PRO_Housing_Legacy_Homeowner_Development_Support_RFP.pdf

FAS Version 8/4/2025

REQUEST FOR PROPOSALS

Consultant Contract

Project Title: Legacy Homeowner Development Support RFP

U.S. Department of Housing and Urban Development-Funded Project Grant Agreement: B-23-PH-53-0002

ALN #: 14.023

Procurement Schedule Table 1: Procurement Schedule

Schedule of Events Date/Time Solicitation Release August 11, 2026

Optional Pre-Submittal Conference August 26, 2026 Deadline for Questions September 18, 2026

Response Deadline September 25, 2026 Interviews (if applicable) October 12-16, 2026

Announcement of Successful Proposer(s) October 23, 2026 Anticipated Negotiation Schedule October 26-November 6, 2026

Anticipated Contract Execution By November 25, 2026

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

Contact Information Procurement Contact: Catherine Blair, Senior Grants Administrator, catherine.blair@seattle.gov Project Contact: Nick Welch, Senior Planner, nicolas.welch@seattle.gov

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

The City of Seattle in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. This material can be made available in an alternate format by emailing Catherine Blair at catherine.blair@seattle.gov or by calling 206- 615-1003.

Title VI Statement

The City of Seattle, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

EEO Statement

All prospective consultants are advised that federally funded projects will be held to federal Equal Employment Opportunity (EEO) requirements.

mailto:catherine.blair@seattle.gov

Table of Contents

1. Purpose and Background

2. Performance Schedule

3. Solicitation Objectives

4. Responsibility Determination

5. Scope of Work

6. Contract Modifications

7. Procedures and Requirements

8. Response Materials and Submittal

9. Selection Process

10. Award and Contract Execution

1. Purpose and Background

Purpose

The Seattle Office of Planning and Community Development (OPCD) requests proposals to support low-income (80% AMI or less) legacy homeowners seeking to add infill housing to their property. Funded in part through a federal PRO Housing grant from the U.S. Department of Housing and Urban Development (HUD), OPCD seeks to support education, technical assistance, and pre-development services for low-income homeowners who wish to understand recent zoning changes, evaluate their development options, become more knowledgeable about the development process, and advance toward project readiness and permit submittal.

Background

In January 2026, new Neighborhood Residential (NR) zoning took effect in Seattle, expanding housing choices and creating new options for how property owners use their land. In compliance with Washington House Bill 1110, Seattle’s updated zoning now allows at least four units on all residential lots. Expanded capacity for infill housing creates opportunities and challenges. For existing property owners and investors equipped with the financial resources and development acumen to take advantage of them, these changes expand opportunities to produce rental income, create flexibility for household needs, or generate wealth through the subdivision and sale of new homes. But many existing homeowners face barriers preventing them from realizing the housing potential these changes unlock, particularly homeowners with fewer financial resources available. These barriers include:

• A complex design and permitting process

• Limited financial resources and/or difficulty qualifying for or taking on debt

• A lack of knowledge about their land’s development potential, construction requirements, funding options, and the development process

• A lack of time to oversee construction

• Mistrust of the developers and lending institutions

• The burden of managing a rental property

Legacy Homeowner Development Support

To overcome these barriers, OPCD is developing a suite of support programs for low-income legacy homeowners seeking to undertake infill development on their own property. This Legacy Homeowner Development Support program includes education, technical assistance, capacity building, pre-development services, expedited permitting, and project support. Pre-development services may include:

• Project visioning https://seattle.legistar.com/LegislationDetail.aspx?GUID=BE94A92B-AE2B-4714-B644-1DEFBE30E86B&ID=7423062

• Regulatory feasibility analysis

• Due diligence

• Project costing and development of a project pro forma

• Identification of financing options

• Site planning

• Legal support

• Permitting support

Through the Legacy Homeowner Development Support work, OPCD aims to catalyze development of middle housing in residential neighborhoods, create rental housing choices, and stabilize low-income homeowners.

Current Phase

OPCD is currently soliciting Proposals for two related workstreams to advance its Legacy Homeowner Development Support program:

Workstream Description Funding Award 1 Legacy

Homeowner Education & Networking

Consultant provides educational content and networking opportunities between low-income homeowners and development practitioners through community events like forums, workshops, charrettes, etc.

Up to $200,000 per consultant

1-3 selected consultants anticipated

2 Legacy Homeowner Pre- Development Technical Assistance

Consultant provides direct, one-on-one, ongoing technical assistance and pre-development support to low-income homeowners seeking to advance their infill housing projects

Up to $500,000 per consultant

1-3 selected consultants anticipated

Through this Request for Proposals (RFP), OPCD seeks to identify one or more consultants to provide services for workstreams 1 and 2 above. A respondent to this RFP may elect to provide a proposal for either or both areas of work described in workstreams 1 and 2 as these workstreams are intended to be complementary.

The maximum funding available for respondents selected through these solicitations is $1,347,500.

Components of this work program are funded by OPCD’s PRO Housing grant and are subject to the requirements in (1) the Consolidated Appropriations Act, 2023 (Public Law 117-328, approved December 29, 2022); (2) the Fiscal Year (FY) 2023 Notice of Funding Opportunity for the PRO Housing Grant Program (PRO Housing NOFO), including all appendices; and (3) applicable regulations governing the CDBG program at 24 CFR part 570.

2. Performance Schedule All work performed under this scope of work shall be completed by June 30, 2029. OPCD anticipates executing contracts with consultants selected through this RFP in Q4 2026 and anticipates beginning delivery of education and technical assistance services in Q1 2027.

Final performance schedule will vary based on proposed project scope.

3. Solicitation Objectives This RFP identifies two related workstreams. For each, OPCD expects to achieve the following objectives through this consultant solicitation:

Hire 1-3 Consultants in each of the following workstreams with a strong record in supporting low-income homeowners in their development journey and providing culturally competent education and pre-development services.

Workstream 1: Legacy Homeowner Education and Networking

• Develop educational curriculum and networking opportunities that help low-income homeowners seeking to explore or pursue an infill housing project understand their development options and connect with developers; architects; general contractors;

funders and lenders from nonprofit, private, and public sectors; City staff involved in development and permitting; and other practitioners in the development space.

• Increase awareness of recent zoning changes and knowledge of the development process within low-income residential communities, particularly those with historically lower construction of infill housing.

Workstream 2: Pre-development Technical Assistance

• Create a suite of pre-development consultation services that help low -income homeowners seeking to advance infill housing projects through the necessary steps of pre-development toward permit submittal.

• Identify eligible low-income homeowners who need support advancing their projects, have a suitable site, and can reasonably advance toward permit submittal within two years.

• Provide those homeowners, either directly or through connection with other practitioners, with access to ongoing support to overcome barriers and achieve necessary pre-development steps, such as project visioning, feasibility analysis, costing and proforma development, due diligence, identification of financing options, site planning, design, and preparation of permitting materials.

Expected Impact:

Through the combination of all selected proposals, the City aims to support approximately 20– 30 homeowners through the pre-development process as an overall program goal. Proposals may serve fewer or more homeowners, depending on their approach and the level of support provided. The City will prioritize proposals that demonstrate meaningful impact by advancing viable homeowner projects toward permit readiness while making effective use of available funding.

Preferred Qualifications for All Proposers:

• Experience working with low-income and legacy homeowners

• Experience with small-scale development and financing (e.g., ADUs, duplexes, townhouses, small stacked flats)

4. Responsibility Determination The City conducts a discretionary responsibility determination to award to responsible prospective Consultants only. No purchase or award shall be made without an affirmative determination of responsibility. In the absence of information clearly indicating that the prospective Consultant is responsible, a determination of non-responsibility shall be made.

Reasonable consultants may be deemed responsible if the Proposer meets the following criteria:

• Have the financial resources adequate to perform the contract or the ability to obtain them

• Have the ability to meet the required delivery or performance schedule, taking into consideration all existing commitments

• Have a satisfactory performance record

• Have a satisfactory record of integrity and business ethics

• Be neither debarred nor suspended from participating in Federal awards as required by

2 CFR 200.214

• Have the necessary organization, experience, accounting and operational controls, and technical skills or the ability to obtain them

• Be in compliance with applicable licensing and tax laws and regulations

• Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them

5. Scope of Work The final SOWs for the education and pre-development contracts (workstreams 1 and 2, respectively) will be based on the proposal submitted by the Proposer(s). Proposals should reflect the solicitation objectives described in section 3 above and address the objectives and requirements listed in this section.

As noted in other sections, respondents to this RFP may elect to submit proposals for either workstream or both. Proposals that respond to only one workstream should address how their proposal could complement the other workstream. Proposals that respond to both areas of work should address how the scopes would be coordinated.

WORKSTREAM 1: LEGACY HOMEOWNER EDUCATION & NETWORKING

Purpose: Support legacy homeowners considering or seeking to add housing to their property to overcome barriers through education and networking opportunities.

Objectives

• Increase homeowner knowledge of the development process, their development options, and how to address barriers and advance their opportunities for infill development. This may include increasing knowledge in the following areas:

o Zoning and land use basics and recent zoning changes o Development feasibility and site assessment o Permitting processes o Budgeting and financing options o Hiring and managing professionals (architects, contractors, lenders, etc.)

o Risk management and long‑term property stewardship

• Create opportunities for homeowners to connect with practitioners in various disciplines that can support their project goals and/or with other homeowners who have or are planning to undertake similar projects

• Provide City and community with relevant insights about barriers homeowners face and potential solutions to shape future policy and program development

Proposals should address:

• The stated objectives of your proposal and a description of how they align with workstream purpose listed above.

• What your curriculum or programing will include

• How you will deliver the curriculum or programming

• How you will create connections to practitioners from various practice areas (e.g., architects, general contractors, appraisers, etc.)

• Who will be involved in curriculum or program development and delivery

• Program timeline and delivery cadence

• Approach to outreach and program marketing

• How many homeowners you anticipate supporting during the contract period

• If developing asynchronous educational materials, how you will disseminate those materials to the target audience

• How you will ensure all programming is accessible to participants with language, technology, or mobility barriers.

• How you will incorporate culturally conscious and trust‑centered engagement approaches.

• How you will report on progress toward objectives

• How you will measure or evaluate learning and program efficacy

• How you will provide feedback and reporting to the City on lessons and findings identified during the course of the contract

• How your approach relates to or could be coordinated with technical assistance in workstream 2

Anticipated tasks

• Contracting and kickoff

• Finalize program scope, design, and evaluation framework

• Develop curriculum and plan delivery events

• Launch and deliver education and networking curriculum / program

• Reporting (ongoing), including required HUD metrics and reporting

• Final report and evaluation

WORKSTREAM 2: LEGACY HOMEOWNER PRE-DEVELOPMENT SUPPORT

Purpose: Help legacy homeowners advance their infill housing projects toward permit submittal by providing individualized, ongoing technical assistance and pre-development support.

Objectives

• Move legacy homeowner projects toward building permit approval through individualized technical assistance.

• Support homeowners throughout the pre-development process as an “owner’s representative” and/or provide targeted support in areas that are typical blockers to infill development. This may include aiding in the following areas:

o Project visioning and feasibility o Due diligence, including compliance with zoning, infrastructure, and building requirements o Project costing and financing options o Site planning and design o Navigating the permitting process, including permit creation and submittal, responding to correction cycles, etc.

o Legal support

• Provide City and community with relevant insights to shape future policy and program development

Homeowner eligibility

To receive support, homeowners must live in Seattle and have a household income at or below 80 percent of area median income (AMI). Homeowner eligibility must be verified by the City prior to proceeding with technical support services. The City will provide further information regarding homeowner eligibility verification during contract negotiations.

Proposals should include:

• The stated objectives of your proposal and a description of how they align with workstream purpose listed above.

• What types of technical assistance your proposal will include

• How you will find and approach eligible homeowners

• How and where you will conduct your technical assistance

• How you will collaborate with other professionals in service of the homeowner's project (e.g., general contractors, environmental consultants, appraisers, architects, etc.)

o Note: Awarded funds may be used to pay for direct services in support of advancing a project toward permit submittal (e.g., fees, studies, surveys).

o If you anticipate using funds to pay for direct services, explain how those funds will be used

• Who will be involved in your technical assistance work

• What the expected timeline will be for services

• How many homeowners you anticipate supporting during the contract period

• How you will market or advertise your services

• If developing asynchronous or repeatable technical assistance materials, how you will disseminate those materials to the target audience

• How you will ensure all services are accessible to participants with language, technology, or mobility barriers

• How you will incorporate culturally conscious and trust‑centered engagement approaches

• How you will report on progress toward objectives

• How you will measure or evaluate program efficacy

• How you will provide feedback to the City on learnings or findings discovered during the course of the contract

• How your approach relates to or could be coordinated with educational offerings in workstream 1

Anticipated tasks

• Contracting and kickoff

• Finalize program scope, design, and evaluation framework

• Identify and engage eligible homeowners

• Launch and deliver technical assistance efforts

• Reporting (ongoing), including required HUD metrics and reporting

• Final report and evaluation

6. Contract Modifications The City’s consultant contract is provided as Attachment E in the Attachments Section of OpenGov.

The City has attached its boilerplate contract terms to allow Proposers to be familiar with boilerplate and the non-negotiable terms before submitting a proposal. The City may negotiate with the highest ranked apparent successful Proposer(s). The City cannot modify contract provisions mandated by Federal, State or City law: Equal Benefits, Access to Records, WMBE and EEO, Confidentiality, Federal Clauses, and Debarment or mutual indemnification.

Exceptions to those provisions will be summarily disregarded.

7. Procedures and Requirements This section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.

7.1 Registration into the City's Procurement Portal

If you have not previously done so, register at:

https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such in OpenGov. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

For Federal-aid projects, the City requests firms also register in sam.gov. (Note: Sam.gov is a tool the City uses to verify that the Consultant has not been debarred for federally funded contracting. Consultants can register for free.)

7.2 Pre-Submittal Conference

The City offers an optional pre-submittal conference on the date on page 1. A link to the virtual conference session will be provided on OpenGov. Proposers are highly encouraged to attend but not required to attend to be eligible to submit a proposal. The meeting answers questions about the solicitation and clarifies issues. This also allows Proposers to raise concerns.

Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-proposal conference.

7.3 Questions

Proposers may email questions to the Procurement Contact until the deadline stated on page

1. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to questions if any are issued.

7.4 Changes to the RFP

The City may make changes to this RFP if, in the sole judgment of the City, the change will not compromise the City’s objectives in this solicitation. Any change to this RFP will be made by formal addendum issued by the City, through the Procurement Portal at https://procurement.opengov.com/portal/seattle and shall become part of this RFP.

7.5 Receiving Addenda and/or Question and Answers

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the City through the Procurement Portal. Some third-party services https://procurement.opengov.com/portal/seattle http://sam.gov/content/home https://procurement.opengov.com/portal/seattle independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the Consultant that any and all addenda was received and incorporated into your response. However, the Project Manager reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

7.6 Proposal Submittal

Proposals must be received by the City no later than the date and time in the Timeline, except as revised by Addenda. The submitter has full responsibility to ensure the response is submitted to the City's Procurement Portal within the deadline. The Procurement Portal will not allow vendors to upload submissions past the deadline.

7.7 Proposer Responsibility to Provide Full Response

It is the Proposer’s responsibility to respond in a manner that does not require interpretation or clarification by the City. The Proposer is to provide all requested materials, forms and information. The Proposer is to ensure the materials submitted properly and accurately reflect the Proposer’s offering. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Proposer but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.

7.8 Prohibited Contacts

Proposers shall not interfere in any way to discourage other potential and/or prospective proposers from proposing or considering a proposal process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Proposer or another person acting on behalf of the Proposer) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City department, the Proposer that initiates such contacts may be rejected from the process.

7.9 License and Business Tax Requirements

The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.

Seattle Business Licensing and associated taxes.

a. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.

b. A “physical nexus” means you have physical presence, such as: a building/facility/employee(s) in Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (e.g., repair, installation, service, maintenance work, on-site consulting).

c. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP, and it will ask you to specify if you have “physical nexus”.

d. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the Consultant and not charged separately to the City.

e. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.

f. The City of Seattle Application for a Business License and additional licensing information can be found this page here: https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses

g. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484.

h. Self-Filing You can pay your license and taxes on-line https://www.filelocal-wa.gov/Default_FileLocal.aspx

i. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the License and Tax Administration office at tax@seattle.gov or 206-684-8484 to request additional assistance.

j. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

Federal?

7.10 State Business Licensing

Before the contract is signed, you must have a State of Washington business license (a “Unified Business Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged separately to the City. Instructions and applications are at https://dor.wa.gov/open-business/apply-business-license and the State of Washington Department of Revenue contact help page at https://dor.wa.gov/contact.

https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses mailto:tax@seattle.gov https://www.filelocal-wa.gov/Default_FileLocal.aspx https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/contact

7.11 Federal Excise Tax

The City is exempt from Federal Excise Tax.

7.12 No Guaranteed Utilization

The City does not guarantee utilization of any contract(s) awarded through this RFP process.

The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to issue multiple or partial awards, and/or to order work based on City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

7.13 Expansion Clause

The contract limits expansion of scope and new work not expressly provided for within the

RFP.

Generally, all work including option and option pricing must be priced and agreed upon in the Agreement. However, this Agreement scope may be expanded for new or revised work in compliance with changes and amendment options afforded to the City of Seattle as a federal grant recipient provided for within 2 CFR 200 and in compliance with state law, and City requirements. Generally new or modified work (a) may not have been reasonably known by the City or Consultant at time of solicitation, (b) would not attract a different field of competition,

(c) does not change the identity or main purpose of the Agreement, (d) and otherwise does not result in a cardinal change in scope or size of Agreement.

The City may make exceptions for immaterial changes, emergency or sole source conditions, or other situations required in City opinion. Certain changes are not subject to these limitations, such as additional phases of Work anticipated during solicitation, time extensions, and Work Orders issued on an On-Call contract. Expansion for new or revised work must be mutually agreed and issued by the City through written Addenda. New Work performed before an authorizing Amendment may not be eligible for payment.

The City reserves the right to independently solicit and award any New Work to another firm when deemed appropriate or required by City policy.

7.14 Effective Dates of Offer

Solicitation responses are valid until the City completes award. Should any Proposer object to this condition, the Proposer must object prior to the Q&A deadline on page 1.

7.15 Cost of Preparing Proposals

The City is not liable for costs incurred by the Proposer to prepare, submit and present proposals, interviews and/or demonstrations.

7.16 Readability

The City’s ability to evaluate proposals is influenced by the organization, detail, comprehensive material and readable format of the response.

7.17 Changes or Corrections to Proposal Submittal

Prior to the proposal submittal closing date and time established for this RFP, a Consultant may change or correct its proposal by following the Instructions here:

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe. No change to a proposal shall be made after the proposal closing date and time.

7.18 Errors in Proposals

Proposers are responsible for errors and omissions in their proposals. No error or omission shall diminish the Proposer’s obligations to the City.

7.19 Withdrawal of Proposal

A submittal may be withdrawn at any time through the Procurement portal prior to the closing date or by written request of the submitter.

7.20 Rejection of Proposals

The City may reject any or all proposals with no penalty. The City may waive immaterial defects and minor irregularities in any submitted proposal.

7.21 Incorporation of RFP and Proposal in Contract

This RFP and Proposer’s response, including promises, warranties, commitments, and representations made in the successful proposal once accepted by the City, are binding and incorporated by reference in the City’s contract with the Proposer.

7.22 Independent Contractor

The Consultant works as an independent contractor. The City will provide appropriate contract management, but that does not constitute a supervisory relationship to the Consultant. Consultant workers are prohibited from supervising City employees or from direct supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of Seattle timesheet, administering employee discipline, and similar supervisory actions.

Contract workers shall not be given City office space unless expressly provided for below, and in no case shall such space be provided for over 36 months without specific authorization from the City.

The City will not provide space in City offices for performance of this work. Consultants will perform most work from their own office space or the field.

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

7.23 Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Proposers provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The Consultant Questionnaire requested in the Submittal instructions includes materials to designate your equal benefits status.

7.24 Women and Minority Subcontracting

7.24A Contracting with Small Businesses, Minority Businesses, Women’s Business Enterprises, Veteran-Owned Businesses, Labor Surplus Area Firms, and Low- and Very Low-Income Persons When possible, the Consultant should ensure that small businesses, minority businesses, women’s business enterprises, veteran-owned businesses, and labor surplus area firms are considered as set forth in items (b) (1)-(5) of 2 CFR. 200.321. The Consultant should also make efforts to award subcontracts to business concerns that provide economic opportunities to Section 3 workers as described in 24 CFR Part 75. The City of Seattle reserves its right to require the Consultant to submit additional documentation during the term of the Agreement to verify compliance with these requirements. Additionally, the Consultant shall include the requirements of 2 CFR 200.321 and 24 CFR Part 75 in its subcontracts.

7.24B Civil Rights and Title VI The City of Seattle, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4, and Section 109 of title I of the Housing and Community Development Act of 1974 as amended (42 U.S.C. 5301 et seq.), hereby notifies all submitters that it will affirmatively insure that in any contract entered into pursuant to this advertisement, small and minority business enterprises, women’s business enterprises and labor surplus area firms will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.

7.24C Compliance with Americans with Disabilities Act (ADA) and Other Disability Laws If the Consultant is providing services, programs or activities to City employees or members of the public, the Consultant shall not deny participation or the benefits of such services, programs or activities to persons with disabilities on the basis of such disability. Consultant shall provide the services specified in this Contract in a manner that complies with Title II of the ADA and any and all other applicable federal, state and local disability laws and regulations at all times and at no additional cost to City, including but not limited to the Americans with Disabilities Act of 1990; Section 504 of the Rehabilitation Act of 1973, 29

U.S.C § 701 et seq.; and the Washington Law Against Discrimination, Wash. Rev. Code Ann. § 49.60.

The final project design shall comply with all applicable laws, building codes and regulatory requirements, including but not limited to the requirements of the Americans with Disabilities Act (ADA) as amended (42 U.S.C. 12101 et seq.), its regulations, standards, and guidelines. In cases where Title II and III of the ADA differ, the design shall comply with the provision that provides the highest degree of access to individuals with disabilities. Additionally, in cases where the 2010 ADA Standards for Accessible Design and building codes and other regulations differ, the design shall comply with the standard that provides the highest degree of access to individuals with disabilities. It is the responsibility of the Consultant to determine the applicable code provisions.

7.25 Insurance Requirements

Any special insurance requirements are provided as an Attachment and described in section

10.7 of this document. If attached, provide proof of insurance and additional insured endorsement policy language to the City before Contract execution. The apparent successful Proposer must promptly provide proof of insurance to the City upon receipt of the notice of intent to award.

Consultants are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Consultant is selected as a finalist. Proposers may elect to provide the requested insurance documents within their Proposal.

7.26 Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records):

Under Washington State Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Bidders/proposers must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://app.leg.wa.gov/rcw/default.aspx?cite=42.56.

If you have any questions about disclosure of the records you submit with your bid, contact the Procurement Contact named in this document.

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary) http://app.leg.wa.gov/rcw/default.aspx?cite=42.56

As mentioned above, all City of Seattle offices (“the City”) are required to make public records available promptly upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products are exempt from disclosure you can request that they not be released before you receive notification. To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by the City (see page 5 on the Consultant Questionnaire) and very clearly and specifically identify each record and the exemption(s) that may apply. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form. Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

If the City receives a public disclosure request for any records you have properly and specifically listed on the Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to Purchasing for that record(s), you can then seek an injunction under RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

Requesting Disclosure of Public Records

The City asks bidders and their companies to refrain from requesting public disclosure of bids until an intention to award is announced. This measure is intended to protect the integrity of the solicitation process particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as required by State Law. If you do wish to make a request for records, visit https://www.seattle.gov/public-records/public-records-request-center.

7.27 Ethics Code

Familiarize yourself with the City Ethics code:

http://www.seattle.gov/ethics/etpub/et_home.htm. For an in-depth explanation of the City’s Ethics Code for Contractors, Vendors, Customers and Clients, visit:

http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm. Any questions should be addressed to Seattle Ethics and Elections Commission at 206-684-8500.

No Gifts and Gratuities

Consultants shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Consultant. An example of this is giving sporting event tickets to a City employee who is also on the evaluation team of a solicitation to which you submitted or intend to submit. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Consultants.

Involvement of Current and Former City Employees

The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

Contract Workers with more than 1,000 Hours

The Ethics Code applies to Consultant workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such employee must abide by the City Ethics Code. The Consultant is to be aware and familiar with the Ethics Code accordingly.

7.28 No Conflict of Interest

Consultant (including officer, director, trustee, partner, or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Consultant performance. The City shall make sole determination as to compliance.

7.29 Campaign Contributions (Initiative Measure No. 122)

https://www.seattle.gov/public-records/public-records-request-center https://www.seattle.gov/public-records/public-records-request-center http://www.seattle.gov/ethics/etpub/et_home.htm http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two years or who has paid at least $5,000 in the last 12 months to lobby the City. See Initiative 122 or call the Ethics Director with questions.

7.30 Background Checks and Immigrant Status

The City may require background checks for the Consultant, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

7.31 Use of Hyperlinks and URLs in Submittals

Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements. The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL. Information and documentation requested for the evaluation process must be submitted in the format indicated in the solicitation instructions.

8. Response Materials and Submittal Prepare your response as follows. Use the following format and provide all attachments.

Failure to provide all information below on proper forms and in the order requested may cause the City to reject your response.

8.1 Consultant Questionnaire (mandatory)

Please download Attachment A in the project documents, complete, and upload.

Provide information to the extent this information is available. If your response is incomplete or requires further description, the City may request additional information within a specified deadline, or may determine the missing information is immaterial.

8.2 Letter of Interest (optional)

Consultant may include a single-page Letter of Interest. This will not be counted in the page limits, evaluation, or scoring.

8.3 Proof of Legal Business Name (if applicable)

Provide a certificate or documentation from the Secretary of State in which you incorporated that shows your company legal name. Many companies use a “Doing Business As” name or nickname in daily business; the City requires the legal name for your company. When preparing all forms below, use the proper company legal name. Your company’s legal name can be verified through http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks the State Corporation Commission in the state in which you were established, which is often located within the Secretary of State’s Office for each state. For the State of Washington, see http://www.secstate.wa.gov/corps.

8.4 Reserved

8.5 Proposal Response (mandatory)

This section details the submittal questions for your proposal response. Your proposal response can include up to 10 pages per workstream (8.5” x 11” size paper, 12-point font). The City will evaluate proposals using the criteria described in the following pages and the assigned points outlined here and in Section 9.2. Responses will be evaluated, scored, and ranked.

Criterion / Group

Title Assigned Points

1 Project Team Qualifications 25 Provide brief resumes for your proposed project team. Describe how their qualifications align with this role, including:

• Relevant experience managing projects of similar scope

• Experience working with low-income homeowners and marginalized populations

• Any relevant professional licenses or qualifications

• Describe the organizational makeup of the project team, including:

o Roles and responsibilities o How each team member’s background aligns with the project goals and scope

• Describe your approach to managing staffing needs throughout the project, ensuring the team can support and complete the work on schedule. Include:

o How your team will maintain flexibility and adjust staffing levels to meet changing project demands o The anticipated availability of key individuals, including both prime and subconsultant staff o Your organizational depth and ability to respond to emergent needs or schedule shifts

• Address the team’s current and projected workload, including any other

OPCD commitments, and explain how you will ensure sufficient staff availability to meet the project’s timeline http://www.secstate.wa.gov/corps/

Criterion / Group

Title Assigned Points

2 Past Relevant Experience 20 Describe your team’s experience delivering projects similar to those in your proposal’s scope. Include:

• Two to four examples of projects completed in the past five years that are similar in scope to the proposed work

• Evidence of effective community engagement with low-income homeowners and marginalized communities

• Evidence of experience working with diverse stakeholders, including cultural competencies and language access strategies

3 Quality of the Work Plan and Approach 25 Outline your proposed scope of work, project goals, and delivery strategy. Include:

• Which workstreams from Section 1 that the proposal covers (i.e., education or technical assistance / pre-development, or both)

• The expected outcomes and prompts as outlined in Section 5

• How your expected outcomes align with the mission and objectives of the associated workstream(s)

4 Project Cost 20 Provide the proposed rate(s), direct costs, and total cost of the proposed scope of work. Include:

• Include all direct, indirect, and overhead expenses, including travel and lodging expenses and any other allowable reimbursable costs incurred by the Consultant to perform the Work. Do not include contingencies.

• The total expected cost of the full proposal

• Any anticipated areas where cost overruns are possible

All costs under this contract must comply with the Federal Cost Principles at 2 CFR Part 200 Subpart E and 48 CFR Part 31.

5 Project Controls: Cost & Project Management 10 Describe how costs and project deliverables will be managed throughout the project.

Include:

• The approach to cost monitoring

• The project management processes that will ensure the project is delivered on time, within budget while achieving the stated goals

• Proposed reporting…