Housing_Services_–_Property_Management,_Master_Leasing,_and_Housing_Based_Supports_(Addendum_#1_Revision).pdf

REQUEST FOR QUALIFICATION

RFQu-26-0341

HOUSING SERVICES – PROPERTY MANAGEMENT,

MASTER LEASING, AND HOUSING BASED SUPPORTS

CITY OF PHOENIX

HUMAN SERVICES

200 W WASHINGTON AVE

PHOENIX, AZ

85003

RELEASE DATE: July 10, 2026

DEADLINE FOR QUESTIONS: July 24, 2026

RESPONSE DEADLINE: August 7, 2026, 5:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

RFQu-26-0341

Housing Services – Property Management, Master Leasing, and

Housing Based Supports

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

Request For Qualification #RFQu-26-0341 Title: Housing Services – Property Management, Master Leasing, and Housing Based Supports

1. Introduction

1.1. Contact Information

Miranda Ortega

Human Services

Email: miranda.ortega@phoenix.gov

Phone: (602) 534-5528

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Miranda Ortega) at (602) 534-5528/Voice or 711/TTY, or miranda.ortega@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: July 10, 2026

Written Inquiries Due Date: July 24, 2026, 5:00pm

Offer Due Date: August 7, 2026, 5:00pm

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites statements of qualifications for one or both of the following services:

(1) Property Management, Master Leasing, and (2) Housing-Based Supportive Services. These services will be provided for affordable housing facilities serving persons experiencing or recently exiting homelessness.

Submitting a satisfactory statement of qualifications will not result in an immediate contract and does not guarantee your organization will ultimately be awarded a contract. Rather, successful respondents to this solicitation will be placed on a qualified vendor list and will be eligible to bid on specific contracts identified by the City during the term of the qualified vendor list.

The qualified vendor list resulting from this request for statements of qualifications will have a term of five years following approval of the qualified vendor list by the City Council of the City of

Phoenix.

The terms of any contracts awarded to qualified vendors will be identified when specific contracts are solicited to the qualified vendor list.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/264615. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Human Services Department, 200 W. Washington Street, 18th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/264615

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/264615. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/264615 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

2.13. Special Requirements

In order for an RFQu response to be considered, the Offeror shall comply with Phoenix City

Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements.

Any questions in regard to these requirements shall be directed to the Equal Opportunity

Department, (602) 262-6790.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of 5 years. The Offeror’s normal business activity during the past 5 years will have been for providing the goods or services in this solicitation.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Qualification Criteria

Statement of Qualifications shall relate specifically to the following items, listed in general order of importance, for evaluation and selection purposes:

For Property Management Services:

Have a minimum of five (5) years multifamily property management experience with a preference for affordable demonstrated.

Staff members responsible for handling funds must submit evidence that they hold and maintain in good standing all required Arizona real estate licenses.

Ability to screen applicants for compliance with applicable Area Median Income (AMI) limits in accordance with United States Department of Housing and Urban Development (HUD) guidance as directed by the City of Phoenix.

Experience executing and enforcing leases and lease addendums approved by the City and keeping leases current. Responsible for retaining legal counsel for evictions.

Experience collecting rents and charges owed by residents monthly pursuant to the terms of the lease, collecting delinquent rent, and exercising the remedies of the lease when non-payment occurs.

For Housing-Based Supportive Services:

Have a minimum of five (5) years experience providing services to address housing needs and barriers to housing stability for households experiencing homelessness or at risk of homelessness

For both Property Management and Housing-Based Supportive Services:

Ability to physically provide in-person services in Phoenix, Arizona as soon as October 1, 2026, including ability to confirm all necessary licensures.

Additional evaluation criteria are identified in Section 2- Scope of Work.

2.16. Evaluation and Selection

After evaluating all submissions, the City may ask some or all the firms that submitted a response to participate in interviews. Upon completion of the evaluation process, the City may assign a detailed scope of work to the selected candidate and negotiate fees for services.

RFQu responses should be concise, well-organized per the requested information, clearly written and limited to no more than 100 pages including resumes. The review process places considerable emphasis on the responsiveness of the RFQu response to the requirements outlined above. RFQu responses that are not written specifically in response to this request cannot receive serious consideration.

All RFQu responses will be evaluated based on the criteria listed above in the Qualifications

Section of this RFQu.

The firms under consideration for this RFQu, will be evaluated in accordance with the solicitation by an Evaluation Committee and/or the Procurement Officer. The City reserves the right to request supplemental information that the Evaluation Committee deems necessary to make a selection. The Committee may be supplemented by outside professionals or professionals from other City departments who can provide additional expertise.

2.17. Agreement

The City will solicit specific contracts to the qualified vendor list established via this solicitation.

For contracts awarded to vendors on the qualified vendor list, the City will require the selected

Offeror to participate in negotiations and to submit such cost, technical or other revisions of the submittals as may result from negotiations. The City shall draft all final contracts and documents that result from this RFQu.

The language contained in this RFQu and the Offeror's statement of qualifications will inform the basis of any resulting contract. However, this RFQu does not commit the City to enter any contract or to pay any costs incurred in the preparation of a submittal to this request or in subsequent negotiations.

2.18. Certificates of Insurance

Upon notification of a recommended contract award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.19. Award of Contract

Contracts for specific projects will be solicited to vendors on the qualified vendor list established via this solicitation when and as the City requires.

A. When awarding contracts to qualified vendors, factors that may be considered by the

City may, without limitation, include:

1. Technical capability of the Offeror to accomplish the scope of work required in the solicitation for each specific contract. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work for the specific contract; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause; and,

5. Cost/price of service.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all statements of qualification or portions thereof; or (3) reissue this solicitation.

2.20. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.21. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.22. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.23. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.24. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.25. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts or no contracts.

2.26. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.27. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

3. Scope of Work

3.1. HOUSING SERVICES Property Management, Master Leasing, and Housing Based Supports

A. BACKGROUND

The creation of the Office of Homeless Solutions (OHS) was a pivotal change that elevated

Phoenix’s role from funder to direct service provider and regional leader. These efforts laid the groundwork for a more effective, responsive, and accountable system. With strong collaboration from community partners, the City of Phoenix launched a range of innovative projects and strategies to address homelessness.

Safe and affordable housing is a cornerstone of addressing homelessness. Lack of affordable housing is a key driver in the rise of homelessness. While the City has been successful in accomplishing many of its housing goals, there is still more to be done. Evidence shows that different housing models are successful with different populations. The City will continue to advocate for more housing solutions and developing a Qualified Vendor List for Housing

Services is a central to OHS efforts to generate additional pathways out of homelessness as quickly as possible.

B. OBJECTIVE

The City of Phoenix seeks to obtain a list of qualified Offerors to provide housing services including property management and master leasing and/or housing based on site support services serving individuals or families experiencing or exiting homelessness. Qualified Offerors may be invited to contract with the City of Phoenix to quickly begin operations of a facility (or facilities) selected by the City to provide (at a minimum) property management or administer master leasing programs or provide on-site housing-based support services for identified properties.

Housing Services for Property Management and Master Leasing or Housing Based Supportive

Services contracts may be awarded to qualified Offerors during the term of the qualified vendor list.

The objective of this Request for Qualifications (RFQu) is to identify and establish a pool of qualified service providers and partners capable of supporting the design, implementation, and ongoing operation of OHS-funded housing services for residents experiencing or recently exiting homelessness in the City of Phoenix, Arizona.

The goals of our housing services portfolio programs are to expedite people’s exit from shelters into stable housing and provide them with wraparound and other supports needed to give them the economic stability that sustains housing. To achieve these goals, OHS seeks to identify vendors who can provide any of the following services:

• Efficient assessment of candidate eligibility and service needs to ensure that candidates are placed in an appropriate project, such as prevention, master leasing, rapid re-housing, and shared housing.

• Quick lease-up and robust move-in services to improve household stability and system flow.

• Housing navigation and placement assistance supporting participants from move-in through active move-on strategies and connecting households with positive placements in permanent housing situations.

• On-site case management that provide individualized support and referrals that support successful tenancy, skill-building, and move-on strategies for economic resiliency.

• Wraparound services that create conditions for success and access to opportunity.

These include: health services; basic needs supports; barrier removal; life-skills building, workforce supports; and housing navigation and placement assistance.

• Agile property management to ensure safe, high quality housing conditions.

• Responsible management of program finances, including rent collection as required for specific programs.

• Landlord engagement to increase the number of housing units available to residents with prior experiences of homelessness.

Respondents are not required to demonstrate qualifications across all service areas described in this RFQu. Applicants are encouraged to identify and respond only for activities relevant to specific areas of expertise, experience, and capacity to contribute to one or more components of OHS’ housing services portfolio. The City values a mix of specialized providers and encourages collaborative and complementary responses that strengthen overall program delivery.

Contracting opportunities will be shared with approved vendors as the City requires for any of the activities listed.

C. ELIGIBLE TENANTS AND COSTS

3.1 Eligible tenants include: persons experiencing homelessness meeting the HUD definition of

“homeless” as defined by HUD in 24 CFR §578.3.

a. Literally homeless

b. Imminent risk of homelessness

c. Homeless under other federal statutes

d. Fleeing/attempting to flee violence

3.2 Eligible Costs include: Salaries and employee related expenses, security services, case management services, engagement, site operational expenses, third-party contractor expenses, materials, and program supplies related to the housing services being provided. The City will only reimburse such costs to the extent they are “allowable costs” within the meaning of 2

CFR Part 200 and other applicable federal guidance.

D. SUBRECIPIENT LOCATION (if applicable)

Services will be delivered within the City of Phoenix at locations to be determined by the Office of Homeless Solutions. Qualified vendors must be able to deliver services in Phoenix Arizona as soon as October 1, 2026, including verification of all required licenses to deliver contracted services.

E. SCOPE OF WORK

5.1 Introduction

This RFQu is to select Qualified Vendors for 3rd party services to prevent homelessness, identify and lease up eligible candidates for OHS housing programs, provide property and financial management, or onsite housing support services for identified rental units.

5.2 Property Management and Master Leasing Prerequisites

All proposers for Property Management and Master Leasing services must meet prerequisites

A, B, and C and at least three prerequisites D through G at time of proposal submittal:

a. Have a minimum of five (5) years multifamily property management experience with a preference for affordable demonstrated.

b. Ability to physically provide in-person services in Phoenix, Arizona on October 1, 2026, including ability to confirm all necessary licensures.

c. Staff members responsible for handling funds must submit evidence that they hold and maintain in good standing all required Arizona real estate licenses.

d. Ability to screen applicants for compliance with Area Median Income (AMI) limits in accordance with United States Department of Housing and Urban Development (HUD) as directed by the City of Phoenix.

e. Experience executing and enforcing leases and lease addendums approved by the City and keeping leases current. Responsible for retaining legal counsel for evictions.

f. Experience collecting rents and charges owed by residents monthly pursuant to the terms of the lease, collecting delinquent rent, and exercising the remedies of the lease when non-payment occurs.

g. Experience providing services to address housing needs and barriers to housing stability for households experiencing homelessness or at risk of homelessness.

Overview of Duties

The successful proposer(s) will provide day-to-day oversight and operations of housing facilities.

The proposers shall be responsible for the following functions and comply with the following requirements when applicable

Efficient assessment of applicant qualifications in accordance with City of Phoenix Office of

Homeless Solutions and Department of Housing guidelines.

o Screen and assess applicants for previous experiences of homelessness, current placement on Housing Choice Voucher waitlist and confirm eligibility based on referrals.

o Receive referrals/warm handoffs from other programs, and as necessary, outreach to potentially eligible individuals.

o Collect relevant documentation, conduct background and credit checks, and review program applications.

o Coordinate pre-lease up services.

Conduct responsible financial management. This includes planning, monitoring, and managing all funding, costs, and compliance requirements that are associated with program operations.

o Budget and financial planning, including assessing cash flow projections.

o Manage HUD/OHS funding and rental income collection.

o Process landlord payments, subsidies, reimbursements, and vacancy payments (if applicable).

o Track operating expenses, property-related costs, service delivery costs, and procurement and contracting.

o Have strong financial controls and compliance protocols in place.

o Ability to conduct robust financial reporting (e.g., accurate data, financial systems integration).

Conduct agile property management. This involves strong on-site staffing and systems to support both building operations and tenant stability.

o A certified 24/7 on-site property manager with experience serving tenants facing serious mental illness, substance use, poor rental or credit histories, and prior legal involvement, along with crisis response protocols, tenant support, and regular unit monitoring.

o Adequate maintenance capacity, clear and timely work order and response systems, preventive maintenance, vendor management, and the ability to turn units efficiently.

o Providers should demonstrate sound financial oversight, use of property management software, compliance with housing laws, access to common utilities such as Wi-Fi, and partnerships with community organizations that can help meet tenants’ basic needs such as food and transportation.

Other relevant duties as required by each housing program and fund source.

5.3 Onsite Housing Based Support Services Prerequisites

All proposers for Housing-Based Supportive Services must meet the following prerequisites at the time of proposal submittal:

1. Have a minimum of five (5) years’ experience delivering housing-based case management services for people experiencing homelessness.

2. Ability to physically provide in-person services in Phoenix, Arizona as soon as

October 1, 2026, including ability to confirm all necessary licensures.

3. Demonstrated experience providing housing navigation and onsite supportive services.

Overview of Duties

The successful proposer(s) will be responsible for the following functions and comply with the following requirements when applicable.

Support clients with quick lease-up and move-in services. This involves coordinating administrative, compliance, and tenant support activities.

o Orient tenants to program, building, and unit.

Provide housing navigation and placement assistance. These activities ensure that clients are paired with appropriate units and are supported from move-in through move-on.

o Housing case management, including helping clients establish a budget, repair credit, and remove evictions.

o Assessing eligibility for additional housing assistance/subsidies.

o Tenant education.

o Landlord engagement.

o Housing search assistance, including helping clients identify adequate units, communicating with property managers/landlords, etc.

Provide case management. This includes certified case managers with experience working with clients experiencing barriers to stable housing (serious mental illness, substance use disorders, and co-occurring disorders, little to no rental history or poor rental history, poor credit history, and prior legal system involvement).

o Case managers have access to and expertise using case management software and conduct program intake and required assessments.

o Work with clients to meet regularly at convenient locations for tenants, with a preference for on-site access; set goals; provide support; develop plans of action;

and build trusting relationships.

o Assess housing subsidy levels (including documenting income and using progressive engagement strategies, as appropriate to program design).

o Understand participant needs as they evolve and make referrals to outside services and warm hand-offs and provide support navigating programs.

o Conduct regular client progress tracking at agreed-upon intervals and report on client progress.

Provide on-site or refer to wraparound services in response to clients’ needs and preferences, including the following:

o Health services: Ability to provide mental health, primary care, and/or integrated mental health and primary care through direct service or partnerships, with a preference for on-site access.

o Basic needs and life skills supports: Benefits navigation, financial and credit counseling or coaching, transportation assistance, and related life skills training.

o Documentation and legal supports: Driver's license/non-driver’s identification renewal or reinstatement, and legal support (e.g., record expungement, eviction removal, immigration).

o Workforce supports: Job search assistance, resume and application support, job readiness and soft skills development, career counseling and guidance, basic skills training and select occupational training as appropriate, referrals to/connections with education and training programs (e.g., adult education and credentials, job-specific skills training, etc.), support in resolving barriers to participation in education and training (e.g., transportation, childcare, etc.), and job placement and employment retention supports.

F. PERFORMANCE GOALS AND OUTCOMES

The table below represents key performance indicators (KPIs) across housing programs.

Vendors should anticipate additional specific KPIs for each contract awarded under the qualified vendor list. Vendors will provide reports on KPIs monthly or at another cadence for certain KPIs.

Satisfactory performance on these KPIs will be the basis for eligibility for continued service provision. Expected variances regarding any of the deadlines and targets shall be communicated to the City of Phoenix.

Performance Indicator Definition

Lease-up rate Speed at which newly acquired units are filled

Length of stay Duration of enrollment in program

Tenant retention rate % of participants remaining housed at 6, 12, 24 months

Exit to permanent housing rate % transitioning to independent housing

Returns to homelessness % of tenants who re-enter homelessness after exit

Households served Total number of unique households housed

Time to housing placement Average days from referral to move-in

Referral acceptance rate % of referred clients successfully housed

Program utilization of budget % of allocated funds spent effectively

Income growth rate % of tenants increasing income over time

Employment rate % of tenants employed

Service engagement rate Participation in case management or support services

Tenant satisfaction Survey-based measure of housing quality and program support

G. REPORTING REQUIREMENTS

The Vendor will submit program invoices, supporting documentation and monthly reports via email to: hsd.homelessinvoices@phoenix.gov no later than the 15th day following the end of the month being reported (i.e. February 15th for January report) and may include the following:

• Program Invoices and Supporting Documentation

• Contract Payment Request (CPR) Form

• City of Phoenix Outcomes Report to include success stories

• HMIS Demographic Report

• HMIS Consolidated Annual Performance and Evaluation Report (CAPER) mailto:hsd.homelessinvoices@phoenix.gov

• HMIS Return to Homelessness Report

• HMIS Exit Destination Report

• HMIS Length of Stay

• HMIS Bed Utilization Report

Provide any other report as requested by the City including aggregate or client level data through the HMIS System and according to approved CoC Data Sharing agreements. Such reporting shall be for the purposes of improving access to service. The City reserves the right to add, remove or revise reporting requirements at its discretion.

Vendor will provide the City with full access, to the project in HMIS for the purpose of reporting and reviewing aggregate data.

Vendor is responsible for notifying HMIS Lead Agency and granting access to the City within 3 business days of monitoring notice, as applicable.

Provide Quarterly report indicating the expenditure percentage of the yearly budget with a budget narrative describing the status and any programmatic or financial issues. This report is to include all funding sources.

Prior to the start of any contract, Vendor shall provide the following:

• Finalized Itemized Service Budget, including all funding sources and costs

• Audited financial statements or single audit from the previous year

• Tax form 990 from the previous year

• Federal Unique Entity Identifier

Vendor will conduct yearly subcontractor performance monitoring to ensure compliance with administrative requirements.

Vendor will comply, and provide all information necessary for the City’s compliance, with all applicable reporting requirements under 2 CFR Part 200, 24 CFR Part 92, 24 CFR Part 576, and/or 24 CFR Part 570, as applicable.

The City reserves the right to add, remove or revise reporting requirements at its discretion.

Reporting requirements may be changed based on funding requirements.

H. CONTRACTOR’S RESPONSIBILITIES

In addition to its other obligations outlined herein, the Vendor will:

• Provide property management services including rent collection, site maintenance, financial management and other duties as needed for property management or master leasing program; and/or

• Provide housing-based support services for tenants enrolled in the Office of Homeless

Solutions (OHS) housing programs, including OHS owned properties or sites identified by the Office.

I. CITY’S RESPONSIBILITIES

In addition to its other obligations outlined herein, the City will:

• Provide Contract Payment Request (CPR) Form and non-HMIS forms electronically.

• Monitor the Vendor’s compliance with fiscal and programmatic performance under the terms and conditions of this Agreement. On-site visits for compliance monitoring may be made by either the City at any time during the Vendor’s normal business hours, announced or unannounced. During an on-site visit, the Vendor shall make all its records and accounts related to work performed under this Agreement available to the

City for inspection and copying.

• Conduct desk monitoring monthly when financial and programmatic reports are submitted.

• Conduct on-site monitoring as necessary based on risk-assessment or funding requirements to review outputs, outcomes and requirements described in the scope of work.

• Provide technical assistance to Vendor.

4. Minimum Qualifications OR Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Housing Services – Property

Management, Master Leasing, and

Housing-Based Supportive Services

a. Have a minimum of five (5) years multifamily property management experience with a preference for affordable demonstrated or a minimum of five (5) years experience providing supportive services to persons experiencing homelessness.

b. Ability to physically provide in-person services in Phoenix, Arizona as soon as October 1, 2026, including ability to confirm all necessary licensures.

c. Staff members responsible for handling funds must submit evidence that they hold and maintain in good standing all required Arizona real estate licenses.

d. Ability to screen applicants for compliance with Area Median

Income (AMI) limits in accordance with United States Department of

Housing and Urban Development

(HUD) guidance, as directed by the City of Phoenix.

e. Experience executing and enforcing leases and lease addendums approved by the City and keeping leases current.

Responsible for retaining legal counsel for evictions.

F. Experience collecting rents and charges owed by residents monthly pursuant to the terms of the lease, collecting delinquent rent, and exercising the remedies of the lease when non-payment occurs.

g. Experience providing services to address housing needs and barriers to housing stability for households experiencing

N/A N/A homelessness or at risk of homelessness.

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority…