CDBG_-_Mortgage_Reduction.pdf

REQUEST FOR PROPOSAL

2023-RFP-046PR

CDBG - MORTGAGE REDUCTION

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: May 1, 2023

DEADLINE FOR QUESTIONS: June 16, 2023

RESPONSE DEADLINE: June 30, 2023, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

CDBG - Mortgage Reduction

I. Introduction II. RFP Overview

III. Evaluation IV. Project Overview/Scope of Services V. RFP Reponses Requirements

VI. CDBG Application VII. General Guidelines and Terms & Conditions

VIII. Standard Terms and Conditions

Attachments:

A - Appendix B

B - Appendix A

C - CDBG - Policies - Mortgage Reduction Assistance - REV 10.25.2022

Request For Proposal #2023-RFP-046PR Title: CDBG - Mortgage Reduction

1. INTRODUCTION

1.1. Summary

Dane County is soliciting applications from organizations interested in operating a mortgage reduction program to promote homeownership opportunities for low-and-moderate income residents of the Dane

County Urban County Consortium (see Appendix A). Funding is expected to be available under the HUD-funded Community Development Block Grant (CDBG) program. The County reserves the right to fund this project with Home Investment Partnership (HOME) funds. This change in funding source and its implications will be discussed with prospective Subrecipient(s). Please refer to the attached document:

CDBG & HOME MORTGAGE REDUCTION ASSISTANCE – DEFERRED PAYMENT LOANS PROGRAM

STANDARDS (Appendix B).

Dane County requires that all applicants complete the Vendor Questionnaire/CDBG application in it's entirety, and sign the Signature Power Form at the end of the Questionnaire. Failure to do so may result in the application to become ineligible for funding and may not be scored.

1.2. Background

Dane County intends to use the results of this process to make an award to subrecipients of Community

Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) funds. The total amount of CDBG and HOME funding available for 2024 is unknown at this time. It is estimated that Dane

County may have up to $1,000,000 in CDBG and $600,000 in HOME funds that will be disbursed among several CDBG and HOME categories including the Mortgage Reduction category.

1.3. Contact Information

Megan Rogan

Purchasing Officer

210 Martin Luther King Jr. Blvd. Rm. 425

Madison, WI 53703

Email: rogan.megan@countyofdane.com

Phone: (608) 283-1487

Department:

Purchasing

1.4. Timeline

Release Project Date May 1, 2023

Question Submission Deadline June 16, 2023, 2:00pm

Question Response Deadline June 21, 2023, 2:00pm mailto:rogan.megan@countyofdane.com tel:(608)283-1487

Proposal Submission Deadline June 30, 2023, 2:00pm

2. RFP OVERVIEW

2.1. Introduction

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: Dane County is soliciting applications from organizations interested in operating a mortgage reduction program to promote homeownership opportunities for low-and-moderate income residents of the Dane County Urban County Consortium (see Appendix A).

Funding is expected to be available under the HUD-funded Community Development Block Grant

(CDBG) program. The County reserves the right to fund this project with Home Investment Partnership

(HOME) funds. This change in funding source and its implications will be discussed with prospective

Subrecipient(s). Please refer to the attached document: CDBG & HOME MORTGAGE REDUCTION

ASSISTANCE – DEFERRED PAYMENT LOANS PROGRAM STANDARDS (Appendix B).

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

2.2. Clarification of the Specifications

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 2:00 pm on Friday, June 16, 2023.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

2.3. Vendor Conference

A vendor conference will not be held for this RFP.

2.4. Calendar of Events

Specific and estimated dates and times of actions related to this RFP are listed in the timeline in the

Introduction section above. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County eProcurement Portal. There may or may not be a formal notification issued for changes in the estimated dates and times.

2.5. Submittal Instructions

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

Proposals must be submitted via the County's eProcurement Portal before NO VALUE on Friday, June 30, 2023. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane

2. Once registered, click on the "draft" button to draft your proposal.

3. Provide company information

4. Answer Vendor Questionnaire

5. Where indicated upload the required documents.

6. The file upload status can be seen for each document uploaded.

7. Confirm all files have been uploaded

8. Review your work and click on "submit" proposal

9. Acknowledge any addenda

3. EVALUATION

No. Evaluation Criteria Scoring Method Weight (Points)

1. Meeting a National Objective - Need and

Justification

The program overview adequately describes the problem that is being addressed by the proposed project (worth up to 5 points).

Statements are substantiated and related to the needs and priorities in the 2020-2024

Consolidated Plan (worth up to 5 points).

Provides a description of how funds may be targeted to areas of greatest need (worth up to

10 points).

How accessible is the program geographically to low-and-moderate income persons?

Additional points will be given to projects physically located in census tracts where 47.8% of the population is considered low-and-moderate income, or projects that contain components that locate the services in close proximity to the population to be served (i.e.

community pop-ups) (worth up to 10 points).

Points Based 30 (30% of Total)

2. Project Approach

The application describes what the program/project will do; how it will be implemented, operated, and administered within a realistic time period; how it will be provided; and how low-income participants will access services. The description should include:

• A description of the work that will be undertaken and a description of how the work will address the identified problem (worth up to 5 points).

• A work plan for how the project/program will be organized, implemented, operated, and administered, and the timeline and milestones from initiation to completion. Work on the project -meaning funds will be spent - will begin in 2024. (worth up to 10 points).

• Outreach and marketing initiates that will be implemented to inform potential participants and to ensure that they are aware of the services/activities to be provided

(worth up to 5 points).

• Outcomes are identified and can reasonably be expected to be achieved (worth up to 8 points).

• If the project requires temporary displacement, indicates the number of households and describes specific assistance to be provided to households temporarily displaced

(worth up to 2 points. Maximum points awarded if no displacement).

Points Based 30 (30% of Total)

3. Experience and Qualifications

The application provides documentation to justify the organization’s capacity to conduct this project. The project is consistent with the mission of the organization.

• The organization has undertaken projects of similar complexity to the one for which funds are being requested (worth up to 4 points).

• There are staff resources with the skills and experience to administer and conduct an accountable and responsible project (worth up to 7 points).

• There appears to be adequate board and management oversight along with a commitment to quality and service improvement (worth up to 4 points).

Points Based 15 (15% of Total)

4. Financial Information

The application clearly explains and justifies each proposed budget line item and why CDBG and/or HOME funding is required to make the project viable. An explanation in included on the basis for the cost estimates for the project.

The budget is realistic. The organization is financially stable. Efforts have been made to secure and to leverage other funding for the project. The application identifies eligible sources of match, if required. Certain types of projects may also be required to submit: a budget summary, detailed project budget, prior- or current-year operating costs, and a

15-year operating budget (worth up to 15 points).

Points Based 15 (15% of Total)

5. Past Performance performance shows that the organization has been able to meet timelines and goals in a reasonable fashion, i.e., no unexpended dollars from prior years. Compliance with the contract will include, but not be limited to, submission of reports, adherence to scope of services, and quality of work. (Worth up to 5 points). New applicants will be automatically awarded 5 points.

Points Based 5 (5% of Total)

6. Partnerships

Identifies any partnerships that have been or will be formed to ensure the success of the project (worth up to 5 points).

Points Based 5 (5% of Total)

4. PROJECT OVERVIEW/SCOPE OF SERVICES

4.1. DEFINITIONS AND LINKS

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: www.danepurchasing.com

Fair Labor Practices websites: www.nlrb.govand http://werc.wi.gov

Purchasing

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.2. ELIGIBLE APPLICANTS

Public or private non-profit agencies or organizations including faith-based organizations, units of local government, and Community-Based Development Organizations.

4.3. PROJECT BASICS

Applicants may target the program to a specific community, a specific development, or to the entire

Dane County Urban County Consortium.

Organizations selected as sub recipients to operate a mortgage reduction program will be expected to comply with the requirements in the CDBG & Home Mortgage Reduction Assistance – Deferred Payment

Loans Program Standards for operating the program.

These include, in part:

• Marketing the program.

• Conducting initial pre-screening, intake, and income eligibility determinations of applicants.

• Assuring prospective homebuyers complete an approved homebuyer education course.

• Conducting required underwriting.

• Documenting the eligibility of the property receiving assistance.

• Notifying the County CDBG/HOME Specialist once the pre-approved prospective homebuyer has an accepted offer to purchase on a home so that an environmental review may be conducted.

The County will also arrange for an on-site Housing Quality Standards (HQS) inspection to be conducted by the County’s representative. All offers to purchase will be contingent on the property passing the environmental review and HQS inspection.

4.4. ELIGIBLE BORROWERS

• Eligible borrowers must be purchasing a single-family home and not own any other real estate.

• Borrower must be an owner-occupant of the property and take occupancy within 60 days of acquisition.

http://www.nlrb.gov/ http://werc.wi.gov/

• Borrower must meet the definition of a first-time homebuyer as defined in 24CFR92.

• Eligible borrowers must meet the Department of Housing and Urban Development (HUD) income requirements for low-and-moderate income households at the time of application.

Verification of income will be required.

• The minimum amount of “liquid assets” the borrower can have in reserves after closing must be at least $750 and the maximum amount of “liquid assets” the borrower can have in reserves cannot exceed the equivalent of twelve months of PITI (principal, interest, taxes, and insurance).

“Liquid assets” includes: checking accounts, savings accounts, life insurance net cash value, stocks, bonds and annuities. Excluded are: IRA’s, 401K plans, pension profit sharing, other pensions, employee retirement funds and personal property, including automobiles.

• All household members must be legal citizens of the United States or qualified aliens.

• Borrower must complete a homebuyer education course that complies with the Housing

Counseling Certification requirements of 81 FR 90632.

• Eligible borrowers must qualify for a first mortgage that does not exceed the prevailing market rates. First mortgages must be fixed rates loans with no negative amortization, balloon payments or adjustable rate features.

• Borrower’s maximum housing debt to income ratio, after including CDBG or HOME assistance, may not exceed 38%. Borrower’s total debt to income ratio must not exceed 45%. Loan requests with a housing ratio below 25% will be approved on a case by case basis.

• Borrower must contribute $500 of the purchase price from the borrower’s own funds.

• Eligible borrowers may receive only one Dane County mortgage reduction loan at the time of purchase.

• Subrecipients administering programs on behalf of Dane County, may in agreement with the

County, choose to implement more stringent eligibility standards.

4.5. ELIGIBLE PROPERTIES

• One- to – four unit property, a condominium unit, or a manufactured home (manufactured housing must be connected to permanent utility hookups and must be located on land that is owned by the manufactured housing owner).Property must be located in one of the participating municipalities of the Dane County Urban County Consortium.The property being purchased must be owner-occupied or vacant at the time the purchase contract is signed.

Mortgage Reduction Assistance funds cannot be used to purchase a property that will displace any tenants.The sales price of the property may not exceed 95 percent of the median purchase price for that type of single-family housing for Dane County as published by HUD.Total debt secured by the property, including the CDBG-or HOME-funded loans, cannot exceed 103% of the value of the property based on the purchase price of the property or the appraised value, which ever amount is lessProperty must meet all applicable State and local code requirements, and must meet the housing quality standards in 24 CFR 982.401.Properties constructed or manufactured before 1978 must be inspected for lead-based paint hazards. If deteriorated paint is found it must be properly remediated in compliance with the Lead Safe Housing Rule before closing.Property must pass an environmental review conducted by Dane County Community

Development Block Grant staff.

4.6. ELIGIBLE COSTS

In addition to the loan itself, the County’s Mortgage Reduction loan will cover the following reasonable and necessary costs incurred by the homebuyer:

• Appraisal fee

• Credit reports

• Title closing fee

• Title insurance

• Recording fee

• Legal fee

• Survey

• Reasonable loan origination and processing fees. Reasonable will be based on WHEDA fees

• Prepaid escrows

• First Year Mortgage Insurance Premium or funding fee

• Home buyer education fee

• Other WHEDA fees, as appropriate

If funded under the CDBG Program, staff and overhead costs DIRECTLY related to carrying out the activity specified in 24 CFR 570.201-204, such as providing direct services to consumers, work specifications preparation, loan processing inspections, and other services related to assisting potential homebuyers may be charged to project costs. This may include staff time spent supervising staff who are carrying out the activities specified in 24 CFR 570.201-204 when that time is spent addressing a direct consumer, service, or property issue. It does not include supervisory time spent on such functions as employee evaluations.

If funded under the HOME program, staff and overhead costs DIRECTLY related to carrying out the project, such as loan processing, credit verification, and other services related to assisting potential homebuyers, e.g., housing counseling, may be charged to project costs only if the project is funded and the individual becomes the owner of the HOME-assisted project.

4.7. OBJECTIVES

To promote homeownership for low-and moderate-income households in the Dane County Urban

County Consortium through the provision of mortgage reduction loans.

4.8. NEEDS

A. Projects must assist low-and-moderate-income persons in the participating municipalities of the

Dane County Urban County Consortium.

B. It is expected that projects will meet documented community needs. This includes needs documented through “hard” data sources.

C. Any additional funding needed to make the project viable must be secured in order for a contract to be executed.

D. Projects must be shovel-ready, meaning that work will begin in the year in which the contract is awarded.

E. Projects must be delivered in a cost effective manner with measurable performance outcomes.

F. It is expected that all or a portion of funds will be targeted to areas of greatest need.

4.9. CURRENT OPERATIONS

The 2023 funds were awarded to Habitat for Humanity of Dane County in the amount of $520,000, Operation Fresh Start, Inc. in the amount of $120,000, and Movin’ Out in the amount of $206,500.

5. RFP REPONSES REQUIREMENTS

5.1. RFP RESPONSE PREPARATION REQUIREMENTS

Dane County requires that all applicants follow/use the application format provided via the Vendor

Questionnaire, complete all question fields, and sign the Docusign Signature Power Form. Failure to do so may result in the application to become ineligible for funding and may not be scored.

5.2. NEED AND JUSTIFICATION

The project need and justification adequately describes the problem that is being addressed by the proposed project. Statements are substantiated with “hard” data sources. Provides a description of how funds may be targeted to areas of greatest need.

5.3. BENEFICIARIES

The application describes the population to be served. Additional points will be given to projects located in census tracts where 47.8% of the population is considered low-and-moderate income.

5.4. PROJECT APPROACH

The Application provides:

• A detailed description of the scope of work that will be undertaken and a description of how the work will address the identified problems.

• A description of any partnerships that have been or will be formed to ensure the success of the project.

• Plans for notice and the relocation process for tenants, if needed.

• A work plan for how the project/program will be organized, implemented, operated, and administered, and the timeline and milestones from initiation to completion. Work on the project – meaning funds will be spent – will begin in 2024.

5.5. EXPERIENCE AND QUALIFICATIONS

The application provides documentation to justify the organization’s capacity to conduct this project.

The project is consistent with the mission of the organization. The organization has undertaken projects of similar complexity to the one for which funds are being requested. There are staff resources with the skills and experience to administer and conduct an accountable and responsible project. There appears to be adequate board and management oversight.

5.6. FINANCIAL INFORMATION

The application clearly explains and justifies each proposed budget line item and why CDBG funding is required to make the project viable. An explanation of the bases of the cost estimates for the project is included. The budget is realistic. The organization is financially stable. Efforts have been made to secure and to leverage other funding for the project.

5.7. MANDATORY REQUIREMENTS

The following general requirements are mandatory and must be complied with. NOTE: Programs not meeting the mandatory requirements will not be evaluated.

A. Be an eligible activity.

B. Be located in, or provide services to residents of one of the member communities of the Dane

County Urban County Consortium identified in Appendix A. PROJECTS MUST NOT BE LOCATED

IN THE CITY OF MADISON.

C. Address one of the funding priority areas established by the CDBG Commission.

D. Not be a HUD listed debarred or ineligible contractor.

E. If CDBG eligible, meet one of the three national objectives.

6. CDBG APPLICATION

6.1. ........................................................................................................ Le gal Status*

Please identify the Organization's Legal Status

☐ Municipality

☐ Private, Non-Profit

☐ Private, For Profit

☐ Other, LLC, LLP, Sole Proprieter

*Response required

6.2. ........................................................................................................ Fe deral EIN*

Please enter the Organization's Federal EIN in the space below:

*Response required

6.3. ........................................................................................................ Un ique Entity Identification Number*

Please enter the Organization's Unique Entity Identification Number in the space below:

*Response required

6.4. ........................................................................................................ PR

OJECT

6.4.1. Project Name*

Please enter the Project Name for which you are applying.

*Response required

6.4.2. Project Contact Person - Phone Number*

Please provide the phone number of the Project Contact Person.

Maximum response length: 12 characters

*Response required

6.4.3. Project Contact Person - E-mail*

Please provide the e-mail address of the Project Contact Person.

*Response required

6.4.4. Total Project Cost*

Please provide the Total Project Cost in the space below.

*Response required

6.4.5. Funds Requested - Amount of Funds Requested*

Please list the amount of funding for which you are applying in the space below.

Section 3 applies to construction projects exceeding $200,000.

*Response required

6.4.6. Percentage of Funds Requested to Total Project Cost*

Please calculate the percentage of funds requested to the total project cost.

Maximum response length: 7 characters

*Response required

6.5. ........................................................................................................ NE

ED AND JUSTIFICATION

6.5.1. Project Need*

In the space below, provide a brief description of the need or problem that will be addressed.

6.6. ........................................................................................................ BE

NEFICIARIES

6.6.1. Population to be Served*

In the space below, provide a brief description of the population that will benefit from this project.

*Response required

6.6.2. Geographic Service Area*

In the space below, provide a brief description of the location(s) where the project or services will take place. All housing units must be within the municipalities identified in the Dane County Urban

County Consortium as Appendix A.

*Response required

6.6.3. Geographic Service Area - Map

A map may be included in this field.

6.7. ........................................................................................................ PR

OJECT APPROACH

6.7.1. Referral/Pre-Screening/Application Process*

In the space below, provide a description of the referral, pre- screening, and application process for first-time homebuyers that will be undertaken.

6.7.2. First-Time Homebuyer Classes*

In the space below, describe how first-time homebuyers will be referred to or provided first-time homebuyer classes or counseling that complies with HUD Housing Counseling Certification requirements. Include information on the number of hours of classes to be provided and costs to the prospective homebuyer associated with the classes/counseling services.

*Response required

6.7.3. Loan Processing*

In the following space, provide a description of the loan processing that will be conducted, including credit checks, income and debt verifications, appraisals, etc.

6.7.4. Underwriting Criteria*

If using more restrictive standards than those specified in the RFP and Program Standards, in the following space, provide a description of the loan underwriting criteria that will be considered when making a loan to a first-time homebuyer. Include how CDBG/HOME funds will be used to reduce the monthly carrying costs by providing gap financing.

*Response required

6.7.5. Work Plan with Timeline and Milestones*

Please download the attached spreadsheet, complete, and upload to this question.

Using the attached spreadsheet, provide a work plan for how the project will be organized, implemented, and administered. Include a timeline and accomplishments from initiation through project completion. This should assume that contracts will be awarded in the second quarter of 2024

(April 1 – June 30, 2024). Add in extra quarters as needed.

• Work_Plan_with_Timeline_and...

https://government-project.s3.us-west-2.amazonaws.com/38945/a467ad42-566e-4432-91a5-4c68f0a2000c_Work_Plan_with_Timeline_and_Milestones.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036831&Signature=HLgbAtoaTF%2BMBNaUExhCYdEsVko%3D&response-content-disposition=attachment%3B%20filename%3D%22Work_Plan_with_Timeline_and_Milestones.xlsx%22

6.7.6. "Shovel-Ready" Projects*

A project is considered “shovel-ready” if the organization can begin expending funds within three months of receiving their award, and complete the project within one year of the date of the contract. We anticipate contracts for shovel-ready projects to be executed in the fourth quarter of

2023. Please describe if and how your project is a “Shovel-Ready” Project.

*Response required

6.7.7. Outreach and Marketing Initiatives*

In the space below, provide a description of the outreach and marketing initiatives that will be undertaken to inform potential participants of the project, eligibility criteria, and method(s) by which they may participate.

*Response required

6.7.8. Outcomes/Proposed Accomplishments*

Provide information regarding the unduplicated number of households to be served with these funds in 2024.

6.7.9. Other Narrative Regarding Outcomes/Proposed Accomplishments*

In the space that follows, please answer the following questions:

1. Provide a description of the outcomes or expected benefits of this project for the population to be served.

2. Is this a new or an existing program?

3. Describe the risks to undertaking this project and your plans to address them.

4. Will this project involve the displacement of families, households, partnerships, businesses, etc.

from their homes or businesses? If yes, describe the notices and assistance your organization expects to provide and the amount of funds allocated to do so.

6.8. ........................................................................................................ EX

PERIENCE AND QUALIFICATIONS

6.8.1. Experience and Qualifications*

Describe the experience and qualifications of your organization related to pre- screening prospective homebuyers; loan origination and processing, including credit checks, income and debt verifications, arranging for appraisals, etc.; underwriting; and executing mortgages for first-time homebuyers. If your organization does not directly perform these function, describe the organization’s experience in working with lenders to obtain this information.

6.8.2. Income Documentation*

Describe the experience and qualifications of your organization related to performing income documentation for program eligibility.

*Response required

6.8.3. Service Improvement*

Describe any recent initiatives or best practices, programmatically or administratively, that have improved your organization’s ability to deliver services.

*Response required

6.8.4. Staff Experience and Qualifications*

Describe the experience and qualifications of key staff to be assigned to the project.

*Response required

6.8.5. Staff - Resume*

Attach resumes for key staff to the application.

*Response required

6.8.6. Personnel Schedule*

Please download the attached Personnel Schedule, complete, and upload.

Please complete for all staff who will be assigned to this project.

• Column 1) Each individual staff position by title.

• Column 2) Indicate the full time equivalent (FTE) of each position in the noted year.

• Column 3) Indicate the estimated total salary for that staff position for noted year.

• Column 4) Indicate the estimated number of hours that this staff person will work on this project.

• Column 5) For each staff person whose time will be charged to this project, please indicate the amount of funds being requested for this individual through the CDBG Program. Do not include payroll taxes or benefits in this table.

• Personnel_Schedule.xlsx

6.8.7. List Percent of Staff Turnover*

Divide the number of resignations or terminations in calendar year 2022 by the total number of budgeted positions. Do not include seasonal positions.

*Response required

6.8.8. Staff Turnover 20% or More

Explain if you had 20% or more turnover in a certain staff position/category. Discuss any other noteworthy staff retention issues, or policies to reduce staff turnover.

6.8.9. Governing Body*

How many Board meetings has your governing body or Board of Directors scheduled or is expected to schedule for 2023?

*Response required

6.8.10. Board of Directors or Governing Body*

Please download the below documents, complete, and upload. Includes names, addresses, primary occupation and board office held for your current Board of Directors or agency's governing body.

• Governing_Body_-_OpenGov.xlsx

*Response required

6.8.11. Staff/Board/Volunteers Descriptors: *

For your organization's 2023 staff, board, and volunteers, indicate by number and percentage the characteristics as described in the attached document. Please download the below documents, complete, and upload.

• StaffBoardVolunteers_Descri...

*Response required

6.9. ........................................................................................................ FI

NANCIAL INFORMATION

6.9.1. Organizational Budget*

Please download the below documents, complete, and upload.

2023 and 2024 Proposed Budget. Identify the 2023 and proposed 2024 budget for your entire organization by source and use of revenue. (You may change row headings to make them applicable to your organization.) .

https://government-project.s3.us-west-2.amazonaws.com/38945/5e6aa64b-efc7-4004-854c-7c9374bf0030_Personnel_Schedule.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036831&Signature=FLlLIQNacenbTHrpt16RQPje3tk%3D&response-content-disposition=attachment%3B%20filename%3D%22Personnel_Schedule.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/35082/3a0590c2-3353-4468-9e73-175a06533d8e_Governing_Body_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036831&Signature=Cj7ezkSFWmo9fZG5C4NtZdofF6U%3D&response-content-disposition=attachment%3B%20filename%3D%22Governing_Body_-_OpenGov.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/35082/eff4ac27-8bd7-42c7-bbe7-b446dd5aa766_StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036831&Signature=WUlBQxlmt4SzC9bw2f27t4jEdRg%3D&response-content-disposition=attachment%3B%20filename%3D%22StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx%22

• Organizational_Budget_Major...

6.9.2. 2024 Cost Explanation

(Complete only if significant financial changes are anticipated between 2023 and 2024.) Explain specifically, by revenue source and/or account category, any noteworthy change in the 2024 request.

For example, unusual cost increase, program expansion, Living Wage requirements, or loss of revenue.

6.9.3. Other Sources of Funds Leveraged*

Describe the sources and amounts of any funds that will be contributed by your organization and from other sources for this project in the space below. If the funding request is for an existing program, at what point will the program become self-supporting? If never, what are other sources of funding? What additional money can be leveraged?

*Response required

6.9.4. Funds Needed*

In the space below, please describe why CDBG funds are needed to ensure the viability of this project.

Also describe how funds are being used to address greatest need and how that determination was made. Can all funds awarded in 2024 be reasonably expected to be expended? If this is a multi-year project, what amount of funds will be spent in each year?

6.9.5. Detailed Project Budget*

Please download the below documents, complete, and upload.

Tab 1 of the attached spreadsheet includes a description of allowable costs that may be charged to the CDBG Program is the Project Budget. Items not detailed on the list of allowable costs may not be charged. Tab 2 of the attached spreadsheet includes the detailed budget. Complete the budget identifying the amount and source of all funds and their uses.

Column 1 TOTAL PROJECT BUDGET. This is the total amount budgeted for this project.

Column 2 CDBG FUNDED. This is the County CDBG funded portion of the total project budget.

Remaining Columns: Identity the remaining sources of funds and their uses for this project.

• Detailed_Project_Budget_-_M...

https://government-project.s3.us-west-2.amazonaws.com/38945/b8235116-7bf5-4a08-b49e-1728f1625b01_Organizational_Budget_Major_Minor_Home.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036831&Signature=LBtLPewmSOXteoePDAb4xzfKndU%3D&response-content-disposition=attachment%3B%20filename%3D%22Organizational_Budget_Major_Minor_Home.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/38945/6e402810-6f71-46f5-bf56-6fb8ee25fe61_Detailed_Project_Budget_-_Major_Home.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036831&Signature=R2d%2BkDJo%2F1vRPxBdhj8j4Qfhwxs%3D&response-content-disposition=attachment%3B%20filename%3D%22Detailed_Project_Budget_-_Major_Home.xlsx%22

6.9.6. Section 3*

Does any housing property exceed $200,000 in federal sources of funds?

☐ Yes

☐ No

*Response required

6.9.7. Section 3 - Implementation*

If the answer above was yes, please indicate how you will implement Section 3 requirements per

HUD standards. Be sure to document your project staff's experience with the new HUD Section 3 Final

Rule.

More information on Section 3 can be found here: https://www.hudexchange.info/programs/section-

3/

If the answer above was no, please type 'N/A'.

*Response required

6.9.8. Fair Labor Practice Certification *

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yes is answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

☐ Yes and any relevant information regarding such violation has been or will be uploaded with this bid submission.

☐ No

*Response required

6.9.9. Fair Labor Practice Certification - Documentation

If you selected yes to question 9.8, then please upload the documentation in this field.

6.9.10. Designation of Confidential and Proprietary Information*

Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

NOTE: Pricing sections cannot be designated as confidential and proprietary.

https://www.hudexchange.info/programs/section-3/ https://www.hudexchange.info/programs/section-3/

If nothing will be designated, simply type "None" in the section below.

6.9.11. W9 Upload*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

6.9.12. I understand that if any addendum is issued I will have to acknowledge the posted addendum. *

☐ Yes

☐ No

*Response required

6.9.13. If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my proposal response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my proposal response.

Further instructions on addendum(a) postings can be found here.

☐ Yes

☐ No

*Response required

6.9.14. Vendor Affidavit- Electronic Signature *

Once you start your solicitation you will be asked to complete a DocuSign form.

NOTE: For detailed instructions on how to complete the forms via DocuSign, please access the help articles below:

How to Complete DocuSign Forms

How to Download, Complete and Upload without DocuSign

Click here to go to the form https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5659414-how-to-complete-docusign-forms https://help.procurement.opengov.com/en/articles/5608000-how-to-download-docusign-forms https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=edc59ca5-ec84-4fbd-949b-c65e2eec75b7&env=na4&acct=89dea4ef-d946-42fe-b789-43edb8d4c6b1&v=2

7. GENERAL GUIDELINES AND TERMS & CONDITIONS

GENERAL INFORMATION

7.1. Reasonable Accommodations

The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact the Purchasing Officer listed or call

WI Relay 711 for TDD Services.

7.2. Addenda and Revisions

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted via the County’s eProcurement Portal.

It shall be the responsibility of the proposers to regularly monitor the web site for any such postings.

Proposers must acknowledge the receipt/review of any addendum(s) via the eProcurement Portal.

7.3. Contract Term and Funding

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run until completion of the project.

7.4. Bid Opening and Summary Posting

Dane County Purchasing will complete a summary for bids as soon as possible. The only information provided at an opening of an RFP is the name of each vendor submitting a proposal.

7.5. Multiple Proposals

Multiple proposals from a vendor will be permissible, however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the County’s ePcourement Portal.

Please message procurementsupport@opengov.com with any questions regarding set up.

7.6. Proposal Organization and Format

Proposers must respond to the Vendor Questionnaire via the eProcurement Portal and organize based on submission instructions.

7.7. Designation of Confidential and Proprietary Information

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of Confidential and

Proprietary Information” section.

Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect.

134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

Failure to designate confidential and proprietary information within the Designation of Confidential and

Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of Confidential and Proprietary Information section of the

Vendor Information Attachment.

7.8. Cooperative Purchasing

Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases.

A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis. Stats.

On the Vendor Information page, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

7.9. Vendor Registration

Vendors are required to register at the County’s eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category code(s).

Registering allows a vendor the opportunity to receive notifications for bids issued by the County and provides the County with up-to-date company contact information.

Once registered, please check to make sure your vendor information including commodity codes is up-to-date by signing into your account at:

https://procurement.opengov.com/portal/countyofdane.

7.10. Local Purchasing Ordinance

Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

County ordinance provides that a local vendor automatically receive five points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

7.11. Dane County Sustainability Principles

On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

• Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

• Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

• Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems);

• Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

7.12. Fair Labor Practices

Dane County Ord. 25.09 (1) is as follows:

(28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations Board (NLRB) or the Wisconsin

Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years. The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

If you indicate that you have been found by the NLRB or WERC to have such a violation on the Vendor

Information page, you must include a copy of any relevant information regarding such violation with your proposal, bid or application.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

7.13. Preliminary Evaluation

The proposals will first be reviewed to determine if requirements in Section 1 and Section 3 are met.

Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

7.14. Proposal Scoring

Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in

Section 3 of the RFP document. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.

7.15. Oral Presentations/Interview

Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

7.16. Right to Reject Proposals and Negotiate Contract Terms

The County reserves the right to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

7.17. Award and Final Offers

The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

7.18. Notification of Intent to Award

As a courtesy, the County may send a notification of award memo to responding vendors at the time of the award.

7.19. General Instructions on Submitting Cost Proposals

The Cost Proposal section of this RFP is a separate document and can be found on the www.danepurchasing.com as part of the posting for this RFP. The Cost Proposal section shall be completed and submitted separately from the RFP Response document.

The proposal will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

7.20. Fixed Price Period

All prices, costs, and conditions outlined in the proposal shall remain fixed for 180 days.

8. STANDARD TERMS AND CONDITIONS

8.1. APPLICABILITY:

The terms and conditions…