OAHPI RFP 26-017 - APPROVED - signed.pdf

Executive Office, 1619 Harrison Street, Oakland, CA 94612

Housing

The Housing Authority of the City of Oakland, California (“the Authority”) invites proposals from qualified applicants to provide Property Management Services for Permanent Supportive Housing.

Proposals will be accepted on-line through Housing Agency Marketplace until 10:00 am, (Pacific Time), on October 5, 2026 proposals received after the deadline will be rejected without consideration.

Questions of a procedural nature may be directed to Ddawson@oakha.org

We look forward to receiving your proposal.

Sincerely, Patricia Wells Executive Director Oakland Housing Authority 1619 Harrison Street, Oakland, CA 94612

Docusign Envelope ID: 4E0BBCEB-9190-84BC-8282-47C80C674D87

9/8/2026

Gentlemen/Ladies:

SUBJECT: RFP #26-017 Property Management Services for Permanent Supportive

PROPERTY MANAGEMENT SERVICES

FOR PERMANENT SUPPORTIVE HOUSING

REQUEST FOR PROPOSAL

Introduction:

Oakland Affordable Housing Preservation Initiatives (OAHPI) was established as a California non-profit public benefit corporation in February 2009. The purpose of OAHPI is to:

• Acquire, develop, lease, finance, rehabilitate, own and operate decent, safe and sanitary housing affordable to people and households of low income, where no adequate housing exists for such groups.

• Lessen the burdens of government by acquiring leasehold or fee interests in housing for low-income people and households that were previously owned by the Housing Authority of the City of Oakland (OHA) as Low-Income Public Housing and continue to operate it as housing for low-income households.

• Promote social welfare through activities related to the development of housing for low-income people and households; and

• Implement such other activities as the Board of Directors determines will benefit and support OAHPI.

OAHPI has a portfolio of approximately 1,539 Section 8 units across 248 sites in Oakland.

OAHPI serves and embodies a diverse community; therefore, contractors should consider the effects of race, class, ethnicity, income, and other issues of difference in our society, and display a high level of cultural competency throughout their interactions with the non-profit.

The Oakland Affordable Housing Preservation Initiative (OAHPI) is soliciting proposals from qualified Property Management Firms to provide full-service, day-to-day professional Property Management Services for Permanent Supportive Housing at various sites located throughout Oakland, California.

All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document in its entirety and any designated exhibits.

RFP Representative: Daveina Dawson, ddawson@oakha.org

RFP Issued: 9/8/2026

Pre-Proposal Conference (optional): 9/21/2026 at 11:00AM PST via Microsoft TEAMS

Questions Due: 9/25/2026 at 2:00 PM PST

Submission Deadline: 10/5/2026 at 10:00 AM PST

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Docusign Envelope ID: 4E0BBCEB-9190-84BC-8282-47C80C674D87

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Proposals must be submitted online via Housing Agency Marketplace with the Bid Form contained in Exhibit A through the following link:

https://ha.internationaleprocurement.com/requests.html?company_id=50863

Proposers MUST register with Housing Agency Marketplace in order to submit proposals. It may take time to upload proposals so please take that into consideration when deciding what time to start uploading your proposal. Please make sure that your proposal has been successfully uploaded even if you receive a notice acknowledging your proposal. If you have any technical issues with the site, please contact Larry Hancock at 1-866-526-0160.

OAHPI intends to enter a Request for Proposals with qualified Contractors for the provision of these services. Contracts will be awarded to qualified contractors who provide low quotations and can satisfy the Authority’s objectives in the RFP. OAHPI will only consider responses received by the deadline in the required submission method.

I. STATEMENT OF WORK

A. Project Scope

It is the intent of this RFP to establish a term contract, with a vendor for the Oakland Affordable Housing Preservation Initiatives (OAHPI) for property management services for Permanent Supportive Housing.

The Contractor will be required to provide full service, day-to-day professional property management and supporting services for OAHPI properties referenced in the Exhibit A (“Lease Premises”). By mutual agreement and by providing 30-day notice, OAHPI may add additional properties to the Leased Premises. The additional properties will be comparable in the composition and structure to the Leased Premises; therefore, it is anticipated that the quoted cost for management and bookkeeping fees should be the same for added properties.

The Contractor will be required to perform the obligations of the Contractor identified in the Memorandum of Understanding Permanent Supportive Housing Partnership dated December 16, 2020, between the County of Alameda, by and through its Health Care Services Agency, the OHA and OAHPI ("MOU"). Specifically, under the MOU, OAHPI is obligated to provide high-quality, safe, and affordable permanent supportive housing to eligible households that will enable those households to maintain their housing, improve their health and quality of life, and meet their personal goals

The management of the Property shall be carried out under the direct supervision of the Contractor at the project site and subject to all applicable laws and regulations, as amended from time to time, including specifically, but without limitation, laws and regulations cited below and the documents identified below.

• The Fair Housing Act, 42 U.S.C. 3601-19, and regulations issued thereunder, 24 CFR Part 100; Executive Order 11063 (Equal Opportunity in Housing) and regulations issued thereunder, 24 CFR Part 107; the fair housing poster regulations, 24 CFR Part 110.

• Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d, and regulations issued thereunder relating to non-discrimination in housing, 24 CFR Part 1.

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• Age Discrimination Act of 1975, 42 U.S.C. 6101-07, and regulations issued thereunder, 24 CFR Part 146.

• Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. 794, and regulations issued thereunder, 24 CFR Part 8; the Americans with Disabilities Act, 42 U.S.C.

12181-89, and regulations issued thereunder, 28 CFR Part 36.

• California Fair Employment and Housing Act ('FEHA") California Government Code Sections 12900, et seq; The Unruh Civil Rights Act, California Civil Code Section 51.

• Oakland Housing Authority Administrative Plan.

• Section 50675.1.3 of HSC, Housing funds to individuals who are experiencing homelessness shall be distributed in accordance with Multifamily Housing Program. Section 50675.1.4, Exempt certain Homekey projects from the California Environmental Quality Act (CEQA).

Management Obligations

• The Contractor shall provide a desirable, well-maintained, habitable, and affordable place to live for an economically, racially, and ethnically integrated resident population, without discrimination against race, religion, sex, color, family status, disability status, national origin, marital status, ancestry, gender identity, or sexual orientation.

• The Contractor shall house eligible residents pursuant to the MOU and maximize occupancy and rent collection efforts.

• The Contractor shall provide effective resident service coordination to the residents pursuant to the MOU.

• The Contractor shall assist the residents with the completion of the eligibility and other paperwork to qualify for project-based or local program subsidy to maximize future housing mobility for the residents and current site revenue.

• The Contractor shall maintain a vacancy rate below two percent (2%) every month or provide acceptable mitigating circumstances explaining why the goal was not accomplished.

• The Contractor shall maintain Tenant Account Receivables at ninety-five percent (95%) or higher. This number may exclude Account Receivables for tenants who are at various stages of the court proceedings.

• The Contractor shall close and complete all Emergency Work Orders within 24 hours and Routine Work Orders within 30 calendar days.

• The Contractor shall perform unit turnover on an average of fifteen (15) business days or less.

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• The Contractor shall monitor the budget on the monthly basis and provide an explanation for any variances exceeding five (5) percent.

• The Contractor shall maintain effective working relationships with OAHPI and OHA staff, the Supportive Services providers and local government including, but not limited to the Police Department, Council Offices, the Mayor’s Office.

• Barring unforeseen circumstances, the Contractor shall respond to all communications and requests from OHA/OAHPI in a timely manner and shall, at very least, acknowledge receipt of communications or requests within the timeframe specified in OHA/OAHPI request.

General Requirements of Contractor

The following is a general outline of basic services to be provided by the Contractor.

Services not specifically listed but incidental to the listed items should be anticipated and included. It is anticipated that the Contractor shall commence services within thirty

(30) days following an official notice to proceed.

Property management services to be provided by the Contractor will include, but not be limited to the following:

1. Property Management and Reporting

2. Leasing

3. Unit Inspections

4. Operation and Maintenance

5. Financial Management and Reporting

6. Procurement Requirements

7. Resident Service Coordination

8. Utilities

9. Personnel Management

10. Compliance with Governmental Orders

11. Security

12. MTW activities

The Contractor will be responsible for the full range of services herein identified. In performance of these responsibilities, the Contractor must comply with all applicable Federal, State and local laws.

Property Management and Reporting

The Contractor will:

a. Operate the property at a generally accepted industry standard level, Maintain a continual (24-hour, 7 days/week) management presence in conformance with local, state, and federal laws as applicable.

b. Make a detailed site inspection and within thirty (30) days of Agreement award, prepare and submit to OAHPI the following:

1. An annual Operating Budget using projected subsidy calculations and projected tenant income if one hasn’t been developed and adapted by

OAHPI.

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2. A written statement of anticipated start-up costs to be agreed upon and approved by OAHPI.

c. Submit a Monthly Property Report, on or before the 3rd of the second month of the Agreement, and on the 3rd of each month thereafter, containing occupancy reports including unit turn around and lease-up times; accurate and complete Rent Roll; aged delinquency report; a monthly and annual report on Emergency and Routine Work orders and their completion times for the property; a monthly lease compliance report, all grievances and notices served to residents and status of all legal actions for the property; and any other reports as required by HUD, the Authority, or OAHPI.

d. A statement of receipts and disbursements reflecting comparison and variance of budget to actual for current month and year-to-date by the 12th calendar day, with an explanation for any significant variances and itemization of all expenses, bills and invoices.

e. Provide access to the OAHPI’s selected Independent Public Accountants for the annual audit of the project.

f. Establish in writing and implement with OAHPI’s approval a transfer policy for reasonable accommodation and confidential client requests.

g. Establish a viable tenant conflict resolution and grievance process in accordance with the OHA Administrative Plan. Promptly inform the OAHPI of any conflicts that cannot be resolved through this process.

h. Establish and maintain a comprehensive system of records, books, and accounts, including, but not limited to, resident records, maintenance records, resident applications, credit reports when obtained, leases, and work orders, in a manner conforming to the directives of the Regulatory Agency and OAHPI, and otherwise satisfactory to the OAHPI. All records, books and accounts will be subject to examination at reasonable hours by any authorized representative of the OAHPI and/or the Regulatory Agency.

i. Except as otherwise provided in this Agreement, all management overhead expenses, and accounting expenses not directly related to on-site Project activities as identified in the approved budget will be borne by the Contractor out of its own funds and will not be treated as Project expenses nor recorded in the Project’s General Ledger.

Leasing

During the Term, the Contractor will be responsible for determining if the applicant meets eligibility requirements and will be responsible for abiding by California State Law “Housing First” principles in the marketing, application, selection process, and supportive services. These principles include:

• Tenant screening and selection practices promote accepting applicants regardless of their sobriety or use of substances, completion of treatment, or participation in services.

• Applicants are not rejected on the basis of poor credit or financial history, poor or lack of rental history, criminal convictions unrelated to tenancy, or behaviors that indicate a lack of “housing readiness.”

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• Supportive services that emphasize engagement and problem-solving over therapeutic goals and service plans that are highly tenant-driven without predetermined goals.

• Participation in services is not a condition of permanent housing tenancy.

Tenants have a lease and all the rights and responsibilities of tenancy, as outlined in California’s Civil, Health and Safety, and Government codes.

The applicant referral process is done through the Coordinated Assessment and

Entry System (CES). County, as part of the Alameda County Health Care Services Agency, is the lead agency in Alameda County’s Coordinated Assessment and Entry System (CES) for matching prioritized and eligible households to designated permanent supportive housing units in the County.

County staff utilizes a countywide by-name list (BNL) of individuals in the County currently experiencing homelessness. The BNL includes households that have completed Alameda County’s standardized CES Assessment Tool and been entered into the County’s Homeless Management Information System (HMIS) for prioritizing and matching to specific resources in the CES System.

The Property Manager will be responsible for notifying the County in writing at least thirty (30) days prior to the date that OAHPI intends for any household to move into the Development at the time of initial lease-up for the Development.

The County will refer eligible households through the CES BNL.

If the Property Manager anticipates that the unit will become vacant, they shall notify the County promptly in writing. The County will provide additional referrals to fill the vacant units.

The Property Manager will be responsible for the annual certification of the households to determine whether the households remain income eligible to continue participating in the program.

During the Term, the Contractor shall execute and enter into, on behalf of the OAHPI, any and all leases or rental agreements (“Leases”), of residential units and any extension and renewal of said Leases, provided, however, that without the prior written consent of OAHPI, the Contractor shall not enter into any Lease with any person for a term in excess of one (1) year.

Screen potential applicants and assign these families to the complex for final placement according to the OHA Administrative Plan, which will be provided by the OAHPI. The criminal background screening on all prospective household members, including new admissions or additions to the household will be conducted by the OHA Police Department.

The Contractor will facilitate and assist applicants with completion of the initial eligibility paperwork necessary for determining eligibility for project-based or

P a g e 7 | 32 local program and submit the relevant paperwork to the Authority’s Leased Housing Department.

The Contractor shall not decline to lease any unit at the Property to a prospective resident based on the resident’s race, religion, national origin, ancestry, sex, sexual preference, physical handicap, or any other classification protected by law. The Contractor will conduct general suitability checks on all prospective household members, including new admissions or additions to the household of each prospective resident, and obtain references from the prospective resident’s previous landlords to the extent deemed necessary by the Contractor, to protect the OAHPI against financial losses and other liabilities. All expenditures incurred by the Contractor for duties described in this Paragraph shall be considered operating expenses of the property.

The Contractor will be responsible for executing and enforcing the OAHPI’s Lease Agreement as per the OHA Administrative Plan, federal, state, and local laws as applicable and in effect at the execution of the Agreement and as amended during the term(s) of the Agreement.

The Contractor shall initiate eviction actions in a timely manner, where appropriate, for all matters involving non-payment of rent or material lease violations in accordance with the OHA Administrative Plan, federal, state, and local laws.

The Contractor is authorized to serve “notices to vacate” on tenants and to institute any action or proceeding it deems necessary to recover possession of leased premises; or to recover rent, charges, or other sums payable to the OAHPI. The Contractor may compromise and settle or otherwise discontinue any such action or proceeding, provided the Contractor first obtains OAHPI’s written approval. In exercising the OAHPI written approval granted by this Paragraph, the Contractor may incur collection fees, costs, and legal fees as agreed to in writing by the Contractor and the OAHPI. Any such fees or costs shall be considered operating expenses of the Property.

The Contractor shall receive, consider, and respond to all resident complaints or concerns in a professional manner consistent with the Contractor’s OAHPI and duties described in this Agreement.

Unit Inspections

The Contractor shall ensure that all rental units pass HQS, NSPIRE inspection and any subsequent inspections required by the Authority and/or OAHPI. Contractor's HQS compliance obligations shall comply with the requirements set forth in the HQS Inspection guidelines attached to the Agreement as Exhibit F and incorporated herein by this reference. The Contractor is required to inspect the units in preparation for each HQS inspection, consistent with Exhibit F, and address and resolve all deficiencies observed during the inspections.

Operations and Maintenance

The Contractor shall, always maintain the property in a good, clean, habitable, and attractive condition acceptable to the OAHPI. Repairs shall be performed, as necessary, and shall be budgeted as part of the operating expense of the Property. To this end, the Contractor shall:

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a. Perform the following, subject to any limitations imposed by the OAHPI, all interior and exterior cleaning, painting, decorating, and carpentry; the periodic inspection, maintenance and repair of plumbing, heating, and ventilating systems, stoves and refrigerators; the periodic inspection, maintenance of outdoor grounds and facilities; and any other routine maintenance and repair work that becomes necessary.

b. Prepare vacant units for occupancy. Turnaround for each vacant unit will be completed within fifteen (15) business days from move-out unless there are extenuating circumstances such as a death or major damage. At least ninety-eight percent (98%) of the units at each site are to be market-ready at all times.

Pre-occupancy inspections shall be completed for each unit with the Contractor and tenant identifying in writing the condition of the unit at the time of occupancy.

c. Systematically and promptly receive and investigate all service requests from tenants, no later than 10 calendar days, take any necessary action, and keep records of the action taken. Emergency repair requests shall be received and serviced within 24 hours. Complaints of a serious nature (i.e., deaths, crime reported, etc.) shall be reported to the OAHPI at the conclusion of an investigation by the Contractor.

d. Purchase materials, supplies, equipment, tools, and services that are necessary for the operation and maintenance of the Property and maintain a current inventory of the same.

e. Perform preventative maintenance of the Property to preserve the physical assets in accordance with sound property management practices. Included among these responsibilities are periodic inspections of sidewalks, walkways, stairs and paved areas to identify trip and other hazards and remediate the same in a timely manner.

f. Conduct fire alarm system tests monthly. Conduct smoke detectors tested semi-annually. Maintain written records of such inspections at Contractor's main office.

Provide a copy to the OAHPI/OHA staff. Conduct fire drills at least annually.

Training for staff and residents on fire, earthquake safety, and crime prevention shall be conducted at a minimum annually or more frequently if determined reasonably necessary.in response to circumstances such as an increase in crime or the occurrence of a natural disaster.

g. Coordinate with and accompany inspectors from the OAHPI, OAHPI’s insurance carrier, the Authority, and other OAHPI-authorized parties.

h. Post a management sign on the building exterior of Property within one (1) month of execution of the Agreement that includes required information and maintain the same during the Term in accordance with the OAHPI requirements. The sign shall be of reasonable size and visible from the sidewalk with information regarding the management company and contact information, subject to OAHPI’s approval.

i. Obtain and maintain in full force and effect all licenses and permits required by law.

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Financial Management and Reporting

Collection and Disbursements of Revenues

a. An Operating Account shall be established by the Contractor for all Properties.

The OAHPI designee will work with the Contractor to include the appropriate staff of the Contractor on the bank accounts so they can deposit Property’s receipts and disburse funds for Property expenses.

b. The Contractor shall reconcile all Operating Accounts monthly. Bank statements and reconciliations shall be part of the reporting package as outlined in section b below.

c. The Contractor shall collect all rents and revenues from the Property. If and when applicable, the Contractor shall collect applicable charges, and other amount receivables, including any laundry room receipts and income from vending machines, from the Property daily. The Contractor shall submit a monthly invoice to OHA to reflect tenants rent and local operating subsidy. The total rent and subsidy amount cannot exceed the contract rent established by OAHPI. The Contractor shall submit invoices to the Authority by the 15th calendar day following the end of the month (e.g., April 15th or the month of March). All funds received shall be deposited in the Property’s Operating Accounts.

d. A proper invoice, including rent roll, must include: the invoice date, the payment period, a certified list of all households served during the billing period, including certification of eligibility, broken down by property and month, and any other information or documentation required by OAHPI. Please see Exhibit G for an invoice/rent roll template. Any bedroom/apartment that has been occupied and vacated during the reimbursement period must have the move-in and move-out date included on the list of households. OAHPI will not pay operating assistance twice on any given bedroom or unit during any given month.

e. Upon receipt, review and approval of the Contractor’s invoice, OAHPI shall pay the invoice within thirty (30) calendar days.

f. The Contractor shall disburse, from funds collected and deposited in the Operating Accounts described above, all operating expenses for the Property, including salaries, services, utilities, minor maintenance and repair costs, service Agreements and any other recurring operating expenses identified in the approved budget as authorized by the OAHPI. Any expenses that are considered extraordinary will require approval of the OAHPI.

g. From the funds collected and deposited by the Contractor in the Operating Account, the Contractor will make the following disbursements promptly when payable:

1. Reimbursement to the Contractor for compensation payment to the employees, and for the taxes and assessments, payable to local, State, and Federal governments in connection with the employment of such personnel.

2. The payments to be made monthly to OAHPI to pay taxes and assessments, fire and other hazards insurance premiums, utilities, trash service and any other amounts required by OAHPI.

3. All sums otherwise due and payable by the OAHPI as expenses of the Project authorized to be incurred by the Contractor under the terms of this Agreement.

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h. Funds shall be disbursed or transferred from Operating Accounts only as directed by the OAHPI.

i. The Contractor agrees to credit the Project with discounts, rebates, or commissions, or property tax relief, as applicable to the Project.

j. If the balance in the Operating Account is at any time insufficient to pay disbursements due and payable, the Contractor will inform the OAHPI immediately of that fact, and the OAHPI will explore funding options to cover the deficiency. In no event will the Contractor be authorized to use its own funds to pay such disbursements.

k. The Contractor shall organize and maintain a system of controls designed to ensure the authenticity of bills, invoices, and statements charged and paid. This system of controls must be detailed in the Management Plan and approved in writing by the OAHPI.

Accounting, Monthly Financial Reporting and Administering of Funds

Books and Records

The Contractor agrees to keep accurate, complete and separate books and records of account for the Properties in accordance with Generally Accepted Accounting Principles (GAAP) and procedures based on a fiscal year that ends on June 30. These books shall detail all income and expenditures, accounts payable, accounts receivable, available cash and other assets and liabilities pertaining to the Property.

The OAHPI may, at any time during the Contractor normal business hours, either in person or through a representative, inspect all records and supporting and related documentation kept by the Contractor relating to the management and operation of the property, including but not limited to, electronic records, checks, bills, vouchers, statements, cash receipts, and correspondence. The OAHPI may, at its own expense, have an audit made of all accounting books and records connected with the management of the Property.

Financial Reports

Each month the Contractor shall prepare and submit to the OAHPI financial reports for the Property on an accrual basis for the preceding month. The Contractor shall deliver to the OAHPI the following financial reports in an electronic format compatible with OAHPI’s property management software and Microsoft Excel or on software provided by the OAHPI, as determined by the OAHPI in its sole discretion:

a. Preliminary Trial Balance Report

Reflecting the beginning balance, the current month’s debits and credits, and the ending balance on or before the last business day of the month.

b. Monthly Income Statement and Balance Sheets

Financial Statements) and final trial balance shall separately set forth data for both the current month and the year to date (including the current month). The Contractor shall deliver to the OAHPI copies of all bills paid by the Contractor for the preceding month. Simultaneously with delivery of the monthly financial statements, the Contractor shall also deliver to the OAHPI rent rolls containing tenant portions of rent charged for the month, account receivable aging report;

check registers for the Property; general ledgers, report of cash receipts that can

P a g e 11 | 32 be traced to the bank deposits, bank reconciliation with supporting bank statement; report of security deposits, monthly equipment & building improvements report for specified, single capital expenditures of $5,000 and above. Each such report and supporting documentation shall be delivered electronically to the OAHPI on or before the 12th calendar day of the following month.

c. Annual Financial Report

Within fifteen (15) days from the end of each calendar year during the Term, the

Contractor shall make available and provide access to the Property’s records via electronic means acceptable to the OAHPI and assist OAHPI’s auditor in preparing the annual financial report for the preceding year.

d. Tenant Delinquency Report

On or before the 12th calendar day of the month, the Contractor shall prepare and submit to the OAHPI, electronically via email, if possible, a tenant delinquency report which reflects uncollectible accounts and recommendations for their write-offs. Additionally, the Contractor shall actively pursue collection efforts for all outstanding payments due from current and future tenants.

e. Annual Operating Budget

The Contractor shall prepare and submit to the OAHPI for approval, an Annual Operating Budget (the “Budget”) including, but not limited to, rents and other income and expenses, by the deadline identified by OAHPI. The Contractor shall begin the budget planning process in September/October of the preceding fiscal year (or earlier depending on the OAHPI’s established timeline) except in the case of the first year of the Term where the Budget shall be submitted to the OAHPI within thirty (30) days of the Commencement Date. Any changes to this submittal schedule shall be approved by the OAHPI in writing.

The OAHPI shall promptly inform the Contractor of any changes to be incorporated in the Budget, and the Contractor shall keep the OAHPI informed of any anticipated and actual deviations from the receipts or disbursements set forth in the approved Budget. Disbursement for each type of operating expense itemized in the Budget may not exceed the amount authorized in the approved Budget without prior written approval from the OAHPI. For expenses over $5,000 that are not authorized in the approved Budget, the Contractor must receive pre-approval from the OAHPI before the expense can be incurred.

Receipts shall be provided for all disbursements. Upon the completion of the Agreement, the Contractor will be required to account for and return all funds collected to include but not limited to, carry forward balance, unspent petty cash, security deposit or any other funds to the OAHPI within 30 calendar days.

Procurement Requirements

The Contractor agrees to comply with OAHPI Procurement Policy adopted on June 4, 2026, and any subsequent version of it.

Resident Management Relations and Supportive Services

Resident Management Relations and Supportive Services shall use a variety of engagement strategies focused on a resident-centered approach in serving the target population.

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a. The OAHPI is committed to building positive relationships with residents. The Contractor will be required to encourage resident participation and coordinate meetings on a regular basis to address resident concerns, and resident and management issues, to strengthen resident participation and to provide an agenda and notes in their monthly reports of meetings hosted or attended. The Contractor will also attend periodic meetings of the Neighborhood Crime Prevention Councils in the vicinity. In addition, the OAHPI may provide staff to assist resident groups to organize and aid in making social service referrals. The Contractor will work cooperatively in these areas.

b. The Contractor will provide services as outlined in the Memorandum of Understanding Permanent Supportive Housing Partnership between the County of Alameda, by and through its Health Care Services Agency, the Housing Authority and OAHPI (Attachment).

c. The Contractor’s staff and its service providers should offer the following:

1. The teaching of daily living skills to assist residents to become more independent while bringing enrichment activities on-site.

2. Creation of a thriving living environment to enhance the residents' quality of life.

d. The Contractor shall provide case management services to tenants with the primary goal of maintaining housing stability, including ongoing meetings, and counseling to establish goals, develop services plans that are tenant-driven without predetermined goals, provide referrals and linkages to off-site support services, and track progress toward achieving those goals. Document case management meetings, engagement, and progress. Case management services should include:

1. Connecting each tenant with resources needed to maintain food security for independent living.

2. Referring tenants to services and coordinating services within the community that support progress toward identified goals. This may include providing information about services, calling to make appointments, assisting with applications, providing appointment reminders, following up and/or checking in with households regarding the process, and re-refer as appropriate.

3. Communicating and coordinating with outside services providers to support housing stability.

4. Providing benefits advocacy to assist tenants with obtaining and maintaining benefits, including, but not limited to, cash aid, food programs, medical clinics, and/or in-home support.

5. Encouraging and connecting tenants with educational and employment services to increase education and skill levels.

6. Through counseling, case management, and workshops, provide financial literacy education (e.g., paying rent, accessing public benefits, budgeting, financial planning, saving, and credit repair).

7. Helping to provide transportation resources to ensure it is not a barrier to a tenant’s ability to become self-sufficient. Transportation resources may

P a g e 13 | 32 include transportation vouchers, referrals, and/or transporting tenants as needed.

8. Encouraging residents to utilize available and free WIFI services and supporting them with connectivity and access.

f. The Contractor will participate in regular coordination meetings with Supportive Services providers to review tenants at risk for eviction and strategize on how to support tenants in maintaining their housing. Including coordinating with Supportive Services personnel to find creative ways to engage with tenants facing housing instability through communicating with and meeting with tenants regarding behaviors and issues that put the tenant at risk for housing instability.

g. The Contractor shall conduct Wellness Checks and/or Emergency Safety Checks to assess a tenant’s safety when there is a reason to believe the tenant is at immediate and substantial risk due to a medical and/or psychiatric emergency.

h. The Contractor shall engage with tenants to provide information about available Supportive Services and invite them to participate. Contact each tenant at least three times during the first 60 days following placement and document all outreach and attempts.

i. The Contractor should create and/or coordinate support groups and social events that help with community building. The Contractor will plan groups, events, and activities with input from tenants to build community engagement, develop peer support, share information, form social connections or to celebrate significant events. Post and provide tenants with a monthly calendar of events.

Conduct monthly community meetings for tenants, during which tenants may discuss building concerns and program ideas.

j. The Contractor shall maintain a good relationship with the neighborhood. This includes:

1. Collaborating with neighbors and relevant city agencies to ensure that neighborhood concerns about the facility are heard and addressed.

2. Having a public phone line (and/or email) available for the community to report concerns.

3. Management staff are available to respond to neighbors within two (2) business days.

4. Have a representative attend all appropriate neighborhood meetings.

5. Participate in community/neighborhood events in partnership with the local community benefit district as appropriate.

6. Leadership or designated staff attendance in regular meetings (monthly or as needed) with OAHPI staff.

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Utilities

The Contractor shall monitor water, electricity, gas, and sewer usage to ensure cost savings for the property(s). The Contractor will train their staff on water and energy conservation to ensure the property pursues opportunities for savings in cost and consumption. OAHPI is working with Wegowise, an industry-accepted software, to monitor utility consumption.

Personnel Management

a. The Contractor will screen, hire, train and supervise competent personnel for maintenance and operation of the Property and retain other sub-Contractors and/or service providers as provided for in the operating budget. All assigned employees must be bondable, pass the background investigation, and sign the confidentiality/non-disclosure agreement, which would be made available to the OAHPI upon request. All employees and sub-Contractors/service providers retained by the Contractor are the sole responsibility of and acting under the direction of the Contractor without liability to the OAHPI. In such hiring and contracting, adhere to the OAHPI’s Section 3 Economic Opportunity Policy.

b. The Contractor will provide a list of its employees assigned to the Property, along with the respective job descriptions, resumes, and relevant certifications, to the OAHPI. The assigned employees will be privy to and have access to personal Key to Home tenant information. The Contractor shall have on file a signed employee non-disclosure agreement from every assigned employee made available to the OAHPI if requested.

c. The Contractor’s employees will attend all mandatory trainings conducted by the OAHPI, at the OAHPI’s request.

Compliance with Governmental Orders

The Contractor will take such actions as may be necessary to comply promptly with all governmental orders or other requirements affecting the Project, whether imposed by Federal, State, county or municipal OAHPI; subject, however, to the limitation stated in this document with respect to repairs. Nevertheless, the Contractor shall take no such action so long as the OAHPI is contesting, or has affirmed its intention to contest, any such order or requirement, provided, however, that the Contractor shall only be required to delay or refrain from its performance pursuant to the foregoing part of this sentence so long as and to the extent that such delay or refrainment will not lead to the Contractor’s civil or criminal liability. The Contractor will notify the OAHPI in writing of all notices of such orders or other requirements within seventy-two (72) hours of their receipt. The OAHPI and the Contractor agree to comply with the National Environmental Policy Act, the Clean Air Act, the Federal Water Pollution Control Act, and the Lead- Based Paint Poisoning Prevention Act, and other relevant government orders if applicable.

Security

a. Emergency (911) response and investigation of crimes are the responsibility of the Oakland Police Department (OPD). The Contractor will report any emergency and/or crime to the OPD. The Housing Authority has its own police department (OHAPD) to assess risk of crime, threats to safety, to enforce parking regulations, to design and undertake crime prevention strategies, and otherwise to augment the services provided by the OPD. The Contractor will be responsible for coordinating management activity and services with the OHAPD.

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b. The Oakland Housing Authority Police Department (OHAPD) is a nationally accredited enforcement agency by the Commission on Accreditation for Law Enforcement Agencies (CALEA). The Department is currently comprised of 34 sworn police officers and enforce all city, state and federal laws as well as agency policies and procedures. The OHAPD provides superior law enforcement service to residents, employees and visitors of OAHPI’s properties located throughout the City of Oakland between the hours of 8:00 a.m. and 2:00 a.m. (PST), seven days per week, 365 days per year.

c. The Contractor is responsible for coordinating management activity and services with the OHAPD. OHAPD can be contacted from 8:00 a.m. to 2:00 a.m. (PST) at

(510) 535-3100, via email at ohapd@oakha.org, and through OHAPD forum. In addition, the Agent will provide services such that the security and safety of the residents are maximized.

d. Furthermore, the Contractor will immediately inform the Owner or the Owner’s representatives, of any event or situation, including any structure fire, police action or emergency, as set forth in the Management Agreement.

e. The Contractor is required to forward an incident report and provide the supporting documentation that includes, but is not limited to, reports from security companies, statements of tenants and staff, and other crucial information that allows for the assessment and appropriate response by OHAPD and OHA Asset Management staff. At the very minimum date, time, and a brief description of the activity should be included.

MTW Activities

a. As one of only a select few housing authorities in the country, participating in the Department of Urban Development’s (HUD) Moving to Work (MTW) Demonstration Program, the Housing Authority works with our community partners and stakeholders to develop and implement innovative solutions to the persistent issues of access to quality affordable housing, enduring poverty and lack of opportunity in America’s very low-income neighborhoods. The Housing Authority was selected among only 39 (out of 3,400 eligible) agencies nationally, to participate in the Moving to Work (MTW) Demonstration Program, which acts as one of “America’s Housing Policy Labs,” demonstrating and evaluating new solutions that can be replicated across the entire country. Specifically, the OAHPI’s innovative, locally designed strategies seek to:

b. Reduce costs and achieve greater cost effectiveness in Federal expenditures.

1. Give incentives to families with children where the head of household is working, is seeking work, or is preparing for work by participating in job training, educational programs, or programs that assist people to obtain employment and become economically self-sufficient.

2. Increase housing choices for low-income families.

c. The Contractor is expected to fully comply with the requirements of the MTW program and the timelines for MTW activities. The Contractor is required to produce reports and data for measuring MTW activities in accordance with Exhibit H, MTW Reporting Requirements.

All work is to be performed according to industry standards, and to the requirements and satisfaction of OAHPI. The Contractor will perform Property Management Services for

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Permanent Supportive Housing for buildings owned and/or managed by OAHPI located throughout the City of Oakland as requested by the OAHPI Property Manager or their designee. OAHPI offers no guarantee of any amount of work to be performed under the Contract.

The repeated failure of any Contractor to not provide service when contacted shall result in that Contractor's contract being canceled for nonperformance. OAHPI shall document failure to respond, and the Contractor may not be permitted to participate in future contracts for these services.

B. General Requirements

Overview: Property Management Services to be provided by the Contractor will include, but not be limited to the following:

• Property Management and Reporting

• Leasing

• Unit Inspections

• Operation and Maintenance

• Financial Management and Reporting

• Procurement Requirements

• Resident Services Coordination

• Utilities

• Employees

• Compliance with All Governmental Orders

• Security

• MTW Activities

C. Technical Requirements

1. General Repairs

All work is to be performed in accordance with all applicable local, state, and federal property rehabilitation standards and/or manufacturer’s specifications and the following specifications as attached to this RFP. Please note that this is a partial list of items. Actual list will be developed for each vacant unit through the inspection process.

All work shall be done in a professional and quality workmanship like manner in accordance with trade standards.

Note: The contractor shall be responsible for all permits and associated costs.

2. Warranty

All items shall be new and guaranteed for materials and workmanship. If selected, Proposers will be required to provide a copy of all warranty information. Guaranty of workmanship is for one year.

If an issue arises with the work, OAHPI will issue a written request for warranty work. The Contractor will be required to provide a response within 48 hours for regular requests and 24 hours for emergency health and safety requests. Failure

P a g e 17 | 32 to resolve the issues will result in removal from the qualified list for all future projects until the issues are resolved to the satisfaction of OAHPI.

OAHPI also reserves the right to hold back 10% retention on the work. All warranty work will be performed at the Contractors’ expense.

III. PROPOSER REQUIREMENTS

A. The Proposer(s) selected must be fully qualified to perform the services described above and must possess the appropriate licensing. The firm must also comply with all OAHPI contract requirements. Prior to the award, the successful proposer(s) will be required to provide the proper license documents and insurance certificates.

B. All work performed pursuant to this RFP must conform and comply with all applicable local, state, and federal codes, statutes, laws and regulations.

C. The Proposer(s) must have experience providing Permanent Supportive Housing Property Management Services and experience in providing supportive services to low-income clients, especially formally unhoused clients.

IV. CONTRACT BID INFORMATION and PRICING

A. Proposal Submission Requirements

To properly evaluate each offer received by OAHPI, all proposals submitted in response to this RFP must be formatted in accordance with the “Proposal Format” described in the section below. None of the proposed services may conflict with any requirement OAHPI has published herein or has issued by addendum.

OAHPI shall not be liable for any expense incurred in relation to the preparation or submittal of responses. Expenses include, but are not limited to, expenses preparing the response or related information in this RFP; negotiations with OAHPI on any matter related to the response; and costs associated with interviews, meetings, travel or presentations. Additionally, OAHPI shall not be liable for expenses incurred as a result of OAHPI’s rejection of any response.

The Respondent(s) selected must be fully qualified to perform the services described above, must possess the appropriate license, and must comply with all contract requirements.

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B. Response Format

To provide objective criteria that can be used in determining various

Respondent’s abilities, please address the following items in the same order as presented below. Submissions must clearly address all the requirements outlined in this Section. A company qualification brochure may be added as an attachment at the end of the Proposal. The Respondent may include any other general information that the Respondent believes is appropriate to assist

OAHPI in its evaluation.

1. Cover Letter

Include the project name and RFP number, date, identity of the lead person submitting the response and all contact information for the primary contact person during this

RFP process.

2. Experience and Past Performance

An overview of your firm’s expertise and experience in

Property Management Services. Describe the firm’s technical capabilities (in terms of personnel, business systems, financial resources and ability to maintain client records in the industry), management capabilities

(including staffing of key positions, method of assigning work and procedures for maintaining satisfactory level of service, etc.) and subcontractor’s capabilities. Please be as descriptive as possible.

Provide five (5) or more former or current clients, including

Public Housing Authorities, for whom the proposer has performed property management services for permanent supportive housing clients and/or low-income clients residing in public housing units, project-based units, housing-choice voucher units, or low-income housing tax credit (LIHTC) units, similar or like services to those being proposed herein in the enclosed form, Exhibit C, Current Client References. The listing shall, at a minimum, include: the client’s name, contact name, telephone number, email address, a brief description and scope of the service(s), and the dates the services were provided.

3. Firm’s Qualifications

Provide a narrative overview describing the Contractor’s experience and expertise, providing a similar scope of work. Describe the firm’s technical capabilities, qualifications and experience of each staff position

P a g e 19 | 32 required to support individual properties in the portfolio, staff responsibilities to accomplish objectives outlined in the RFP, management capabilities (including staffing of key positions, method of assigning work and procedures for maintaining level of service, etc.) and subcontractor’s capabilities.

4. Project Approach

Provide a narrative that discusses the Provider’s understanding of the objectives and requirement and demonstrates the ability to meeting these requirements and clearly outlines their plan to…