Compliance RFQ Final.docx

RFQ 2025 5.06-008

Compliance Service

HOW TO FULLY RESPOND TO THIS RFQ BY SUBMITTING A PROPOSAL SUBMITTAL

Submit questions and proposals through the Bidnet/Rocky Mountain e-Purchasing System- https://www.bidnetdirect.com/colorado

(Purchasing Representative does not have access or control of the vendor side of RMEPS. Vendor must contact RMEPS to resolve issue prior to response deadline 800 835-4603)

1. AUTHORITY’S RESERVATION OF RIGHTS:

1.1. The Authority (Jefferson County Housing Authority d/b/a Foothills Regional Housing) reserves the right to reject any or all proposals, to waive any informalities in the RFQ process, or to terminate the RFQ process at any time if deemed by the Authority to be in its best interest.

1.2. The Authority reserves the right not to award a contract pursuant to this RFQ.

1.3. The Authority reserves the right to terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon ten (10) days written notice to the successful proposer(s).

1.4. The Authority reserves the right to determine the work schedule and locations that the successful proposer(s) shall provide the services described in this RFQ.

1.5. The Authority reserves the right to retain all proposals submitted and not permit withdrawal for a period of sixty (60) days after the deadline for receiving proposals without the written consent of the Authority.

1.6. The Authority reserves the right to negotiate the fees proposed by the proposer entity as described in section 6.4.5 of this RFQ.

1.7. The Authority reserves the right to reject and not consider any proposal that does not meet the requirements of this RFQ, including, but not necessarily limited to, incomplete proposals and/or proposals offering alternate or non-requested services.

1.8. The Authority shall have no obligation to compensate any proposer for any costs incurred in responding to this RFQ.

1.9. The Authority shall reserve the right to, at any time during the RFQ or contract process, prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein.

2. Background – Jefferson County Housing Authority The Authority (Jefferson County Housing Authority d/b/a Foothills Regional Housing) is the housing authority serving Colorado’s 774 square mile Jefferson County, located just to the north and west of Denver. The Authority provides housing opportunities including affordable units, voucher administration, single family rehab, and new development in both incorporated and unincorporated areas of Jefferson County. Our mission is to create vibrant, stable communities in areas of opportunity, via bold and strategic initiatives, and to provide families and individuals with housing options driven by compassion and respect throughout Jefferson County. AUTHORITY’s portfolio includes 25 rental communities with 1300+ units.

3. SCOPE OF WORK:

FRH is seeking proposals from qualified third-party compliance companies to provide affordable housing file review services. The selected company will be responsible for:

· Reviewing initial move-in files for program compliance before resident occupancy.

· Reviewing annual and interim recertifications for continued compliance. Approving or rejecting files based on the regulatory requirements including but not limited to.

· Low-Income Housing Tax Credit (LIHTC)

· HOME Investment Partnerships Program (HOME)

· Housing Trust Fund (HTF)

· 59 Program

· CDBG

· HDG

· NSP

· AHDP

· Providing detailed feedback and documentation on any necessary corrections or clarifications.

· Ensuring all reviews are conducted in accordance with applicable federal, state, and local regulations.

· Maintaining secure and confidential handling of all resident information and documentation.

· Providing timely turnaround of file reviews to meet occupancy and compliance deadlines.

· Ensure accurate and acceptable forms are being used on applicants' applications.

· The 3rd party should be able to provide our investors with a letter that all files were reviewed and approved for move-in. (Sign off letter)

4. PROPOSAL FORMAT:

4.1. The Authority intends to retain the successful proposers pursuant to a “Best Value” basis, not A “Low Bid” basis only. Therefore, so that the Authority can properly evaluate the offers received, all proposals submitted in response to this RFQ must be formatted in accordance with the sequence detailed below. None of the proposed services may conflict with any requirement the Authority has published herein or has issued by addendum.

Please submit a response that includes the following elements. Proposals must be numbered in accordance with the numbered items below:

1. References/History of organization.

2. Detailed fee proposal corresponding with designated tasks from section 3.

3. Relevant experience 3 to 5 examples

4. Online system the proposal should contain a statement regarding the method/process of providing files to the entity (online portal? Etc.) and receiving corrections and/or final approvals.

5. Turnaround time the proposal must include the turnaround time for file audits.

4.2. Proposal Submission: All proposals must be received by the Authority through the Bidnet/Rocky Mountain e-Purchasing System - https://www.bidnetdirect.com/colorado no later than the submittal deadline stated here or within any ensuing addendum. Proposals should be in Adobe Format with all attachments in one single PDF.

4.3. Submission Responsibilities: It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth in all applicable documents issued by the Authority, including the RFQ document, the documents listed within the RFQ, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing, and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth in those documents. Written notice from the proposer not authorized in writing by the Authority to exclude any of the Authority requirements contained within the documents may cause the proposer to not be considered for award.

4.4. Proposer's Responsibility-Contact with the Authority: It is the proposer’s responsibility to address all communication and correspondence pertaining to this RFQ process to the aforementioned email address only. Proposers may not make inquiry or communicate with any other Authority staff member, contracted consultants, or official (including members of the Board of Commissioners) pertaining to this RFQ. Failure to abide by this requirement may be cause for the Authority to not consider submitted proposal.

5. PROPOSAL EVALUATION

5.1. Evaluation Method: The Authority will evaluate each proposal submitted in accordance with the RFQ procedures shown within the Authority’s Procurement Policy.

5.1.1. Proposals shall be reviewed and evaluated by Authority staff which may include contracted expertise.

5.1.2. Restrictions: All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the Authority evaluation panel. Similarly, all persons having ownership interest in and/or contract with a proposing entity will be excluded from participation on the Authority’s evaluation panel.

5.1.3. An evaluation committee shall review and rank the submittals based on the evaluation criteria in Section 4.1 of this RFQ. Based on the submittals and price negotiation results, proposer(s) shall be recommended to the Authority’s CEO and/or the Board of Commissioners for awards.

5.2. Evaluation Criteria: The following factors will be utilized by the evaluation personnel appointed by the Authority to evaluate each proposal submittal received.

· Awarded Contingent upon any due diligence required by the Authority for finalization of the Authority’s Agreement and requirements as listed in the Solicitation and Agreement.

· The Authority will determine which proposal(s) are awarded once proposals are viewed

· Award will be based on proposed price and details provided about the bidding company.

· Initial ratings will be based on Proposed Fees, Relevant Experience, and Process as assessed by the Authority selection team. References may be contacted, and further interviews may be required to make a final selection.

6. CONTRACT AWARD

6.1. If a contract is awarded pursuant to this RFQ, the following detailed procedures will be followed:

6.1.1. Upon final completion of the proposal evaluation process, the evaluation panel will forward the completed evaluations to the designated Authority staff. The designated staff will formulate and forward to the Authority’s CEO for consideration and approval of a written award recommendation. The CEO may choose to approve the award or may take the award recommendation to the Authority’s Board of Commissioners at a scheduled board meeting for approval (required procedure for contracts with a total value greater than $200,000). If so, the Authority’s Board of Commissioners will then make its determination and may or may not follow the panel’s recommendation. If the recommendation is followed and the top-rated proposer is approved for award, all proposers will receive a Notice of Results of Evaluation. Contract price negotiations may, at the Authority's option, be conducted prior to or after the Board’s approval.

6.2. Contract Conditions: The following provisions are considered conditions of any contract award made by Authority pursuant to this RFQ:

6.2.1. Contract Form: The Authority intends to enter into a contract with the selected bidder based on a negotiated version of the Authority’s Service contract. By submitting a proposal, the successful proposer agrees to negotiate in good faith a mutually agreeable form of contract. It is the responsibility of each prospective proposer to notify the Authority in writing prior to submitting a proposal, of any contract clause that the proposer is not willing to include in the final executed contract and abide by. The Authority will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by the Authority's response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal. Selection does not guarantee that all file review work will be assigned to the selected entity. More than one entity may be selected 6.2.2.

6.2.3. Assignment of Personnel: The Authority shall retain the right to demand and receive a change in personnel assigned to the work if the Authority believes that such change is in the best interest of the Authority and the completion of the contracted work. Contractor shall select and employ the replacement personnel.

6.2.4. Unauthorized Sub-Contracting Prohibited: The successful proposer shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFQ (including, but not limited to, selling, or transferring the contract) without the prior written consent of the Authority’s CEO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CEO shall be void. It may result in the cancellation of the contract with the Authority or may result in the full or partial forfeiture of funds paid to the successful proposer as a result of the proposed contract; as determined by the CEO.

6.3. Contract Period: The Authority shall retain the right to contract with the successful proposer for any amount of time that, in the opinion of the Authority, it takes to conclude any matter that the successful proposer may begin work on not to exceed the maximum five (5) year contract period.

6.3.1. (The Authority’s Contract)

6.3.2. Included with provisions among agreement will be Certification that the awarded Contractor does not knowingly employ or contract with an illegal alien, and Contractor will participate in the E-Verify Program

6.4. Licensing and Insurance Requirements: Prior to award (but not prior to submission of the proposal) the successful proposer will be required to provide:

6.4.1. The contractor shall provide to the Authority with copies of any required current City, State and/or Federal licenses. Failure to maintain these licenses in a current status during the term(s) of this contract shall constitute a material breach thereof.

6.4.2. If applicable, a copy of the proposer's license issued by the State of Colorado licensing authority allowing the proposer to provide the services detailed herein.

6.4.3. Appropriate proof of insurance coverages and W-9 which minimally include:

6.4.3.1. Worker's compensation insurance to cover obligations imposed by applicable law for any employee engaged in the performance of work under this Agreement.

6.4.3.2. Commercial general liability insurance with minimum combined single limits of one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) general aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, products, and completed operations. The policy shall contain a severability of interests’ provision and shall be endorsed to include the Authority and the Authority's officers, employees, and contractors as additional insureds. No additional insured endorsement shall contain any exclusion for bodily injury or property damage arising from completed operations.

6.4.4. Performance Bonds: Intentionally deleted

6.4.5. Right to Negotiate Final Fees: The Authority shall retain the right to negotiate the amount of fees that are paid to the successful proposer. The fees proposed by the top-rated proposer may, at the Authority's option, be the basis for the beginning of negotiations. Such negotiations shall begin after the Authority evaluation panel has chosen a top-rated proposer. If such negotiations are not, in the opinion of the Authority’s CEO, successfully concluded within five (5) business days, the Authority shall retain the right to end such negotiations and begin negotiations with the next rated proposer. The Authority shall also retain the right to negotiate with and make an award to more than one proposer, as long as such negotiation(s) and/or award(s) are addressed in the above manner (i.e. top-rated first, then next-rated following until a successful negotiation is reached).

6.4.6. Contract Service Standards: All work performed pursuant to this RFQ must conform to and comply with all applicable local, state, and federal laws.

7 COLORADO OPEN RECORDS ACT (CORA)

Please note that when providing proposals to the Authority in any format, the Authority is subject to the spirit of the Colorado Open Records Act (CORA) and any information provided by your company may be provided to the public. Please mark any proprietary information included in your submittal.

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