Master_Leasing_for_Support_Unhoused_Households.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2025-RFP-160

MASTER LEASING FOR SUPPORT UNHOUSED HOUSEHOLDS

RELEASE DATE: April 16, 2025

RESPONSE DEADLINE: May 27, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-RFP-160

Title: Master Leasing for Support Unhoused Households

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Equal Employment Opportunity

2.10. Construction Related Permits

2.11. Alternate Responses

2.12. Pricing Sheet

2.13. Solicitation Process and Submission

2.14. Solicitation Protest

2.15. Award of Contract

2.16. Execution of Contract

2.17. Notice to Proceed

2.18. No Purchase Order – No Payment Policy

2.19. Electronic Invoice Policy

2.20. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Response Submittals

3.4. Attachments

Attachments:

A - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

B - 9b-Exhibit_ RFP Standard Terms Part II - City of New Haven

1. Project Summary

1.1. Summary

Contract Name: Master Leasing for Support Unhoused Households

Solicitation #: 2025-RFP-160

Department: Community Services Administration

The New Haven Department of Community Resilience, Office of Housing and Homeless Services (OHHS) requests proposals from qualified organizations to enter master lease agreement(s) with one or various homeowners of rental housing units. The use of funding is limited to projects that will benefit individuals and families transitioning from homelessness and have a housing choice voucher or rapid rehousing funds. This project is not expected to fund permanent supportive housing projects.

1.2. Timeline

Solicitation/Advertise Date: April 16, 2025

Pre-Proposal Meeting (Non-Mandatory): April 30, 2025, 11:00am

Join Zoom Meeting https://newhavenct.zoom.us/j/81028821356?

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Question & Clarification Deadline: May 16, 2025, 5:00pm https://newhavenct.zoom.us/j/81028821356?pwd=gXVcxjhW5XtZOJnGqBHRoerbFauFBl.1 https://newhavenct.zoom.us/j/81028821356?pwd=gXVcxjhW5XtZOJnGqBHRoerbFauFBl.1 https://newhavenct.zoom.us/j/81028821356?pwd=gXVcxjhW5XtZOJnGqBHRoerbFauFBl.1 https://newhavenct.zoom.us/u/kc7DTTejPp

Solicitation Due Date: May 27, 2025, 11:00am

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent

200 Orange Street

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/149843 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/149843

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/149843, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is 15 months with 2 - one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

Proof of insurance is not required to be submitted with your response unless specifically requested, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance

Requirements" section of this document.

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

City of New Haven requires all contractors and vendors whose work or services may bring them into direct contact with youth under the age of 21 years to carry a minimum of $1 million in Abuse and Molestation insurance coverage.

Direct contact refers to situations where vendors directly interact with, supervise, or provide services to youth under the age of 21.

Examples of vendors subject to this requirement include:

Therapists Medical professionals Before and after-school program providers

Vendors excluded from this requirement include:

On-call facility-related repair services and construction services (e.g., plumbers, electricians, general contractors, roofers) who do not have direct contact with youth.

This requirement applies to all vendors working on projects within:

City of New Haven facilities New Haven Public Schools (NHPS) facilities

Certificates of Insurance

The successful bidder shall provide certificates with a minimum AM Best’s rating of “A-“VIII of insurance, showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State.

The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. Insurance agent contact information, name, email and phone number

D. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Respondent shall submit an insurance certificate in addition to a copy of each policy if requested. The

Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work.

All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. The insurance agent contact information(name , email, phone number) must be on the COI. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to support@certificail.com

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation.

2.6.1. General Liability -rider 320

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

mailto:NHpurchasingCOI@newhavenct.gov mailto:support@certificail.com

2.6.3. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.4. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.5. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.6. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.10. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.11. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.12. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.13. Solicitation Process and Submission

2.13.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/149843 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.13.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.14. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.15. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, mailto:purchasing@newhavenct.gov in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.16. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

mailto:NHpurchasingCOI@newhavenct.gov

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.17. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

2.18. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.19. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.20. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Master Lease to Support Unhoused People

Scope of Work

The New Haven Department of Community Resilience, Office of Housing and Homeless Services (OHHS) requests proposals from qualified applicants to enter master lease agreement(s) with one or various homeowners of rental housing units. The use of funding is limited to projects that will benefit individuals or families transitioning out of homelessness and have a housing choice voucher or rapid rehousing funds. This project is not expected to fund permanent supportive housing projects.

Funds administration

In addition to entering into a master lease agreement, the applicant will manage revenue generated through the

Housing Choice Voucher and Rapid Rehousing subsidies. Ninety percent of the revenue must be returned to the

City of New Haven to fund programs benefiting individuals who have become unhoused within the city. The applicant may retain up to 10% of the revenue to cover costs such as property maintenance, insurance, and other expenditures related to overseeing the master lease contract. Agencies choosing to retain a portion of the revenue must submit a detailed breakdown of how these funds will be allocated. Alternatively, applicant may opt to forfeit these funds and return the full revenue generated through the Housing Choice Voucher and Rapid

Rehousing subsidies.

Award and restrictions

A total of $400,000 will be awarded to the successful applicant for a period of up to 18 months. Depending on funding availability, the City reserves the right to modify the award amount and/or the number of awardees.

Funds may only be used to enter into a master lease agreement, including associated legal fees.

Applicants are restricted to paying no more than the HUD-published fair market rent for the New Haven region for each type of unit. Additionally, at least 80% of the units must be occupied by individuals with Housing

Choice Vouchers.

Other requirements

• The successful applicant will be required to coordinate with the Greater New Haven Coordinated Access

Network and OHHS to select tenants.

• The city requires a planning phase of no more than 3 months following the receipt of the award letter.

During this timeframe, the successful applicant will complete all agreements with third party homeowner(s) for the proposed number of units.

• Applicants must leverage their current staffing infrastructure to provide in-kind supervision, and tenancy support.

• These funds may only be used to enter into master lease agreements with property owners within the

State of Connecticut.

Performance Period

The contract will be from April 1, 2025, to June 30, 2026. Depending on funding available, the City reserves the right to renew or extent this contract.

Eligible Applicants

For profit or nonprofit organizations with experience developing housing units.

Proposal Specifications 3.1.1. Master Leasing to Support Unhoused Households

What an application should include:

A. Cover Sheet. Please include the following on your coversheet:

o Name of organization o Address of organization o Name of Program/Project o Total budget of the organization o Primary Contact for Program information (name, title, email, telephone number) o Primary Contact for Financial information (name, title, email, telephone number) o Total Funding Request o Program/Project Abstract. Applications should include a project abstract that summarizes the proposed project in five hundred words or less.

B. Project Narrative. The narrative must be 12-point Times New Roman font with 1-inch margins, double spaced and shall not exceed 8 pages. In your narrative, please include the following:

o Describe whether you will be serving individuals, families, or both.

o Indicate whether your proposed project will be single site or scattered site. Please note that at least

80% of the units must be occupied by households with housing choice vouchers. In your narrative, please include:

• If the units have been identified, provide location(s), the number and type of units, as we as the rent to be paid per unit. Also, provide the expected revenue amount for each type of unit.

o If the units have not been identified yet, please describe the quantity of the unit(s), including possible cities, the number of units to be rented, the type of units, and the expect cost per unit. Also, provide the expected revenue amount for each type of unit.

o Describe the process to identify, inspect and select units that will be used for the master lease agreement o Outline plans to ensure that apartments meet building and fire codes and have a Certificate of

Occupancy suitable for the number of tenants to be served.

o Outline the procedures for conducting apartment inspections on a regular basis, including the frequency o Explain how you would engage tenants who are in violation of their lease and work with them to prevent eviction o Describe how you would transition tenants using temporary subsidies to independent or other long-term permanent housing as appropriate o Describe the type of in-kind support that will be provided to tenants with housing choice vouchers as they transition out of homelessness. Please define the duration of the wrap-around support and outline the services that you will connect tenants to.

o Describe how you intend to interface with City staff and the community o Provide a monthly timeline that consists of a planning phase, implementation phase and close out phase.

▪ During the planning phase, the contractor will ensure that all agreements are executed to secure the number of proposed units and will work with the CAN and City staff to identify the tenants.

▪ During the implementation phase, the contractor will begin placing tenants in the new units and connecting them to wrap-around support.

▪ During the close-out phase, the contractor will work with tenants and landlords to either extent the master lease agreement or transition the lease to each respective household o Describe the name, position, and experience of the staff members who will oversee and implement this project in-kind o Provide an organizational chart that shows the staffing supervision and structure to oversee and operate this program. Include supervisors, mid-management staff, and front-line staff who will be involved in the program. This chart can be added at the end of this section and will not count towards the page limits

C. Experience. This section must be 12-point Times New Roman font with 1-inch margins, double spaced and shall not exceed 5 pages. Please make sure to include the following:

o Describe any master lease projects that you have successfully implemented, including the project’s name, address, number of supportive housing units, and if the project is currently operational. Also, please provide the average turnover rate. If it is no longer operational, state the reason o Describe your organizational experience with administering rental subsidy payments, providing recent examples of their experience o Describe your organizational experience with property management and working with households transitioning out of homelessness

D. Capabilities and Competencies. This section must be 12-point Times New Roman font with 1-inch margins, double spaced and shall not exceed 2 pages.

o Describe your organizational capability to manage federal funding sources and reporting requirements o Describe any organizational experience with property management and administering rental revenue o Describe how your organization will ensure that revenues from housing choice voucher subsidies and rapid rehousing are not comingled with other funding from the organization o Provide a timeline to close out accounting and transfer revenue funds to the City at the end of the contract

E. Budget and Associated Documentation.

o Budget Detail Worksheet. Please use the provided template. The proposal and budget must be complete, comprehensive, cost-effective, and realistic. The applicant must clearly demonstrate how additional funds are being leveraged to complete the project.

o Budget Narrative: The budget narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. The City of New Haven expects that proposed budgets are complete, cost-effective, and allowable (i.e., reasonable, allocable, and necessary for project activities). If the organization will subcontract any services to a third-party contractor, please describe those services and explain why the applicant cannot perform them. A description of services that will be subject to a subcontract is required.

o Funding restrictions:

o Ninety percent of the revenue generated by either permanent or temporary rental subsidies must be returned to the City of New Haven.

o Ninety percent of the revenue generated by household rented units, without subsidy, must be returned to the City of New Haven.

[CSL1]Approx timeline to get it approved by the BOA and (hopefully) executed

3.2. Evaluation Criteria

Phase 1 No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Narrative - Maximum 20 points

Applicant successfully describes the target population, number of participants to be served, proposed staffing structure, proposed service delivery mechanisms, and roles of the lead applicant and any proposed subcontractors.

Applicant coordinates with other agencies/entities for enhanced access and services. Organization can leverage in-kind services or partnerships for workforce development, employment placement, primary care, behavioral health, and substance use treatment.

Organization is Implementing Evidence-Based

Practices with measurable benchmarks, proposed outcomes, including data collection methods, analysis, and tools.

Organization describes how the proposed scope of work will address (or advance) issues of race and equity. This can be submitted as Appendix

A and will not count against the page number.

Organization describes how it intends to interface with City staff and the community.

This can be submitted as Appendix B and will not count against the page numbers.

0-100 Points 20 (20% of Total)

2. Organizational Experience Maximum 30 points

Demonstrated capability and experience of the

Applicant and its participating organizations in developing and managing supportive housing projects that meet project objectives, within budget and on schedule.

Clarity, completeness, and appropriateness of the Project Management Plan in establishing a credible project base and how the activity will be implemented and managed.

• Clarity, logic and effectiveness of project organization, including subawards, to successfully implement the project.

• Credentials, capabilities, and experience of key personnel.

• Adequacy and availability of proposed personnel, facilities, and equipment to perform project tasks.

0-100 Points 30 (30% of Total)

3. Project Readiness Maximum 10 points

8 - 10 points - The project is expected to launch within three (3) months of the funding award.

7- 5 point - The project has all elements in place for implementation soon after the funding award.

0 – 4 points- The project timeline indicates there may be elements lacking that may delay implementation as represented in its application under its “Project Readiness” timeline.

0-100 Points 10 (10% of Total)

4. Capabilities & Competencies

Applicant fully addresses all aspects of the criterion, convincingly demonstrates that it will meet the City’s performance requirements and demonstrates no weaknesses.

Applicant demonstrated relevant experience developing supportive housing and lists previous quality projects.

Applicant lists relevant training and certifications in developing and operating supportive housing.

Applicant provided detailed documentation and references to validate claims.

5. Budget - Maximum 20 Points

Scoring Criteria: The cost proposal will be evaluated based on how well it aligns with the budget constraints and offers value for money. Points could be assigned based on specific thresholds or ranges within the proposal.

0-5 points: Exceeds budget significantly.

6-10 points: Slightly above budget but justified.

11-15 points: On budget with good value.

16-20 points: Well below budget with exceptional value.

Organizations that can show the capacity to fundraise for gap funding. (5 extra points)

Phase 2 No. Evaluation Criteria Scoring Method Weight (Points)

1. Review Process

The evaluation of the applications will be executed by a Review Panel facilitated by the

Coordinator for the Office of Housing and

Homeless Services. At the City’s option, responders may be asked to participate in an interview process.

Key Considerations:

A. Has the agency presented sufficient evidence to demonstrate their capacity to deliver their selected-proposed program(s) based on the above listed types of services? (Up to

15 pts)

B. Does the agency have a track record in successful service delivery of this type of program(s)? Rate their level of success delivering these services.

(Up to 15 pts)

C. Does the proposal provide direct evidence (letter, memorandums of agreement) of partnerships in place to address the continuum of care needs required by the homeless? (Up to 10 pts)

D. Does the agency have site controls that can be demonstrated with a lease agreement? (Up to 5 pts)

E. Does the proposal coordinate with other agencies/entities efforts (e.g.

Coordinated Access Network, Homeless Outreach Taskforce, Greater etc.)? (Up to 5 pts)

F. If the agency received grants funds from the City of New Haven in past years, did they comply with all City and Federal requirements as prescribed and agreed to, including the City’s ongoing intake, evaluation, quality improvement/ assurance and reporting process? (Up to 10 pts)

G. Is the agency able to leverage additional public and private resources to support this work? (Up to 10 pts)

0-100 Points 1 (100% of Total)

H. Does the proposal list specific, focused, and measurable outcomes including their methodology for achieving the expected outcomes, and how they propose to provide the data (e.g. data systems they will pull and present data from)?

(Up to 15 pts)

I. Does the proposal clearly present other funding sources including funds their agency received from the City of

New Haven? (Up to 5 pts)

J. Does the agency propose a way in which they will evaluate and continuously improve their own performance? (e.g. internal monitoring and mechanisms for self – correction). (Up to 10 pts)

K. Bonus points for attending pre-solicitation meeting. (5 points)

3.3. Response Submittals

1. Technical Proposal (without cost)* *Response required

2. Cost Proposal* *Response required

3. City Forms Signature Sheet* You are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

Your are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

5. Current Workforce Certificate* Please download the below documents, complete, and upload.

• Current_Workforce_Certifica...

https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fc2842d4-2626-4a80-865b-41e2d926ce22&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://government-project.s3.us-west-2.amazonaws.com/84780/54909ddb-005f-4f67-84aa-87b301443feb_Current_Workforce_Certificate.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4H3GQO47T%2F20250424%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250424T185632Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCID4bcWEHrAnf8VsTBY3tpF3SdSTfiDRfHEly7Y0xgmoOAiA74HuNaivZk2QcElIG6SezoFaaAxXLpiIMjaXDdbOIPSqDBQgaEAIaDDg5MjM2NDY4NzY3MiIMOjrBL3zA4%2Fh0pWVSKuAEbw8%2BxJJ4eNkbx4XA8plQIYNfRkTF31%2FZqQ0QDM9EXEH6jaR6fEOE%2FWCpVzcIfBTL5E94StPSzxVapq%2FtKPyUz741vtGL%2FvHqFx803u%2BIVUgufuYm7CHvbCdrZhEgs7I8mU8LXwhh0zCMXJHbe68VKSx8ctjb0B8HBDHg6vSBPzZA5rxT5USS2t4Mc16IPxjBakiuAEpcr0abWgw7dCs2HZAH2R9WpxDB9n5e1DqqvTQGDhisOcUXcYd5YtrG5RD9fl3z27ytgJqssejAi2o2Bk7Rtq4lHZHaapOjZppQrTU7SQ%2BNHNKh1BT8NDpdNJOXiZhR2bAYIRYocf1R6Xu%2FnxzN1ZMfRafc27IUy%2BEyC9xgVRKEvMgj%2B0wcqxMqdm71XHBsXkX5WynRduyHu4x4%2B9DDHR10%2Bhc9aXnY7vwMewZjS3f%2FUKy5Kc%2B9N8UUvENhJRDqloqZYbnwwxozLQb1dXZV6Jv4NJ6nBrDQvOhtzTUjyfZ%2FPsP1MCGIFTTKP%2BoseOTXShxP9W9UCtUDSIhOwxYscmhbIC0V5%2F5%2F7mCTPov%2Bz8zdj5i1g6HE7NnY4TCDnMqJYnpcvSuTzHfuWTp9E5SMotkfjGpZcYQRkmgiS31khF%2BQXCIMgbQJ5QqgaYP0%2FdXFP36a9GdSzIviSGRHPrhsddmIZWYGNKTQsu6JgSe7GdU7NqH4pgJqJwiWQx%2FgHSItyNjz5BACCUKfpn5HFgd4lSKfUfwq9Ft9fPla6NFYj2FVqTEUstRoYaXk6jCbTIXVPnANEfdnv4yUMsClj4qRveoGRnZ70c9FObOcm9kwv92pwAY6nAE5yNeuK3mM%2BUHhqqJoVxPpoTzH0FLhitUCHKWJ8HNVgG2WeXlc8xJKHEgT7Ygv%2B9rho80q5EGijaDhUVAUaiAHVtsj6532c0XFvh2A9aYFVFHzdh%2FyKGjTy7Nr2VnCHZY5GK832NlP0ZDZBL5rIiZNIgvHd5MR9ANeL4GGQanbwjxEyEgH5tF9DfE8EJ8yPX%2BnPrmgY3auE6EDrrY%3D&X-Amz-Signature=49d511ed905949bf554a207982bc4ad4180acae059d229d2c82dc6dc5897a082&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject

*Response required

6. Statement of Qualifications for City Statement of Qualifications:

Each solicitation response shall include a Statement of Qualifications in the format provided in this

Solicitation upon stationary of the responding entity.

All questions must be answered, and the data given must be clear and comprehensive. The respondent may submit any additional information he/she desires.

6.1. Permanent Main Office Address*

*Response required

6.2. When Organized*

*Response required

6.3. Legal form of ownership. If a corporation, where incorporated.*

*Response required

6.4. How many years have you been engaged in services, under your present name?*

*Response required

6.5. Have you ever failed to complete any work awarded to you? If so, where and why?*

*Response required

6.6. Have you ever defaulted on a contract? If so, where, and why?*

*Response required

6.7. Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.*

*Response required

6.8. Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven.*

*Response required

6.9. Name, title, address, and telephone number of the individual to whom all inquiries about this

Proposal should be addressed.*

*Response required

6.10. Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven?*

☐ Yes

☐ No

6.11. Tax Identification number(s)*

6.12. Are you able to receive Credit Card Payments for your services rendered?*

☐ Yes

☐ No

*Response required

6.13. Attached to this solicitation are contract exhibits for your review. Please be advised that the City of

New Haven maintains a standardized set of contractual terms and conditions that are not subject to negotiation. If your proposal is selected for award, you will be required to adhere strictly to the terms and conditions outlined in this document.*

By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award."

☐ Please confirm