County of Orange RFP 012-2991902-DMA Page 1 of 45 County Executive Office Administrative planning and Support Services File No. 29919203

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE

COUNTY PROCUREMENT OFFICE

REQUEST FOR PROPOSALS (RFP)

FOR

ADMINISTRATIVE PLANNING AND SUPPORT SERVICES

FOR THE ORANGE COUNTY HOUSING FINANCE TRUST

RFP NO. 012-2991902-DMA

County of Orange RFP 012-2991902-DMA Page 2 of 45 County Executive Office Administrative planning and Support Services File No. 29919202

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

February 13, 2026 By 2:00 PM (PDT

RFP Number

RFP 012-2991902-DMA

County of Orange CEO/County Procurement Office 400 W. Civic Center Drive, 5th Fl.

Santa Ana, CA 92701

INSTRUCTIONS:

1. SUBMIT AND UPLOAD

ELECTRONIC COPY OF

PROPOSAL VIA COUNTY'S ONLINE

BIDDING SYSTEM

2. ALL PROPOSALS ARE TO BE

IDENTIFIED WITH

RFP 012-2991902-DMA.

3. FOR FURTHER INFORMATION,

CONTACT DPA AT

DENE.ANDREA@OCCR.OCGOV.COM

DATE: January 14, 2026

COVER PAGE

REQUEST FOR PROPOSALS (“RFP”)

The County of Orange, County Executive Office (“County”), is soliciting proposals on behalf of the Orange County Housing Finance Trust (“OCHFT”) from qualified firms (“Respondents”) for Administrative Planning and Support.

Services. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work attached hereto and incorporated herein.

This RFP is set out in the following format:

SECTION I Introduction and Instructions to Respondents SECTION II Proposal Response Requirements SECTION III Model Contract

**Schedule of Activities Time Date

Question & Answer Period Ends 2:00 p.m. January 28, 2026 Electronic Proposals due 2:00 p.m. February 13, 2026

Interviews (if needed) TBD Week of March 9, 2026

**This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on the County’s online bidding system**

* If the Respondent is a corporation, (2) two signatures are required: one (1) signature by the Chairman of the Board, the President or any Vice President; and one (1) signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. For County purposes, proof of such dual office holding will be satisfied by having the individual sign the instrument twice, each time indicating his or her office that qualifies under the above described provision. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signatory to bind the corporation.

RETURN THIS SHEET WITH YOUR RESPONSE

I HAVE READ, UNDERSTOOD AND AGREE TO ALL STATEMENTS IN THIS REQUEST FOR QUALIFICATIONS, AND TO

THE TERMS, CONDITIONS AND ATTACHMENTS REFERENCED HEREIN.

Date: _______________________ Company Legal Name: _______________________________

*Legally Authorized Signature Name Title

*Legally Authorized Signature Name Title https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 mailto:dene.andrea@occr.ocgov.com https://procurement.opengov.com/login

County of Orange RFP 012-2991902-DMA Page 3 of 45

TABLE OF CONTENTS

Page No.

COVER PAGE

TABLE OF CONTENTS

SECTION I: INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

A. Introduction B. Instructions to Respondents and Procedures for Submittal C. Protest Procedures D. Evaluation Process and Criteria E. Selection/Award Process F. Department of the Treasury, Internal Revenue Service Form W-9 Requirements

SECTION II: PROPOSAL RESPONSE REQUIREMENTS

Part 1

1. Validity of Proposal

2. Certification of Understanding

3. Essential Requirements for Qualifications Statement

4. Certificate of Insurance

5. W-9 Requirements

6. Conflict of Interest

7. Statement of Compliance

8. Litigation

9. Name/Ownership Changes

10. Disclosure of Contributions

Part 2: Company Profile & References .............................................................................................. 17-18

Part 3: Respondent’s Proposal........................................................................................................... 19-20

SECTION III: MODEL CONTRACT

Model Contract ...................................................................................................................................... 22-43 Attachment A – Scope of Work ............................................................................................................. 35-36 Attachment B – Payment and Compensation ........................................................................................ 37-38 Attachment C – Staffing Plan

EXHIBITS:

Exhibit 1 – Conflit of Interest Disclosure Statement Exhibit 2 – Disclosure of Contributions Exhibit 3 – Cost Proposal

County of Orange RFP 012-2991902-DMA Page 4 of 45

SECTION I

INTRODUCTION

AND

INSTRUCTIONS TO RESPONDENTS

SECTION I: INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

A. INTRODUCTION

The County is soliciting proposals, on behalf of the Orange County Housing Finance Trust (OCHFT), from qualified Respondents, for Administrative Planning and Support Services. The OCHFT intends that the successful Respondent(s) shall provide the Administrative Planning and Support Services proposed in accordance with the expanded description in the Scope of Work set forth in Section III and terms and conditions set forth in the Model Contract of this Request for Proposal (RFP).

The Contract(s) awarded through this solicitation is/are anticipated to be for a fixed monthly fee. The annual budget for these services is approximately $ TBD.

B. INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

1. Proposals are to be uploaded via the County's Online Bidding System.

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted.

Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

Note: Allow sufficient time to upload all required files. The County’s online bidding system will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in the process of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

2. Examine the Contract Documents carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantity of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County and OCHFT have attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

County of Orange RFP 012-2991902-DMA Page 5 of 45 interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, a signed copy must be included with proposal response.

All questions or requests for interpretations must be received by the date and time specified in the solicitation. Respondents are not to contact other County or OCHFT personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

3. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

4. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in Section II, Proposal Response Requirements. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

5. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (Government Code §7920.000 et seq.) ("CPRA”) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records. Additionally, all Proposals shall become the property of the County and OCHFT. The County and OCHFT reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County and/or OCHFT pursuant to PRA or a subpoena for disclosure of such information.

7. Each Respondent shall exercise reasonable care and diligence to avoid submitting a Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with performance of the services set forth in its Proposal. In the event Respondent has reason to believe that a conflict of interest may exist in regard to this RFP, Respondent should consult with its legal counsel prior to submission of a Proposal. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected.

Respondent, its employees and/or consultants may be subject to the provisions of the California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the Contract by County.

County of Orange RFP 012-2991902-DMA Page 6 of 45

Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

8. By submitting a Proposal, the Respondent represents that it thoroughly examined the County and OCHFT’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the OCHFT’s objectives.

9. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items for the County’s and/or OCHFT’s consideration as specified in Section II, Part 1, 7. “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s online bidding system will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

10. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the OCHFT. Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County and OCHFT reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County/OCHFT deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

11. Pre-contractual expenses are not to be included in the Cost Proposal, Exhibit 3. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP; b) submitting that Proposal to the County; c) negotiating with the County and OCHFT any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

12. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a Proposal nonresponsive.

13. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The OCHFT intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

14. OCHFT does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

15. The County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your proposal submission response.

16. County and OCHFT reserves the right to: a) negotiate the final Contract with any Respondent(s);

b) withdraw this RFP in whole or part at any time without prior notice (the County/OCHFT makes no representations that any Contract will be awarded to any Respondent responding to this RFP);

c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents. Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

http://www.usfcr.com/

County of Orange RFP 012-2991902-DMA Page 7 of 45

C. PROTEST PROCEDURES:

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

1. The name, address, and telephone number of the protestor.

2. The signature of the protestor or the protestor’s representative.

3. The solicitation or contract number.

4. A detailed statement of the legal and/or factual grounds for the protest; and,

5. The form of relief requested.

6. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five (5) business-day deadline will not be considered by the County.

In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

7. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of intent to award is provided by the DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

8. Protest Process

a. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA renders a decision on the protest.

b. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

c. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protestor’s right to the protest procedures outlined herein.

d. If the protestor disagrees with the decision of the DPA the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

9. Appeal Process

a. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office County Procurement Office 400 W. Civic Center Drive Santa Ana, CA 92701 Attn: County Procurement Officer CPOAppeals@ocgov.com

b. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written mailto:CPOAppeals@ocgov.com

County of Orange RFP 012-2991902-DMA Page 8 of 45 determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

c. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision.

D. EVALUATION PROCESS AND CRITERIA

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your Proposal:

1. Complete all required sections of the RFP, i.e., provide all required information and complete all required Exhibits.

2. Have five (5) years’ experience performing the services described in the Model Contract, Attachment A, Scope of Work.

3. Respondent must be able to provide, if requested, the following documentation:

a. IRS – TIN verification

b. IRS – Tax – exempt status

c. IRS – 990 Filing status

d. California Department of Justice Charity Registration – Status

e. California Secretary of State – Incorporation Status

f. California Secretary of State – Annual Statement of Information Status

Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of subject matter experts on the basis of the responsiveness to the requirements in this RFP. The County and OCHFT may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, contractors and sub-contractors. The County and OCHFT reserves the right to seek publicly available information about the Respondent.

The scoring is based on evaluation of the Proposal as measured against the scoring criteria. Proposals will be evaluated from the most advantageous to the least advantageous to the OCHFT.

Any inquiry to determine the responsibility of a Respondent to this RFP may be conducted. Respondent agrees that the submission of a Proposal is permission by Respondent for County to verify all information contained therein. If County believes it necessary, additional information may be requested from Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their proposal in detail, including technical questions.

County of Orange RFP 012-2991902-DMA Page 9 of 45

1. Written Proposal Scoring Format: 500 points maximum

Criteria Description Max Points

I Firm’s Background, Qualifications & Experience 175

II Key Personnel/Proposed Staffing 125

III Quality/Effectiveness of Work Plan/Project Approach 125

V Organization/Completeness of Response 50

VI Compliance with the Model Contract 25*

*Note: Respondents submitting exceptions to the Model Contract listed in Section III of this RFP, will receive a score of “0” for this criterion. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in elimination from further consideration.

2. Oral Interview/Presentation Scoring Format: 400 points maximum

County reserves the right to conduct, or to not conduct, oral interviews/presentations with the highest-scored Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with County and the decision of the DPA is final. Respondents shall be ready to attend interview within five (5) calendar days of notification. Respondents will not be allowed to alter or amend their Proposal through the use of the oral interview/presentation process.

NOTE: If oral interviews/presentations are not conducted, the Written Proposal shall account for 900 total points of the scoring.

3. Cost Proposal: 100 points maximum

Respondent shall upload an electronic copy of Cost Proposal as a separate attachment from the Written Proposal for both Respondent and, if applicable, any subcontractors. The Cost Proposal will be evaluated as follows:

a. Lowest price receives the full score of 100 points.

b. Other scores are proportional to the lowest price.

E. SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and is subject to approval(s) by the County Board of Supervisors. In addition, County and OCHFT reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained in Section III of this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

County of Orange RFP 012-2991902-DMA Page 10 of 45

If a satisfactory Contract cannot be negotiated in a timely manner, County and OCHFT, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next Respondent. Exceptions to the terms and conditions of the proposed Contract or the statements regarding Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in Section II, Part 1, 7. “Statement of Compliance”.

F. DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM W-9 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

County of Orange RFP 012-2991902-DMA Page 11 of 45

SECTION II

PROPOSAL RESPONSE REQUIREMENTS

SECTION II: PROPOSAL RESPONSE REQUIREMENTS

Proposals must be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Proposals are limited to 45 single sided pages. Response to Part 1 and Part 2 will not count against the 45-page limit. All items listed in Part 3 will count against the page limit, no exceptions.

Note: Proposals that exceed the page limit noted above may be disqualified from further consideration.

Proposals must be electronically organized into three (3) sections and must be indexed in the order outlined below. List questions and your responses and/or attachments as numbered and listed within each section.

A. Responsive proposals shall include the following completed submittals:

1. Part 1 – Compliance Statements

1. Cover Letter/Executive Summary

2. Validity of Proposal

3. Certification of Understanding

4. Requirements for Qualifications Statement

5. Certificate of Insurance

6. W-9 Requirements

7. Conflict of Interest

8. Statement of Compliance

9. Litigation

10. Name/Ownership Changes

11. Disclosure of Contributions

2. Part 2 – Company Profile & References

3. Part 3 – Respondent’s Proposal

4. Exhibit 1 – Conflict of Interest Disclosure Statement

5. Exhibit 2 – Disclosure of Contributions

6. Exhibit 3 – Cost Proposal (which is to be submitted at time of Interview)

B. Upon recommendation of contract award, Respondent will be required to submit the following documents within ten (10) days of County notification, unless otherwise specified in the RFP:

1. Insurance Certificate(s) including additional Insured Endorsement(s) (see Model

Contract).

2. Current signed form W-9 (Taxpayer Identification Number & Certification) which includes

Respondent’s-legal business name(s).

County of Orange RFP 012-2991902-DMA Page 12 of 45

3. Signed Contract – Selected Respondent will be required to sign a contract upon award. If selected Respondent is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

County of Orange RFP 012-2991902-DMA Page 13 of 45

PART 1: COMPLIANCE STATEMENTS

(Complete this section and submit as Part 1 in the first tabbed section of Proposal)

1. Validity of Proposal

The County requires that all Proposals be valid for at least three hundred sixty-five (365) calendar days. Submissions not valid for at least three hundred sixty-five (365) days will be considered nonresponsive. The Respondent shall state the length of time for which the submitted Proposal shall remain valid below:

Validity of Proposal (in days) (Signature required)

2. Certification of Understanding

The OCHFT assumes no responsibility for any understanding or representation made by any of its officers, employees or agents during or prior to the execution of any Contract resulting from this solicitation unless:

A. Such understanding or representations are expressly stated in the Contract; and B. The Contract expressly provides that the County and OCHFT therefore assumes the responsibility.

Representations made but not expressly stated and for which liability is not expressly assumed by the OCHFT in the Contract shall be deemed only for the information of the Respondent.

By signing below, Respondent certifies that such understanding has been considered in this response.

(Signature required)

3. Minimum Qualifications/Requirements Statement

Respondent shall certify that it meets all minimum qualifications and requirements set forth above in this Section II by signing below.

(Signature required)

4. Certificate of Insurance

The Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in Section III, Model Contract by signing below (see Article O for insurance requirements).

(Signature required)

5. W-9 Requirements

The Respondent shall certify its willingness and ability to provide W-9 Requirements as indicated in Section I by signing below (will obtain at the time of award).

(Signature required)

6. Conflict of Interest A. Respondent must provide a completed Exhibit 1, Conflict of Interest Disclosure Statement

B. Respondent must certify either 1 or 2 by signing below:

County of Orange RFP 012-2991902-DMA Page 14 of 45

1. Respondent certifies current/past financial, business or other relationship(s) with the County exist/existed as follows:

i. Disclose any financial, business or other relationship with the OCHFT, any other entity that the Orange County Housing Finance Trust Board governs, or any OCHFT Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

ii. Disclose any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

(Signature required)

OR

2. Respondent certifies that no relationships exist/existed as outlined in item 1 above.

(Signature required)

7. Statement of Compliance

Respondent must verify either 1 or 2 by signing below:

A statement of compliance with all parts of this RFP or a listing of exceptions and suggested changes must be submitted in response to this RFP.

1. This response is in strict compliance with said RFP, including, but not limited to, the terms and conditions set forth in the Contract and its Attachments, and no exceptions thereto are proposed.

(Signature required)

OR

2. This response is in strict compliance with said RFP, including the terms and conditions set forth in the Contract and its Attachments, except for those proposed exceptions listed in a separate attachment hereto.

(Signature required)

Attachment for each proposed exception must include:

1. The RFP page number and section of the provision Respondent is taking exception to;

2. The complete provision Respondent is taking exception to;

3. The Respondent’s suggested rewording;

4. Reason(s) for submitting the proposed exception; and

5. Any impact the proposed exception may have on cost, scheduling, or other areas.

8. Litigation:

Respondent must certify either A or B by signing below:

A. Respondent certifies current/past litigation as follows:

County of Orange RFP 012-2991902-DMA Page 15 of 45

Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving Respondent, or any company that holds a controlling interest in Respondent, against the OCHFT in the past seven (7) years.

Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving any proposed subcontractors, or any company that holds a controlling interest in subcontractor firm(s), against OCHFT in the past seven (7) years.

(Signature required)

OR

B. Respondent certifies that Respondent or any proposed subcontractors do not have any past or current litigation described in Option A above.

9. Name/Ownership Changes:

Respondent must certify either A or B by signing below:

A. Respondent certifies past company name changes and/or ownership changes, for Respondent’s firm and any proposed subcontractor firm, as follows:

Respondent shall provide detailed information regarding any company name changes (including legal business names) in the past seven (7) years.

Respondent shall provide detailed information regarding any company ownership changes (including legal business names) in the past seven (7) years.

OR

B. Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

10. Disclosure of Contributions

The Respondent shall deliver, with their proposal, Exhibit 2, Disclosure of Contributions, identifying all Trust Board members who received contributions from Respondent within the preceding 12 months in excess of $250, or stating that no contributions were made that require disclosure. This disclosure requirement includes all “Parties” and “Participants” to this action as those terms are defined in Government Code §84308.

Please complete and sign Exhibit 2, the Disclosure of Contributions Form attached hereto.

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Part 2: Company Profile & References (Complete and submit as Part 2 of Proposal)

Company Legal Name:

Company Legal Status (corporation, partnership, etc.):

Active licenses issued by the California State Contractor’s License Board:

DIR Registration No: DVBE Certification No: SBA Certification No:

Local Business Address:

(If more than one, use separate sheet of paper)

Telephone Number: (___) Fax Number: (___)

Email Address:

Length of time Respondent has been in business: _____ Length of time at current location:

Is your firm a sole proprietorship doing business under a different name: Yes No

If yes, please indicate sole proprietor’s name and the name you are doing business under:

Is Respondent incorporated: _____Yes ______ No If yes, State of Incorporation:

Federal Taxpayer ID Number: _______________________ *D-U-N-S® No.:

Regular business hours:

Regular holidays and hours when business is closed:

Contact person in reference to this RFP:

Telephone Number: (___) Fax Number: (___)

Email Address: _____________________________ Mobile Number: ( )

Contact person for Accounts Payable:

Telephone Number: (___) Fax Number: (___)

E Email Address: _____________________________ Mobile Number: ( )

Name of Project Manager:

Telephone Number: (___) Fax Number: (___)

Email Address: _____________________________ Mobile Number: ( )

Mobile Number: ( )

In the event of an emergency or declared disaster, the following information is required:

Name of contact during non-business hours:

Telephone Number: (___) Fax Number: (___)

Email Address: _____________________________ Mobile Number: ( )

County of Orange RFP 012-2991902-DMA Page 17 of 45

Company Profile & References (Continued)

References

Provide contact information for a minimum of five (5) references with three (3) references from public sector entities and clients that are comparable to the OCHFT for which these types of services have been performed within the past five (5) years.

**Cannot be from any of the 22 County Agencies of the County of Orange or more than one from the same entity**

Company Name: Telephone Number:

Contact Name(s): Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

Company Name: Telephone Number:

Contact Name(s): Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

Company Name: Telephone Number:

Contact Name(s): Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

Company Name: Telephone Number:

Contact Name(s): Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

Company Name: Telephone Number:

Contact Name(s): Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

County of Orange RFP 012-2991902-DMA Page 18 of 45

PART 3:

RESPONDENT’S PROPOSAL

Complete this section and submit as Part 3 of Proposal

I. FIRM’S BACKGROUND, QUALIFICATIONS & EXPERIENCE

A. Company Background

1. Include an overview of firm and brief description of the firm’s history including:

a. Length of time in business;

b. Services provided relevant to the RFP;

c. Describe the Respondent’s experience in performing work of a similar nature to that solicited in this RFP; and

d. List certifications and/or affiliations that may be relevant to this RFP.

2. Provide the following information:

a. Name and title of person(s) authorized to bind the Respondent;

b. Main office address; and

c. Telephone number

3. List any previous or current contracts with the OCHFT within the last five (5) years. Include:

a. Agency/Department name, address and contact person;

b. Contract Number; and

c. Contract Amount

4. Provide a general description of the firm’s prime contractor (if applicable, subcontractor’s) financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, or impending merger) that may impede Respondent’s ability to complete the services.

B. Experience

1. Descriptions of at least three (3) recent similar projects that the firm has completed (public sector experience preferred).

a. Include project name, date, and location,

b. Include client name and describe the scope of work,

c. Describe any obstacles encountered and project outcome, and

d. Describe, including experience with successfully coordinating and maintaining project schedules while staying on budget.

2. Describe experience in managing Notice of Funding Availability and/or other procurement processes.

3. Describe your experience in administering various affordable housing funding.

4. Describe your experience managing loan documents.

5. Describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

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II. KEY PERSONNEL/PROPOSED STAFFING

1. Assigned personnel must have a minimum of five (5) years of expertise and experience with emphasis on the public sector with depth and breadth of services available.

2. Describe the Respondent’s team that is being proposed for the project. In particular, please describe how the proposed team will be organized to provide the requested scope of services.

3. Provide a brief background of each team member’s experience and the roles and responsibilities they will play in the project.

4. Provide the team organization including an identification of the lead Contractor, project manager, and key personnel who will be working on the project. An organizational chart and description of the project team may be included. Key members of the project team should be included in the organizational chart.

5. Clearly identify the prime contractor and any sub-contractors or sub-consultants, if relevant, and the general roles of each on the project.

6. A statement of qualifications for all team members including resumes and educational background. One-page resumes of all key personnel should be provided (one page per person).

The office locations of each team member should be specified on the resumes. The submittal should, as a part of the information provided for subcontractors, include the names, locations, and general roles of the project team members.

7. Complete Attachment C of the Model Contract – Staffing Plan (included in Section III, of this

RFP).

III. QUALITY/EFFECTIVENESS OF WORK PLAN/PROJECT APPROACH

1. Provide an outline and detailed description of the process for accomplishing the services outlined in Attachment A of the Model Contract - Scope of Work.

2. The Respondent should document a clear understanding of the scope of services.

3. The Respondent should describe the current challenges and opportunities specific to the development of affordable housing and how your company is best suited to assist the OCHFT in facing those challenges and opportunities.

4. An explanation of how the Respondent will adhere to the scope of work narrative including an explanation of the following:

i. An indication of your understanding of the project. Other factors that may be relevant to the requested services.

IV. ORGANIZATION/COMPLETENESS OF RESPONSE

1. Proposal demonstrates Respondent’s understanding of the OCHFT’s needs and objectives as it relates to the Scope of Work.

2. Proposal demonstrates all of the minimum requirements are addressed and contract requirements will be adhered to.

3. Proposal is complete, comprehensive, and well-organized.

V. COMPLIANCE OF THE MODEL CONTRACT

Respondents submitting exceptions to the Model Contract listed in Section III of this RFP will receive a score of “0” for that criterion.

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SECTION III

MODEL CONTRACT

SECTION III: MODEL CONTRACT

CONTRACT NUMBER MA-012-#######

BETWEEN

ORANGE COUNTY HOUSING FINANCE TRUST

AND

CONTRACTOR’S NAME

FOR

ADMINISTRATIVE PLANNING AND SUPPORT SERVICES

This Contract TBD for Administrative Planning and Support Services (“Contract”) is made and entered into as of the date fully executed by and between the Orange County Housing Finance Trust, a California public agency formed pursuant to California Government Cost section 6500 et. Seq., (“OCHFT”) and [ENTER CONTRACTOR’S NAME], a State of California Corporation (Contractor), with a place of business at [ENTER ADDRESS]; (“Contractor”), with OCHFT and Contractor sometimes individually referred to as (Party), or collectively referred to as (Parties).

ATTACHMENTS

This Contract is comprised of this document and the following Attachments, which are attached hereto and incorporated by reference into this Contract:

Attachment A – Scope of Work Attachment B – Payment and Compensation Attachment C – Key Personnel/Staffing Plan

RECITALS

WHEREAS, the Orange County Board of Supervisors (“Board”) co-sponsored Assembly Bill 448, which authorizes the County and cities in Orange County to create the OCHFT to receive and provide funds for housing for those experiencing homelessness and those who are extremely low, very low and low income within Orange County; and

WHEREAS, the Board approved the OCHFT Joint Powers Agreement (“JPA”) on March 12, 2019;

and

WHEREAS, the OCHFT Board of Directors requires management and administrative support services to continue OCHFT’s goals to provide housing throughout Orange County; and

WHEREAS, OCHFT desires to enter into a Contract with Contractor for Administrative Planning and Support Services, as more fully described in Attachment A – Scope of Work; and

WHEREAS, Contractor is willing to provide the services as specified in Attachment A, in accordance with the Terms and Conditions of this Contract; and

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WHEREAS, OCHFT agrees to pay Contractor the fees as further set forth in Compensation / Payment, attached hereto as Attachment B and incorporated herein;

NOW, THEREFORE, the Parties mutually agree as follows:

ARTICLES

I. General Terms and Conditions:

A. Governing Law and Venue: This Contract has been negotiated and executed in the state of California and shall be governed by and construed under the laws of the state of California. In the event of any legal action to enforce or interpret this Contract, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California, and the parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. Furthermore, the parties specifically agree to waive any and all rights to request that an action be transferred for trial to another county.

B. Entire Contract: This Contract, when accepted by the Contractor either in writing or by the shipment of any article or other commencement of performance hereunder, contains the entire Contract between the parties with respect to the matters herein, and there are no restrictions, promises, warranties or undertakings other than those set forth herein or referred to herein. No exceptions, alternatives, substitutes or revisions are valid or binding on OCHFT unless authorized by OCHFT in writing. Electronic acceptance of any additional terms, conditions or supplemental Contracts by any OCHFT employee or agent, including but not limited to installers of software, shall not be valid or binding on OCHFT unless accepted in writing by OCHFT Chair or his/her designee, hereinafter “Purchasing Agent.”

C. Amendments: No alteration or variation of the terms of this Contract shall be valid unless made in writing and signed by the parties; no oral understanding or agreement not incorporated herein shall be binding on either of the parties; and no exceptions, alternatives, substitutes or revisions are valid or binding on OCHFT unless authorized by OCHFT in writing.

D. Taxes: Unless otherwise provided herein or by law, price quoted does not include California state sales or use tax.

E. Delivery: Time of delivery of services is of the essence in this Contract. OCHFT reserves the right to refuse any services and to cancel all or any part of the services that do not conform to the prescribed statement of work. Delivery shall not be deemed to be complete until all services have actually been received and accepted in writing by OCHFT.

F. Acceptance/Payment: Unless otherwise agreed to in writing by the OCHFT, 1) acceptance shall not be deemed complete unless in writing and until all the services have actually been received to the satisfaction of OCHFT, and 2) payment shall be made in arrears after satisfactory acceptance and in accordance with Attachment B.

G. Warranty: Contractor expressly warrants that the goods/services covered by this Contract are fit for the particular purpose for which they are intended. Acceptance of this order shall constitute an agreement upon Contractor’s part to indemnify, defend and hold OCHFT and its indemnities as identified in paragraph “Z” below, and as more fully described in paragraph “Z”, harmless from liability, loss, damage and expense, including reasonable counsel fees, incurred or sustained by OCHFT by reason of the failure of the services to conform to such warranties, faulty work performance, negligent or unlawful acts, and non-compliance with any applicable state or federal codes, ordinances, orders, or statutes, including the Occupational Safety and Health Act (OSHA) and the California Industrial Safety Act.