email addresses: All Purchase Orders, Award Letters and other information will be issued to the awarded the Respondent’s via email. It is the Respondents’ responsibility to provide two (2) updated email addresses for their company with their proposal. It shall also be the responsibility of the awarded Respondents to keep the County updated on any changes to their email addresses during the term of any resulting contract.

3.5 EXPERIENCE: The Successful Respondent must have a minimum of five (5) years’ experience in the work described in the specifications and list references showing contracts held by your company, providing the same services for other municipalities. NOTE: Do not list Jackson County, Missouri as a reference here.

4.0 SCOPE OF SERVICES

4.1 Jackson County, Missouri is seeking qualified Respondents that will be responsible for delivering a comprehensive affordable housing project that aligns with the goals of Jackson County, promotes long-term affordability, and enhances community well-being. The scope of services for RFQ 25-045 should be recognized and includes the following key https://jacksongov.bonfirehub.com/ components. All respondents should be prepared to illustrate knowledge, understanding and experience regarding the following project scope items:

4.2 PRE-DEVELOPMENT PLANNING

4.2.1 The Successful Respondent shall conduct site feasibility analysis, including investigating any environmental assessments, zoning review, and infrastructure evaluation

4.2.2 Develop a preliminary development concept that reflects community needs and project goals:

4.2.2.1 This would include multi-point development analysis and include a variety of stakeholder-led housing typology.

4.2.3 Prepare project budgets, timelines, and risk assessments:

4.2.3.1 The Successful Respondent shall be prepared to present a variety of housing cost comparisons, anticipated schedules of completion, include project benchmarks and introduce concerns with project expectations.

4.2.4. Coordinate with County and City planning departments and other relevant agencies for coordination, licensing, land use planning and other various project expectations.

4.3 PREFERRED SITE DEVELOPMENT

4.3.1 The Successful Developer should be prepared to analyze and present various locations to the County.

4.3.2 The preferred site will be chosen by project stakeholders and the development team unanimously.

4.3.3 County owned properties will be analyzed internally to ensure that the advertised project does not usurp existing land use, County land planning or existing County use.

4.3.4 Upon selection of the preferred project site, the developer should be prepared to present their findings to the County Administrator (or County appointee) and ultimately the County Legislature for approval.

4.3.5 Unless specifically determined and agreed upon, all necessary site mitigations will be the responsibility of the Developer.

4.4 DESIGN AND ARCHITECTURE

4.4.1 The Successful Respondent will engage with qualified architects and engineers to produce schematic designs, design development documents, and construction drawings

4.4.1.1 Regardless of typology of housing chosen for the project, it is imperative that all licensed industry professionals be engaged at typical stages in the process.

4.4.1.2 Site development, utility installations and access will be the responsibility of the Developer and must be coordinated with appropriate County and City professionals.

4.4.2 The Architectural design process must include some resemblance of typical design processes which would include Schematic Design, Design Development, Construction Documents and Permit Ready plan sets.

4.4.2.1 These stages will include specific design elements, product expectations and will be shared and reviewed by County Stakeholders.

4.4.3 The Successful Respondent will ensure designs to meet accessibility standards, sustainability goals and local building codes.

4.4.4 The Successful Respondent shall incorporate stakeholder and community feedback into design elements, where applicable

4.4.4.1 Detailed communication is expected to ensure that the project goals are being achieved in terms of specific design elements, amenities and overall quality.

4.4.5 Necessary security permits and approvals:

4.4.5.1 Depending on the location of the preferred site, the developer can expect to work closely with both County and the associated City Planning and Zoning Offices to ensure that the design standards and codes are met appropriately.

4.4.5.2 The Developer must abide by local, state and federal laws during all phases of planning, design and construction.

4.5 FINANCING AND FUNDING ACQUISITION

4.5.1 Identify and secure financing sources, which could include but not limited to:

• Low-Income Housing Tax Credits (LIHTC)

• HOME and CDBG Funds

• State and Local Housing Trust Funds

• Private equity and dept financing

4.5.2 Prepare and submit funding applications and coordinate with funding agencies, where applicable.

4.5.3 Structure financing to ensure long-term affordability and financial sustainability.

4.5.4 The Successful Developer is expected to present to the County, long-term financial goals and strategies to ensure that the affordable housing project is a success upon completion and into the determined future.

4.6 CONSTRUCTION MANAGEMENT

4.6.1 Oversee contractor procurement and bidding process

4.6.1.1 Internal procurement and self-performed services must be transparent, auditable and legible to the project stakeholders.

4.6.1.2 Only qualified and compliant contractors will be approved for the project.

4.6.2 Manage construction activities to ensure quality, safety, and timely delivery

4.6.2.1 Monitor construction budgets and schedules

4.6.3 Coordinate inspections and compliance with County building codes and necessary funding requirements.

4.6.4 The Developer should be prepared to provide the County with detailed plan management in all aspects of construction management for a seamless project delivery.

4.6.5 Prior to the close out phase of the project, the Developer must commission the delivered product:

4.6.5.1 This shall include testing and observing the functionality, performance and system integrity in accordance with the documented design

4.6.5.2 Finalize submittal review, oversee County training of intended design elements, approve and organize O&M’s

4.6.6 Project Close Out:

4.6.6.1 Develop and deliver as built or record drawings

4.6.6.2 Prepare and organize close out documents

4.6.6.3 Obtain valid permit of occupancy

4.7 PROPERTY MANAGEMENT AND OPERATIONS

4.7.1 Develop a long-term property management strategy, to be accessible by the County, including property and site maintenance, tenant services, and compliance monitoring.

4.7.2 Ensure adherence to affordability covenants and income eligibility requirements as determined during pre-planning phases.

4.7.3 Implement fair housing practices and inclusive tenant selection procedures, where appropriate.

4.7.4 Provide resident support services as appropriate and where determined as necessary by the County.

4.8 REGULATORY COMPLIANCE AND REPORTING

4.8.1 Maintain necessary compliance with all applicable federal, state, and local regulations during planning, construction and management phases of the project.

4.8.2 Maintain accurate records for audits and monitoring, as necessary by local, state and federal agencies.

4.8.3 Ensure transparency and accountability throughout the development process

4.9 COMMUNITY ENGAGEMENT

4.9.1 Facilitate community outreach and stakeholder engagement throughout the project lifecycle.

4.9.2 Incorporate feedback from residents, neighborhood associations, and local organizations, where deemed necessary by the County.

5.0 QUALIFICATIONS

5.1 The selected firms are to provide documentation that they are licensed with local and State authorities to provide the Scope of Services herein.

Firms are to provide organizational charts that demonstrate the experience of the individuals and teams assigned to complete requested tasks. Names, positions and specializations will be required for review.

Resumes are requested to be included in the qualification packages.

Project experience is requested relevant to items defined in the Scope of Services. Experience should be linked to specific team members expected to fulfill the requested scope items. Supplemental project experience will be considered but priority to individual team members will be vital to selection.

6.0 PROPOSAL FORMAT

6.1 The Respondents’ Proposal shall be on company letterhead or plain paper and uploaded in Bonfire with Purchasing

Forms (Attachment B) and shall consist of the following:

6.1.1. Cover Letter to include the following:

6.1.1.1 Respondents’ Name

6.1.1.2 Respondents’ Address

6.1.1.3 Respondents’ Telephone Number

6.1.1.4 Contact Persons’ Name

6.1.1.5 Contract Persons’ Title

6.1.1.6 Contact Persons’ Telephone Number

6.1.1.7 Contact Persons’ Email Address

6.1.2. Purchasing Forms (Attachment B) filled out and signed

6.1.3 Description of Respondent’s general background to include the following:

6.1.3.1 Year of inception and history

6.1.3.2 Ownership structure

6.1.3.3 Ability to provide services requested

6.1.4 Experience and References: Provide at least three (3) examples of work done with other local municipalities, provide name and contact information of the individuals you have worked with.

6.1.5 Resumes of Key Personnel that will be assigned to this Contract. Key Personnel cannot be changed during evaluation or afterward of contract without written consent from the County.

6.1.6 Provide information that demonstrates an ability to develop communities for mixed income housing.

6.1.7 Provide information that demonstrates an ability to provide property management and case management services.

6.1.8 Provided information that demonstrates an ability to develop a plan and maintain properties on an ongoing basis.

6.1.9 Provide information that demonstrates an ability to meet the County’s deadline of May 2026.

6.2 Failure to provide the information in this Section in the order requested will result in reduction of evaluation/criteria points or possibly the REJECTION of your proposal.

7.0 EVALUATION PROCESS

7.1 All proposals that are responsive to the General Conditions, Specifications, and other provisions of this Request for

Qualifications will be evaluated.

7.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate proposals and make recommendations.

7.2.1 Scoring Criteria – Submittals will be scored on the following criteria:

7.2.1.1 Responsiveness – 5%

7.2.1.2 General Background Information – 25%

7.2.1.3 Organizational (Chart) Capacity – 10%

7.2.1.4 Experience – 25%

7.2.1.5 Qualifications – 25%

7.2.1.6 Resumes – 10%

7.3 Jackson County, Missouri shall be the sole judge of the proposals submitted, and its decisions shall be final.

8.0 ATTACHMENTS

8.1 Attachment A – General Purchasing Information to be downloaded and ready prior to submitting your proposal:

8.1.1 Certificate of Compliance

8.1.2 General Terms & Conditions

8.1.3 Exhibit A – Insurance

8.2 Attachment B – Purchasing Forms to be downloaded, filled out and submitted with proposal:

8.2.1 Acknowledgement of Addenda

8.2.2 Affidavit

8.2.3 Exhibit F – Exceptions

9.0 REQUIRED SUBMITTALS

9.1 The following information and/or forms MUST be submitted with your response to this Request for Qualifications:

9.1.1 Cover Letter

9.1.2 Proof of Current State and Local Licenses (Section 3.0)

9.1.3 Resume (Section 5.0)

9.1.4 Organizational Charts (Section 5.0)

9.1.5 Qualifications/Project Experience (Section 5.0)

9.1.6 Affidavit

9.1.7 Copy of Certificate of Compliance

9.1.8 Two (2) Dedicated Email Addresses

9.1.9 Acknowledgement of Receipt of Addenda

9.1.10 Exhibit F – Respondent’s Exceptions

9.2 Failure to include any of the items listed in this Section may result in the REJECTION of your submitted proposal.