CDBG_-_Rental_Rehabilitation.pdf

REQUEST FOR PROPOSAL

2023-RFP-050PR

CDBG - RENTAL REHABILITATION

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 - Rental Rehabilitation

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 A

B - Appendix B

C - Appendix C Rental Rehab

D - Appendix D Rental Rehab

Request For Proposal #2023-RFP-050PR Title: CDBG - Rental Rehabilitation

1. INTRODUCTION

1.1. Summary

In order to ensure the continued availability of safe, decent, and affordable rental housing for low-and-moderate income residents of the Dane County Urban County Consortium, Housing and Urban

Development (HUD) Home Investment Partnership (HOME) funds and/or Community Development

Block Grant (CDBG) funds are being made available for the rehabilitation of rental properties. Please refer to the attached document: CDBG & HOME RENTAL REHABILITATION PROGRAM STANDARDS

(Appendix C).

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. The total amount of funding available for 2024 is unknown at this time.

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

Proposal Submission Deadline June 30, 2023, 2:00pm mailto:rogan.megan@countyofdane.com tel:(608)283-1487

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: In order to ensure the continued availability of safe, decent, and affordable rental housing for low-and-moderate income residents of the Dane County Urban County

Consortium, Housing and Urban Development (HUD) Home Investment Partnership (HOME) funds and/or Community Development Block Grant (CDBG) funds are being made available for the rehabilitation of rental properties. Please refer to the attached document: CDBG & HOME RENTAL

REHABILITATION PROGRAM STANDARDS (Appendix C).

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 servied (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 ot ensure that they are aware of the services/activites 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. PLEASE NOTE - FINAL RULE

HUD published a revised Final Rule for the HOME program in the Federal Register on July 24, 2013.

http://www.ecfr.gov/cgi-binext-idx?c=ecfr&tpl=/ecfrbrowse/Title24/24cfr92_main_02.tpl

The changes are intended to enhance performance and accountability, and clarify certain existing provisions. The Final Rule will require the program to establish updated program standards that may result in significant changes to the current requirements stated in this RFP.

4.3. ELIGIBLE APPLICANTS

In order to be considered for financing, applicants must meet the following requirements:

• Be legally capable of entering into a binding agreement;

• Be a U.S. Citizen or legally admitted resident alien;

• Demonstrate that the project is economically viable and the borrower(s), if applicable, will have the economic ability to repay the funds;

• Be current on all personal and business income and property taxes, and mortgage payments on subject property;

• Not-for profits corporations are eligible to apply. The corporation must be a 501(c)(3) or 501(c)(4) tax exempt organization.

4.4. ELIGIBLE PROPERTIES

1. The property must be located in one of the participating municipalities of the Dane County Urban

County Consortium.

2. Eligible properties may be publicly or privately owned; and residential or mixed use.

3. Transitional as well as permanent housing, including group homes and SROs, is allowed.

4. Property must pass an environmental review conducted by Dane County Community Development

Block Grant staff before funds will be committed.

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

5. Property must meet all applicable State and local code requirements, and must meet the housing quality standards in 24 CFR 982.401 by project completion.

6. 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.

4.5. ELIGIBLE EXPENSE CATEGORIES

The following categories of expense shall be considered eligible for funding under the program.

• All work identified as not meeting the housing quality standards in 24 CFR 982.401 or applicable local standards;

• Repair or replacement of major housing systems in danger of failure;

• Improvements designed to remove material and architectural barriers that restrict the mobility or accessibility of the unit;

• Improvements necessary to eliminate or reduce lead-based paint hazards;

• Energy-related repairs or improvements;

• Architectural, engineering or related professional services required in the preparation of rehabilitation plans and drawings or write-ups;

• Costs for processing and settling the financing for a project, such as credit reports, fees for title evidence, fees for recordation and filing of legal documents, building permits, private appraisal fees and fees for an independent rehabilitation cost estimate.

• Please note that Federal Labor Standards, including the payment of prevailing wages under Davis-

Bacon, may apply to the project.

4.6. INELIGIBLE EXPENSE CATEGORIES

The following categories of expense shall be considered ineligible for funding under the program.

• Refinancing of existing debt;

• Property acquisition;

• New construction of decks, fireplaces, outbuildings, or recreational or entertainment facilities;

• Construction items and expenses that are completed before project approval.

• New construction of building additions or additional rental dwelling units

4.7. TYPES OF ASSISTANCE

Loans and/or grants for up to 75% of the cost of the rehabilitation work.

4.8. REHABILITATION STANDARDS

Housing that is being rehabilitated with HUD funds must meet all applicable state and local codes, rehabilitation standards and ordinances, and zoning ordinances at the time of project completion. The work being undertaken must comply with the standards set forth in the Dane County CDBG and HOME

Rehabilitation Standards that are intended to assure that improved housing is livable, healthful, safe, and physically sound. The housing must also meet handicapped accessibility requirements, where applicable.

4.9. PROPERTY STANDARDS

1. Acquired and/or rehabilitated housing must meet all applicable local codes, rehabilitation standards, ordinances, and zoning ordinances the time of project completion. Housing must all meet the housing quality standards in 24 CFR 982.401. The property must also meet all applicable requirements of the

Lead Safe Housing Rule 24 CFR 35.

2. Any rehabilitation work must be done in compliance with the Dane County CDBG and HOME Program

Rehabilitation Standards.

3, Rental project owners must maintain the housing in compliance with all applicable State and local requirements, and the housing quality standards in 24 CFR 982.401 through the affordability period.

4.10. TENANT INCOME ELIGIBILTY REQUIREMENTS

1. All assisted single unit structures must be occupied by low-to-moderate income households as defined in 24 CFR 570.3.

2. An assisted two-unit structure must have at least one unit occupied by a low-to-moderate income household as defined in 24 CFR 570.3, and

3. An assisted structure containing more than two units must have at least 75% of the units occupied by low-to-moderate income households as defined in 24 CFR 570.3

4.11. INITIAL PROJECT RENTS

1. Properties being assisted with CDBG funds must comply with the rent limitations determined by HUD and explained in 24 CFR 92.252(a).

2. All initial project rents will be approved in accordance with 24 CFR 92.252(c).

4.12. SUBSEQUENT RENTS

1. The maximum rents are recalculated by HUD on a periodic basis and will be made available to rental project owners/managers.

2. Owners of CDBG-assisted rental housing must annually provide information on rents and tenant occupancy to demonstrate compliance with program requirements.

4.13. FEDERAL LABOR STANDARDS

These HUD requirements apply to rehabilitation projects with 8 or more CDBG-assisted units and apply to the entire project, not just the portion funded by County CDBG funds. If a grant contract is awarded and Davis-Bacon will be triggered, labor standards requirements will be described in detail in the contract with the County. Additional information also can be obtained in the HUD Contractor’s Guide to

Prevailing Wage Requirements for Federally-Assisted Construction Projects at:

http://portal.hud.gov/hudportal/documents/huddoc?id=4812-LRguide.pdf

4.14. RECORDS

1. The lease between the tenant and owner must be for not less than one year, unless by mutual agreement between the tenant and owner.

2. The lease may not contain any of the provisions prohibited under §92.253.

4.15. INITIAL PROJECT RENTS

1. Properties being assisted with HOME funds must comply with the rent limitations determined by HUD and explained in 24 CFR 92.252(a).

2. All initial project rents will be approved in accordance with 24 CFR 92.252(c).

4.16. SUBSEQUENT RENTS

1. The maximum rents are recalculated by HUD on a periodic basis and will be made available to rental project owners/managers.

2. Owners of HOME-assisted rental housing must annually provide information on rents and tenant occupancy to demonstrate compliance with program requirements.

4.17. FEDERAL LABOR STANDARDS

These HUD requirements apply to projects with 12 or more HOME-assisted units and apply to the entire project, not just the portion funded by County HOME funds. If a grant contract is awarded and Davis-

Bacon will be triggered, labor standards requirements will be described in detail in the contract with the

County. Additional information also can be obtained in the HUD Contractor’s Guide to Prevailing Wage

Requirements for Federally-Assisted Construction Projects at http://portal.hud.gov/hudportal/documents/huddoc?id=4812-LRguide.pdf.

4.18. RECORDS

The following represents, some but not all, of the records required to be maintained:

•For each unit occupied by a low-and-moderate income household, the size, ethnicity, and income of the household;

•The rent charged (or to be charged) after assistance for each dwelling unit in each structure assisted;

and

•Information necessary to show the affordability of the units occupied (or to be occupied) by low-and-moderate income households.

4.19. OBJECTIVES

To provide safe, decent, and sanitary affordable rental housing to residents of the Dane County Urban

County Consortium.

4.20. NEEDS

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

County Urban County Consortium.

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

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

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

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

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

4.21. CURRENT OPERATIONS

There were no awards for Rental Rehabilitation made in 2023.

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 JUSTIFICATOIN

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*

Please provide the full name of the Project Contact Person.

*Response required

6.4.3. Project Contact Person - Phone Number*

Please provide the phone number of the Project Contact Person.

Maximum response length: 12 characters

*Response required

6.4.4. Project Contact Person - E-mail*

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

*Response required

6.4.5. Total Project Cost*

Please provide the Total Project Cost in the space below.

*Response required

6.4.6. 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.

Maximum response length: 11 characters

*Response required

6.4.7. Percent 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. Property Owner*

In the space below, please provide the following information for the Owner of the Property that will be rehabilitated:

1. Name

2. Address

3. City, State, Zip

4. Primary Contact Person and Title

5. Telephone

6. Alternative Phone

7. Fax

8. Email Address

6.5.2. Taxes/Judgements*

Are there any unsatisfied judgments against the applicant/property owner, its principals or any related party?

☐ Yes

☐ No

*Response required

6.5.3. Taxes/Judgements*

Has any party related to this application been party to any litigation, including real estate foreclosure or bankruptcy within the past seven (7) year?

☐ Yes

☐ No

*Response required

6.5.4. Taxes/Judgements*

Are there any unpaid property taxes on the subject property?

☐ Yes

☐ No

*Response required

6.5.5. Taxes/Judgements

Use the space below to explain any “Yes” answers to the preceding three questions. Attach additional documentation as necessary.

6.5.6. COMMUNITY HOUSING DEVELOPMENT ORGANIZATION (CHDO)*

If applying for set-aside funds for a CHDO, please indicate if your organization is currently certified as a CHDO and by whom. If interested in being considered for CHDO funds from Dane County, the CHDO certification packets for Dane County must be submitted prior to or in conjunction with this application.

☐ #1 - No, not currently certified and not applying for CHDO funds.

☐ #2 - Want to be considered for CHDO funds and will submit materials for certification.

☐ #3 - Yes, currently certified by Dane County.

☐ #4 - Yes, currently certified by another entity.

6.5.7. COMMUNITY HOUSING DEVELOPMENT ORGANIZATION (CHDO)

If option #4 was selected as an answer to question #5.6, please identify the entity in which your organization is certified.

6.5.8. Property Manager*

In the space below, please provide the following for the Management Company for the property:

1. Name

2. Address

3. City/State/Zip

4. Primary Contact Person and Title

5. Telephone

6. Alternative Phone

7. Fax

8. Email Address

*Response required

6.5.9. Project Site*

Please download the below documents, complete, and upload.

Using the attached spreadsheet, please list each site (street address and City) and building where the work will be undertaken. Include the date the building was constructed, the unit type (elderly, family, homeless, RCAC, single room occupancy, or supportive housing), number of units in each building, the number to be rehabbed, and the number of units that will be occupied by low-and-moderate (LMI) households after the rehab work is completed. For each building, list each unit, the number of bedrooms in the unit, the proposed income category of the tenant after the rehab work is completed, the monthly unit rent, and whether the rent includes utilities. Use additional pages as needed. Maps may be included as separate attachments.

• UNIT_Spreadsheet.xlsx

*Response required

6.5.10. Project Assistance*

Please indicate the subsidy source if this project is receiving project based federal rental assistance.

☐ Rural Development/Rental Assistance

☐ Section 221(d)(3) BMIR https://government-project.s3.us-west-2.amazonaws.com/38949/2e44ce1f-f66b-46c8-bd44-b9764e92a782_UNIT_Spreadsheet.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=0mSeEAp%2Bm5CiGqN04uxyfQVLyeA%3D&response-content-disposition=attachment%3B%20filename%3D%22UNIT_Spreadsheet.xlsx%22

☐ Section 236

☐ Section 8 Rent Supplement or Rental Assistance Payment

☐ Section 8 Housing Assistance Payment Contract

☐ Other

*Response required

6.5.11. Project Assistance*

If "Other" was selected, please specify the subsidy source in the space below:

*Response required

6.5.12. Number of Units*

Please indicate the total number of units per each assistance type identified above.

*Response required

6.5.13. Project Need*

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

*Response required

6.6. ........................................................................................................ PR

OJECT APPROACH

6.6.1. Scope of Work*

In the space below, provide a detailed description of the work that will be undertaken and describe how it will address the identified problem. Include information on any partnerships that have been or will be formed in order to ensure the success of the project

*Response required

6.6.2. Relocation*

In the space below, indicate whether any residents will need to be relocated during the project and the notices and plans for relocation.

6.6.3. Architectural/Engineering Design*

In the space below, describe any architectural/ engineering design work, such as preparing plans, drawings, specifications, work write-ups, and/or cost estimates that has been or will be undertaken for this project. NOTE: In order for these costs to be covered, HUD procurement requirements must be followed.

6.6.4. Project Manager*

If a Project Manager has already been identified, please provide the requested information.

A. Name

B. Address

C. City, State, Zip

D. Primary Contact Person and Title

E. Telephone

F. Alternative Phone

G. Fax

H. Email Address

If a Project Manager has yet to be identified, please use the space below to describe how one will be selected.

6.6.5. Project Manager - Resume

Attach the Project Manager in this section.

6.6.6. Work Plan with Timeline and Milestones*

Please download the below documents, complete, and upload.

Using the attached spreadsheet, please 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. Examples of milestones are: date bid packages or request for quotes are let, date bids/quotes are due, date community awards contract(s), date of pre-construction conference with Contractor/County and municipality/agency to review Davis-Bacon requirements, date building permits are to be obtained, date work commences, etc.

• Work_Plan_with_Timeline_and...

6.6.7. "Shovel-Ready" Projects* https://government-project.s3.us-west-2.amazonaws.com/38949/b9732fa7-1df7-4fbd-9bc2-44f670c22cd3_Work_Plan_with_Timeline_and_Milestones.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=rEg0O9e6azehEwA5b5DSzMKv0vE%3D&response-content-disposition=attachment%3B%20filename%3D%22Work_Plan_with_Timeline_and_Milestones.xlsx%22

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.

6.7. ........................................................................................................ EX

PERIENCE AND QUALIFICATIONS

6.7.1. Rehab Experience and Qualifications*

Describe the experience and qualifications of your organization related to doing rehabilitation work.

6.7.2. Income Documentation*

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

6.7.3. Staff Experience and Qualifications*

Describe the experience and qualifications of key staff to be assigned to the project. Touch on experience with both income certification and management/oversight of rehabilitation projects.

*Response required

6.7.4. Staff Resumes*

Please attach resumes for key staff to this application.

*Response required

6.7.5. Personnel Schedule*

Please download the below documents, complete, and upload.

Please complete the Personnel Schedule for all staff who will be assigned to this project. If the project will continue into 2025, complete the second table as well.

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

*Response required

6.7.6. 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. 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.

6.7.7. Governing Body*

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

*Response required

6.7.8. Governing Body*

List your current Governing Body including names, addresses, primary occupation, and board office held. If you have more members, please add them to the list.

Please download the below document, complete, and upload.

• Governing_Body_-_OpenGov.xlsx

*Response required

6.7.9. 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 https://government-project.s3.us-west-2.amazonaws.com/38949/560d352d-a3de-4076-a13f-6e6a2d2a74fd_Personnel_Schedule.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=2CcwsCrhR%2BFbus9ytP9NI0DpcJY%3D&response-content-disposition=attachment%3B%20filename%3D%22Personnel_Schedule.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/38949/19fe34a2-c5e0-4912-ae73-1bc935dc7f01_Governing_Body_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=VtDAorZ3GXffgYAvwYVyd9AHvQc%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=1683037115&Signature=DG8U%2B5S1C5235Ua5%2FxIqaNDr8sI%3D&response-content-disposition=attachment%3B%20filename%3D%22StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx%22

6.8. ........................................................................................................ PR

OGRAM BUDGET AND MATCHING FUNDS

6.8.1. Budget Summary & Liens*

Please download the below document, complete, and upload.

Using the attached spreadsheet, please indicate the sources and terms of all funds that will be used toward this project in the Budget Summary spreadsheet.

Using the spreadsheet labelled "Liens", please list all liens against the property.

• BUDGET_SUMMARY_AND_LIENS.xlsx

6.8.2. Match*

Describe the sources and amounts of any funds that will be contributed by your organization for this project in the space below. Further identify funding sources that have been contacted and the results of these contacts.

*Response required

6.8.3. Fund Needed*

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

6.8.4. Cost Basis*

In the space below, describe the basis for how cost estimates contained in the Project Budget were obtained/identified.

*Response required

6.8.5. Detailed Project Budget*

Please download the below documents, complete, and upload.

The first tab of the attached spreadsheet includes a description of allowable costs that may be charged to the HOME Program The second tab includes the Project Budget. Complete the Project

Budget spreadsheet identifying the amount and source of all funds and their uses.

• Rental_Rehab_Project_Budget...

*Response required https://government-project.s3.us-west-2.amazonaws.com/38949/82c93782-2b44-46d7-926d-504ef76d219c_BUDGET_SUMMARY_AND_LIENS.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=%2BlXv7oraii70z5w2YOr2HbGjexU%3D&response-content-disposition=attachment%3B%20filename%3D%22BUDGET_SUMMARY_AND_LIENS.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/38949/225e65ad-441a-46ac-a920-10603ac284ab_Rental_Rehab_Project_Budget.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=AYkEzmFyGGcrq%2FmwUMGrdJwjkhI%3D&response-content-disposition=attachment%3B%20filename%3D%22Rental_Rehab_Project_Budget.xlsx%22

6.8.6. 2024 Operating Costs*

Please download the below documents, complete, and upload.

Using the attached spreadsheet, complete the Operating Budget identifying the income and expenses

• Rental_Rehab_Operating_Cost...

*Response required

6.8.7. Operating Budget*

Please download the below documents, complete, and upload.

Using the attached spreadsheet, please complete the Operating Budget identifying the income and expenses.

• Rental_Rehab_Operating_Budg...

*Response required

6.8.8. Section 3*

Does your funding request exceed $200,000 and involve construction?

☐ Yes

☐ No

*Response required

6.8.9. Section 3 - Implementation*

If the answer above is 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

6.8.10. 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.

https://government-project.s3.us-west-2.amazonaws.com/38949/dc24be2a-bb17-4889-92f9-6c9ee51e2714_Rental_Rehab_Operating_Costs.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=54UOIsAd93ezS4sUJ6Kx58xPqMw%3D&response-content-disposition=attachment%3B%20filename%3D%22Rental_Rehab_Operating_Costs.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/38949/0ea36bfd-45f3-4d8c-b7ae-1ab6001846e1_Rental_Rehab_Operating_Budget.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037115&Signature=PsXkRe1Ca7RQkSnC5%2BmlISWkoHU%3D&response-content-disposition=attachment%3B%20filename%3D%22Rental_Rehab_Operating_Budget.xlsx%22 https://www.hudexchange.info/programs/section-3/ https://www.hudexchange.info/programs/section-3/

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

6.8.11. Fair Labor Practice Certification - Document

If you selected yes to question 8.10, then please upload the documentation in this field.

6.8.12. 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.

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

*Response required

6.8.13. W9 Upload*

Upload your company's W9 form.

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

*Response required

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

☐ Yes

☐ No

*Response required

6.8.15. 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.

https://www.nlrb.gov/

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

☐ Yes

☐ No

*Response required

6.8.16. 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

*Response required 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…