RFP_2015-1_Temporary_Housing_Unit_Lease_Management_Final(2).pdf

LOWELL HOUSING AUTHORITY

RFP 2015 – 1 TEMPORARY HOUSING/EMERGENCY SHELTER UNIT LEASE

REQUEST FOR PROPOSALS

Dr. Gary K. Wallace, Executive Director

LEASE/OPERATION OF TEMPORARY HOUSING “SHELTER UNIT” IN

LOWELL, MASSACHUSETTS ON BEHALF OF THE LOWELL HOUSING

AUTHORITY

Solicitation Number RFP 2015-1

ISSUE DATE: 17 June 2015 3:00 p.m. EDT

Dr. Gary K. Wallace, Executive Director

Executive Offices located at: 350 Moody St., Lowell, MA 01854

General Correspondences: P.O. Box 60, Lowell, MA 01853-0060

Tel. (978) 937-3500|Fax (978) 937-5758|TDD: (800) 545-1833 ext. 178

Board of Commissioners and Awarding Authority

Bopha Peou, Chairperson

Patricia Sullivan Talty, Vice Chairperson

Walter Timothy Green, Commissioner

Rosaline Willie-Bonglo, Commissioner

Robert J. McMahon, Commissioner

DIRECT ALL RFP CORRESPONDENCE TO:

JONATHAN C. GOLDFIELD, CHIEF PROCUREMENT OFFICER

T (978) 364-5341 F (888) 364-8835

QUOTES@LHMA.ORG

PRE-PROPOSAL CONFERENCE LOCATION & MANDATORY PROPOSALS DELIVERY ADDRESS:

EXECUTIVE OFFICES

DEPARTMENT OF FINANCE AND PROCUREMENT

350 MOODY STREET

LOWELL, MA 01854

mailto:quotes@lhma.org

2 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Contents Solicitation Number RFP 2015-1 1

Introduction 5

(a) Political Subdivision Status. 5

(b) Housing Units. 5

(c) Staff. 5

(d) Funding. 5

Request for Proposal (RFP) Process Justification Statement (Real Property) 5

Rule for Award 6

1.0 General Terms & Conditions 6

1.01 Proposal copies; documentation; delivery. 6

1.02 Addenda and downloads 6

1.03. Unofficial interpretation of RFP is void. 7

1.04. LHA Reservation of certain rights 7

1.05 Subsequent information requests 7

1.06 No Reimbursements 7

1.07 Validity period for proposals, non-withdrawal 8

1.08 Limited negotiation terms 8

1.9 Indemnification by prospective contractor/lessee 8

1.10 Submissions property of LHA; notice of Public Records Act 8

1.11 Proposal ranking rubric 8

1.12 Evaluation committee 8

1.13 Proposal time schedule: 9

1.14 Pre-Proposal Conference and Property View 9

1.15 Questions and Clarification submissions 9

1.16 Insurance Requirements 9

1.17 Submittals - completed and included with each proposal 10

2.0 Description of Unit and Required Services 10

2.01 General Specifications and Location 10

2.02 Lease Term 11

2.03 Lease extensions and new solicitation 11

3.00 Minimum Requirements of the Lowell Housing Authority 11

3.01 Eligible Families 11

3.02 Family Size Requirements 11

3.03 Duration of Occupancy 11

3.05 Contract Rent Schedule 11

3.06 Maintenance of Unit 12

3.07 Agency Personnel 12

3 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

3.08 Family Ineligibility 13

3.09 Termination of Contract 13

4.0 Competency Factors 13

5.0 Evaluation Criteria/Scoring Ranges Evaluation Points Available (100 Point Maximum) 14

5.1 Evaluation Committee 14

5.2 Scoring Rubric – Cumulative Ranking 14

5.2 Minimum Point Requirement. 15

6.00 Selection Policy 15

7.00 Proposal/Submittal Supplemental Instructions 15

7.01 Delivery and opening. 15

7.02 Valid delivery address 15

7.02 Proposal Package Identification 15

7.02 Basic preparation, simple presentation 15

7.03 No preparation charges 15

7.04 Authorized signature 16

7.05 Withdrawing proposals 16

7.06 Equal Employment Opportunity Contracting Policy Report 16

Exhibit 1, Financial-Proposed Rent Schedule & Certifications 17

Exhibit 2 Form HUD 5369-B “Instruction to Offerors – Non-Construction”, 8/93 19

Exhibit 3, Form HUD 5370-C, Section I (“General Conditions for Non-Construction Contracts-No

Maintenance”, exp. 1/31/2017); 21

Exhibit 4, LHA Standard Goods & Services Agreement/Residential Lease Agreement 27

AGREEMENT BETWEEN 27

THE LOWELL HOUSING AUTHORITY 27

AND 27

ARTICLE 1 - ENGAGEMENT OF THE CONTRACTOR 27

ARTICLE 2 - SERVICES OF THE CONTRACTOR 27

ARTICLE 3 - PERIOD OF SERVICES 28

ARTICLE 4 - PAYMENTS BY TO THE CONTRACTOR 28

ARTICLE 5 - TERMINATION 29

ARTICLE 6 - INSURANCE AND INDEMNIFICATION 29

ARTICLE 7 - GENERAL PROVISIONS 30

CONTRACTOR, SCOPE OF WORK, TERM 33

Residential Lease Agreement Part I (Attachment 1) 35

Residential Lease Agreement Part II (Attachment 2) 35

Exhibit 5 Certificate of Corporate Vote 36

Exhibit 6 Reference Form 37

Exhibit 7, Disclosure of Beneficial Interest 38

Exhibit 8, Employee Utilization Report form (see Section 7.06 Equal Employment Opportunity Contracting

Policy Report) 41

4 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Exhibit 9, List of Furnishings of Furnishings Initially Provided by the LHA 42

Exhibit 10, Executive Order 481 Undocumented Worker Prohibition Certification 43

Contractor Certification Prohibiting Use of Undocumented Workers on State Contracts 43

Exhibit 11, LHA General Conditions to Offerors Non-Construction/RFP (Attachment 3) 44

5 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Introduction

(a) Political Subdivision Status.

The Lowell Housing Authority (the “LHA”) is an autonomous, public housing authority created in 1937 as a public body politic and corporate with the City of Lowell and a political subdivision of the Commonwealth of Massachusetts. Enabling legislation is Massachusetts

General Laws, chapter 121B, et seq. The LHA is governed by a five-member appointed Board of

Commissioners, which is the LHA awarding authority.

(b) Housing Units.

The LHA owns and/or manages 3,142 units of housing comprising of: (a) 1,698 units in federal family and elderly/disabled housing developments. The HUD-aided properties are managed under an Asset Management Project model (“AMP”). The LHA has four (4) AMPs and the state-aided portfolio; (b) 198 units in state housing developments and (c) 1,246 U.S. HUD

Section 8 Housing Choice Vouchers. Images of the LHA housing units may be viewed at its website (hyperlink), www.LHMA.org

(c) Staff.

The LHA currently employs approximately 98 full and part-time employees including its central administration/management, property managers for each of the five property development areas, facilities/maintenance staff.

(d) Funding.

The LHA receives both federal and state grants that supplement its operational expenditures and support capital improvements. Annual operational spend is approximately $30M with state and federal capital expenditures of approximately $2.5M.

Request for Proposal (RFP) Process Justification Statement (Real Property)

A competitive RFP solicitation process is an appropriate method of procurement for this service.

Massachusetts General Laws, chapter 30B, section 16 requires this RFP solicitation process for the disposition of real property or any interest therein, and defines that the rental of real property is a

“disposition.”

Proposals are evaluated by a selection committee and the contractor/lessee selection is based on the evaluation criteria and factors for award as stated in the RFP. Contract award is based on the best (“most advantageous”) proposal responsive to the requirements of the statement of work resulting in the greatest benefit and best value to the Lowell Housing Authority and where monthly lease rate/price is not the primary award criterion.

Public housing and managing an emergency shelter apartment is a specialized form of housing requiring agency attributes, certifications and knowledge of the affected and oftentimes vulnerable populations including individuals or families that are categorized by MA Department of Housing and Community Development and U.S. HUD requirements as low income , disabled, veteran and victims of domestic abuse. This service requires a multifaceted provider with experience in

1 “Low income” generally includes households that are under 80 percent of the area median income as defined by the MA

Dept. of Housing and Community Development (“MA DHCD”). Other guidance may be utilized, such as standards set by related statutes including M.G.L. c. 23B, §30, MA DHCD’s Emergency Housing Assistance Program and its regulations.

www.LHMA.org

6 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority apartment management with these populations and experience in emergency housing requirements. A qualifications-based solicitation process with a fair market rent will be applied under Massachusetts General Laws, chapter 30B, §16 et seq. and the U.S. Regulations 2 CFR

200.317 (including former HUD Regulations of Title 24, Part 85, 24 CFR §85.36) and the Lowell

Housing Authority Procurement Policy as amended.

In order to determine the property rental value, the LHA adopts a fair market rent +10% (110%) rate policy that correlates with the final U.S. HUD Fair Market Rate Metro-Lowell for the current calendar year. The LHA current-year (2014-2015) rate for a 3 Bedroom apartment is

$1,519.00/month. (=$1,381 x 1.10). All rates may be viewed on its website:

“Payment Standards 2014-2015” chart on our LHMA.org website and click on the corresponding “Download” file button: “Payment Standards 2014-

2015.pdf” (hyperlink):

Rule for Award

The most advantageous proposal from a responsive and responsible proposer, taking into consideration all evaluation criteria set forth in the solicitation, will be selected.

1.0 General Terms & Conditions

1.01 Proposal copies; documentation; delivery.

All proposals shall be marked “Temporary Housing Unit – RFP 2015-1.” There shall be one (1) original and three (3) copies of each of the two proposal components. Proposers shall include all supporting documentation to be considered with the proposal. Proposers shall be responsible for the actual delivery of proposals during normal business hours (8:30 a.m. - 4:30 p.m.) to the physical address indicated on the cover. Please do not staple or permanently bind the original so it may be copied if necessary.

Proposals shall be enclosed in a sealed package marked, “Temporary Housing Unit – RFP 2015-

1” and also identifying the proposer, address and telephone number.

The sealed package shall include the cost and technical (non-cost) components of the proposal.

Each component shall be clearly marked:

(1) “Financial Component" and include all pricing/cost information proposed (see Exhibit 1, Proposal

Cost Form, with Certificates of Tax Compliance, Non-Collusion) and

(2) “Technical Component" to include the proposer’s technical (non-cost) response addressing all evaluation factors (except cost) detailed in Section 4.0 Competency Factors and other required information and forms.

1.02 Addenda and downloads

Proposers will be notified by e-mail of any changes in the specifications deadlines, and answers to questions on this RFP. Addenda shall be posted on the www.LHMA.org website under the

“Procurement Opportunities” tab. Although the LHA will email all updates and addenda to known potential agencies, errors and oversights can occur. Therefore, it is incumbent upon any potential proponent to access the web site regularly to check for new addenda. The LHA expects to place this

RFP on the new Massachusetts www.COMMBUYS.com website, which will notify potential proponents of any new uploads or addenda once they have registered for the RFP.

http://www.lhma.org/index.php?option=com_content&view=article&id=66&Itemid=139 http://www.lhma.org/index.php?option=com_content&view=article&id=66&Itemid=139 www.LHMA.org http://www.commbuys.com/

7 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

1.03. Unofficial interpretation of RFP is void.

No verbal or written information which is obtained other than through this RFP or its addenda shall be binding by the LHA. No employee of the LHA is authorized to interpret any portion of this

RFP or give information as to the requirements of the RFP in addition to that contained in or amended to this written RFP document.

1.04. LHA Reservation of certain rights

(a) The LHA reserves the right to cancel this RFP, reject any and all proposals and to request clarification of information from any proposer.

(b) The LHA is not obligated to enter into a contract on the basis of any proposal submitted in response to this document.

(c) The LHA may waive minor informalities when it is in its best interest to do so.

(d) The LHA may amend RFP specifications, waive any informalities, to negotiate timing (metrics), performance schedules, staff components or other LHA terms and conditions permitted by law

(e) The LHA may cancel or amend this RFP in part, or in its entirety. All or part of a proposal will be incorporated into the final contemplated agreement (contract). Proponents (proposers) may be excluded from further consideration for failure to fully comply with the specifications of the RFP.

LHA may determine to reject all proposals.

(f) LHA will reject the proposal of any bidder who is debarred by the U.S. Department of Housing and

Urban Development (HUD), any agency of the federal government and/or any agency or political subdivision of the Commonwealth of Massachusetts from providing goods or services and reserves the right to reject the proposal of any proposer who has previously failed to perform any contract properly for any purchaser, or to complete on time, contracts of a similar nature, who are not in the position to perform the contract, or who has neglected the payment of bills or otherwise disregarded as obligations to clients, purchasers, subcontractors or employees.

(g) The LHA may accept or reject any proposer based on its own experience with a proposer and any reference whether provided by a proposer or discovered by the LHA. Such information may be used by the LHA in its determination of proposer responsibility, ability and qualification to perform the contemplated contract.

(h) Failure of the successful proposer (proponent) to accept these and other terms may void any contemplated award. Acceptance of the proposal may be subject to the approval of the LHA Board.

(i) LHA reserves the right to make a contract award based solely upon the proposals. The responsive and responsible proponent selected for the award will be chosen on the basis of greatest benefits to the

LHA, and not necessarily on the basis of highest price.

1.05 Subsequent information requests

Prior to the final selection, proposer may be required to submit additional information which the

LHA may deem necessary to further evaluate the proposer's qualifications.

1.06 No Reimbursements

The LHA will not reimburse proposers for any costs associated with the preparation and

HUD Conditions of Contract and other terms published as a part of this RFP and contemplated contract are not negotiable.

8 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority submittal of any proposal, licenses, patents, trademarks or copyrights, or for any travel and/or per diem costs that are incurred.

1.07 Validity period for proposals, non-withdrawal

A proposal may not be withdrawn before the expiration of sixty (60) days from the proposal due date.

1.08 Limited negotiation terms

The LHA reserves the right to negotiate with the selected proposer a performance schedule and performance metrics, if any. Scope of performance, lease terms (“Home Rental Assistance Contract”) and non-qualitative requirements of the RFP are not negotiable.

1.9 Indemnification by prospective contractor/lessee

The selected proposer, the “contractor” or “lessee” shall, at its own expense and without exception, indemnify, defend and pay all damages, costs, expenses including attorney fees and otherwise hold harmless the LHA, and agents from any liability of any nature or kind in regard to the delivery of services.

1.10 Submissions property of LHA; notice of Public Records Act

All proposals, responses, inquiries, and correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by proposers shall become the property of the LHA when received. Upon the deadline for submitting proposals and opening, all submissions by all proposers are public information and subject to the Massachusetts Public Records Act. (M.G.L. c.

66, et seq. see also c.4, §7 et seq. and related federal Freedom of Information Act requirements).

1.11 Proposal ranking rubric

Proposals will be evaluated according to the following criteria and weighted using Highly

Advantageous, Advantageous, Not Advantageous and Unacceptable scoring (see Section 4.0

Competency Factors for detailed information)

1.12 Evaluation committee

The proposals will be reviewed by an evaluation committee appointed by the Chief Procurement

Officer. The selection committee shall be sole judge as to evaluation and ranking proposals. Based on the responses, evaluation and ranking, a recommendation will be submitted to the Executive Director and Board of Commissioners for approval.

(CONTINUED)

9 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

1.13 Proposal time schedule:

Table 1.13

Request for Proposals Issued 17 June 2015 3 p.m. EDT http://www.lhma.org “Procurement

Opportunities” tab, and “More Info” button.

Enter all required (*) information & click

“Submit” to download files. Also see www.COMMBUYS.com

Pre-Proposal Conference (non-mandatory) 17 July 2015 9 a.m. E.D.T.

Location:

LHA Executive Offices

350 Moody St.

Lowell, MA 01854

Deadline for Written Questions3 2015 4:30 p.m. E.D.T.

Proposal Due Date 2015 3:30 p.m. EDT

Anticipated LHA Board Approval 9 September 2015 5 p.m. EDT

Anticipated Initial Contract/Lease Period 1 October 2015 – 30 September 2018

1.14 Pre-Proposal Conference and Property View

The Pre-Proposal Conference is not mandatory and scheduled per Table 1.13 above. The Market

Street site apartment will only be possible on this date if the unit is unoccupied at the time. It is a short walk from the conference location. Private viewing of the apartment (also called the “hotel unit” or

“shelter unit” is by appointment only, and must be coordinated with the current contractor/lessee and at such a time when the unit is not occupied. Parties interested in viewing the Property must contact the

LHA Property Manager at (978) 364-5364.

1.15 Questions and Clarification submissions

Questions or clarification regarding this RFP shall be directed to:

Jonathan Goldfield, Chief Procurement Officer, quotes@lhma.org or via fax (888) 364-8835

(Questions/Clarifications are submitted prior to the Deadline for Written Questions in Table 1.13 above.)

1.16 Insurance Requirements

The proposer shall furnish to the LHA a Certificate of Insurance (CoI) such as the ACORD-25

3 Questions must be submitted in writing prior to the published question deadline so that responses/answers may be issued with ample time for proposal preparation prior to the proposal deadline. However, if a potential proposer discovers, in good faith, a material inconsistency in the specifications or other RFP documents, the discrepancy may be brought to the attention of the LHA at any time prior to the deadline for proposals.

http://www.lhma.org/ http://www.commbuys.com/ mailto:quotes@lhma.org jgoldfield Typewritten Text 21 July jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text 26 August jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text

10 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority form, as evidence of the following minimum amounts of insurance coverage and naming LHA as an

“Additional Insured”:

a. Workers Compensation and Employer's Liability coverage statutory requirements:

Apply to all employees for statutory limits in compliance with applicable state and federal laws.

Coverage must include Employer's liability with a minimum limit of $100,000.00 each incident;

b. Business auto policy

Shall have a minimal limit of for bodily injury and property damage, $200,000 each person per accident. $500,000. property damage per accident. $1,000,000.00 combined single limit. This shall include owned, hired and non-owned vehicles.

c. Commercial general liability

Bodily Injury & Property Damage, $1,000,000.00 per occurrence/$2,000,000.00 general aggregate. Coverage shall include premises and/or operations, independent contractors, products and/or complete operations, contractual liability and broad form property damage endorsements

1.17 Submittals - completed and included with each proposal

Exhibit 1, Proposal Cost Form, with Certificates of Tax Compliance, Non-Collusion

Exhibit 2, Form HUD 5369-B (“Instructions to Offerors - Non-Construction”, 8/93);

Exhibit 3, Form HUD 5370-C, section I (“General Conditions for Non-Construction Contracts-No Maintenance”, exp. 1/31/2017);

Exhibit 4, LHA Standard Goods & Services Agreement;

Exhibit 5, Certificate of Corporate Vote

Exhibit 6, Reference Form

Exhibit 7, Disclosure of Beneficial Interests

Exhibit 8, Employee Utilization Report form (see Section 7.06 Equal Employment Opportunity Contracting Policy Report)

Exhibit 9, List of Furnishings of Furnishings Initially Provided by the LHA

Exhibit 10, Executive Order 481 Undocumented Worker Prohibition Certification

Exhibit 11, LHA General Instructions to Offerors Non-Construction/RFP Each document listed is incorporated herein by reference and made a part of this RFP.

2.0 Description of Unit and Required Services

2.01 General Specifications and Location

The Lowell Housing Authority (LHA) is seeking proposals from qualified non-profit agencies or public service agencies to lease the LHA’s temporary housing unit. The contractor/lessee shall be experienced in providing emergency housing services for displaced individuals and families. This fully handicap accessible unit comes completely furnished (see Exhibit 5 for Furnishing Details) and is located at 56 Market Street, Lowell 01854 in the North Common Village Housing Development (U.S.

HUD, MA 1-1). The successful agency must agree to utilize this property to provide temporary, short-jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Line jgoldfield Line

Line

11 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority term housing to eligible families displaced from housing units within the Greater Lowell Area.

2.02 Lease Term

The LHA anticipates an initial lease term for a period of three (3) years and shall commence within thirty (30) days of the award notice issued by the LHA subsequent to an affirmative LHA Board of Commissioners vote. The LHA reserves the right to inspect and re-enter the unit upon 24-hour notice to the contracting agency.

2.03 Lease extensions and new solicitation

Any executed lease/contract shall be extendable subject to the unilateral option of the LHA for up to two (2) one-year extensions. Each unilateral option for extension shall be subject to the next year’s HUD Fair Market Rent +10%. Before the conclusion of any one-year term and when the LHA determines that new solicitation will be issued, the contractor/lessee shall be noticed with the LHA’s intent to issue a new solicitation. The contractor/lessee shall comply with a month-to-month contract or

Memorandum of Understanding with the LHA to the extent permitted by law until such time as a new contract/lease is executed.

3.00 Minimum Requirements of the Lowell Housing Authority

Successful applicants shall meet the requirements set forth by the LHA as follows:

3.01 Eligible Families

Eligible families are those who are deemed homeless by the contracting agency/lessee. Families must provide written verification to the contracting agency that they are in need of a temporary housing placement due to displacement from a home or rental unit within the Greater Lowell Area.

This verification may be issued by a local governmental agency, a shelter or other agency as determined by the contracting agency.

3.02 Family Size Requirements

The LHA will provide a temporary housing unit (1,136 square feet) with one bedroom and a large living/sleeping area accommodating four (4) portable beds. The maximum number of occupants for this unit at any given time is six (6) persons.

3.03 Duration of Occupancy

The Lowell Housing Authority will require that this unit be utilized by displaced families to meet short-term housing needs. In order to maximize the use of this unit, the LHA will require that families occupy the unit for no more than a two (2) week period (exceptions to this time limit are expected but should not occur on a regular basis). During the time of occupancy, the contracting agency will work with the family in securing other housing such as with local shelters, transitional housing programs, or through permanent housing acquisition.

3.05 Contract Rent Schedule

The LHA will establish a contract rent schedule for the unit based on offers received. It should be noted that heat, hot water and electricity are included in the rent. Appliances include stove, refrigerator, washer/dryer unit and dishwasher. Additionally, basic furnishings such as beds, dressers, tables, couches, dishes and other household items will be supplied initially by the LHA (see Exhibit 9, List of Furnishings of Furnishings Initially Provided by the LHA).

Below is a range of acceptable monthly rents based upon the HUD Fair Market Rent (FMR) three (3)

12 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority bedroom rental rates as stated in the Introduction Section, Request for Proposal (RFP) Process

Justification Statement (Real Property) and herein proposed by the LHA:

Base 0 (2015) $1,381.00 - $1,519.00 (rates at time this RFP is released. New rates should be in effect

October 1, 2015 for FY 2016)

Year 1 (FY2016) HUD FMR or HUD FMR+10% (=HUD FMR * 1.10)

Year 2 (FY2017) HUD FMR or HUD FMR+10% (=HUD FMR * 1.10)

Year 3 (FY2018) HUD FMR or HUD FMR+10% (=HUD FMR * 1.10)

Year 4 (FY2019) HUD FMR or HUD FMR+10% (=HUD FMR * 1.10)

Year 5 (FY2020) HUD FMR or HUD FMR+10% (=HUD FMR * 1.10)

Payment is due in full on the first of every month. In addition, the LHA requires a security deposit equal to the monthly rent for each year the lease is in place and any month-to-month continuations.

Telephone, cable and internet services are not included in the rent but are available in the unit with the hook-up fees and monthly fees being the responsibility of the contracting agency.

3.06 Maintenance of Unit

a) LHA Responsibility

i. Provides the general maintenance of the premises.

ii. Coordinate meetings with contractor/lessee to review status of the property.

b) Contracting Agency Responsibility

i. Provide general upkeep and monitoring of the unit including trash removal to proper receptacles;

ii. Cleaning of the unit as needed;

iii. Prompt reporting of any maintenance issues to the LHA;

iv. Insure that all furnishings are maintained and remain in good condition;

v. Repair at its cost any damage to the unit as well as the replacement of any items missing or damaged from the list of initial furnishings (see Exhibit 9, List of Furnishings of Furnishings Initially Provided by the LHA).

vi. Timely monthly rent payment to LHA.

3.07 Agency Personnel

a) The contracting agency shall provide qualified, professional personnel to oversee families residing n the temporary housing unit. All staff must have been MA CORI Category 1 cleared to work on site to a level such as required by 24 CFR 960.200 et seq. (HUD admission to and occupancy of public housing.)

b) At a minimum, personnel should have experience working with displaced families and knowledge of the services available in the Lowell area.

c) Personnel will work with residents of the temporary housing unit to address issues as they arise and

Massachusetts Criminal Offender Record Information, http://www.mass.gov/eopss/crime-prev-personal-sfty/bkgd-check/cori/ HUD public housing admission/occupancy standards http://goo.gl/t7vMG3 http://www.mass.gov/eopss/crime-prev-personal-sfty/bkgd-check/cori/ http://www.mass.gov/eopss/crime-prev-personal-sfty/bkgd-check/cori/ http://goo.gl/t7vMG3

13 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority to make the LHA Property Manager [(978) 364-5364] aware of any issues with other residents within the development.

d) The LHA will coordinate regular meetings with agency personnel to be updated on program success and unit utilization, see above, Sub-section 3.06 a) LHA Responsibility.

3.08 Family Ineligibility

a) It is the responsibility of the contracting agency to ensure that qualified families occupy the temporary housing unit. The LHA will play no role in screening clients for this unit.

b) The LHA will require that the contracting agency conduct a criminal history check to the greatest extent possible to determine that no member of the family is a registered sex offender.

c) If the contracting agency has reasonable cause to believe that the family members current use or pattern of use of illegal drugs or alcohol, or has a history of violent behavior which may threaten the health, safety or right to peaceful enjoyment of the premises by other residents the family must be denied occupancy.

3.09 Termination of Contract

The LHA may terminate the Lease with the contracting agency if it is found that the Temporary

Housing unit is being utilized in the following manner:

a) Long term housing placement (beyond thirty (30) days);

b) Long lapses in usage;

c) Overcrowding of unit;

d) Authorizing families and/or individuals with criminal history as detailed in Section 3.08 Family

Ineligibility above to occupy the unit;

e) Non-compliance with maintenance of the unit;

f) Damage to the unit beyond normal wear and tear;

The LHA may terminate the lease immediately upon furnishing notice to the contracting agency if the agency fails to adhere to the terms and conditions of the LHA lease as appended to the Standard LHA

Goods and Services Agreement.

4.0 Competency Factors

Proposals submitted to the LHA must contain the following information as part of its Technical

Response submitted in Envelope 2 (non-cost) IN THE ORDER LISTED BELOW SO THAT

PROPOSAL SECTIONS MAY BE VERIFIED:

(1) A description or narrative of the types of housing services provided by the agency and the funding source of the program(s).

(2) Demonstration of need for this temporary housing unit including average annual temporary placement data.

(3) Demonstration of successful placement of families from temporary housing into other suitable housing. Data should include information from the last two years.

(4) Certification from the Director, Chief Financial Officer, or independent accountant for the agency

See fn3, 4 above.

14 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority that certifies that the non-profit or public service agency is fiscally sound.

(5) Certification that all staff working on site is CORI checked. Please include a statement of the proponent agency’s CORI and background check standards or policies may define a standard of review.

(6) Certification that the contracted unit will be utilized only for the purposes set forth in this RFP.

5.0 Evaluation Criteria/Scoring Ranges Evaluation Points Available (100 Point Maximum)

5.1 Evaluation Committee

Selection of successful applicants will be determined by an Evaluation Committee consisting of

LHA representatives. Proposals will be weighted according to the criteria provided in Table 5.1.

5.2 Scoring Rubric – Cumulative Ranking

The scores/rankings in Table 5.1 are cumulative. For example, any components of an

“Advantageous” evaluation criterion must also be present in “Highly Advantageous” if so ranked.

Table 5.1 I. Completeness of

Proposal (30 Point Maximum)

Not Advantageous & Unacceptable

Advantageous Highly Advantageous

0-10 points will be assigned when Competency Factors are not substantiated or overlooked. See Section 4.0 Competency Factors, Items 1 - 6

11-20 Points earned by addressing all required components in Section 4.0 Items 1-6 with minimal or general detail. Points will be assigned based on substance, statistical or regulatory compliance and potential of third-part verification.

21-30 Points earned by clearly and substantially addressing all required components in Section 4.0 Competency Factors, Items 1-6

II. Experience in Emergency Housing Placement (30 Point

Maximum)

Not Advantageous & Unacceptable

Advantageous Highly Advantageous

0 points will be assigned by not including any verifiable references who can confirm relevant experience in emergency placement.

15 points earned by including one (1) to two (2) verifiable references who can confirm relevant experience in emergency housing placement

30 points earned by including three (3) verifiable references who can confirm relevant experience in emergency housing placement.

III. Other Factors in Emergency Housing Placement (10 Point

Maximum)

Not Advantageous & Unacceptable

Advantageous Highly Advantageous

0 points will be assigned by not including any verifiable compelling

1-5 Points for proposals that provide

6-10 Points for proposals that provide additional compelling information that supports their

See fn3, 4 above.

jgoldfield Typewritten Text

(1) maintains jgoldfield Typewritten Text cleanliness of unit, (2) effective loss/theft prevention & (3) record of

15 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority information.

IV. Cost/Rent: The most beneficial monthly fair market rent rent (30 Point Maximum)

Not Advantageous & Unacceptable

Advantageous Highly Advantageous

Complete & submit with Proposal: Exhibit 1, Financial-Proposed Rent Schedule

0 Points. Below Lowell, MA HUD Metro Fair Market Rent (FMR) Area for each fiscal year starting October 1.

15 Points Lowell, MA HUD Metro Fair Market Rent (FMR) Area for each fiscal year starting October 1.

30 Points. Lowell, MA HUD Metro Fair Market Rent (FMR) Area x 1.10 (+10%) for each fiscal year starting October 1.

5.2 Minimum Point Requirement.

In order for an application to be considered, it must receive a minimum point score of 60 Points.

Applications with scores below 60 Points will not be considered.

6.00 Selection Policy

Proposals will be scored by the LHA Evaluation Committee and recommendations will be submitted to the LHA Executive Director the LHA Board of Commissioners for final approval.

7.00 Proposal/Submittal Supplemental Instructions

All contact relative to this solicitation shall be made in writing and directed to LHA's Chief

Procurement Officer as identified on the RFP cover at and at Section 1.15 Questions and Clarification submissions.

7.01 Delivery and opening.

Proposals shall be submitted addressed to the Lowell Housing Authority, Executive Offices, Dept. of Finance & Procurement, 350 Moody Street, Lowell, MA 01854 by the published deadline in

Table 1.13 or Addenda issued subsequent to the release of this RFP. Proposals shall be opened and public read forthwith at this location.

7.02 Valid delivery address

The LHA P.O. Box address is for general correspondence and First-Class U.S. Mail; the timely receipt of proposals sent to the P.O. Box by the Procurement Office is not guaranteed. 350 Moody

Street is the LHA Executive Offices physical address, but will only be recognized for special delivery.

Delivery to the LHA and timely receipt is the proponent’s (proposer’s) responsibility.

7.02 Proposal Package Identification

ATTENTION: LHA PROCUREMENT DEPT- PROPOSAL RFP 2015-1 DUE: date/time

7.02 Basic preparation, simple presentation

Prepare proposals, quotations and presentations in a practical, legible, clear, concise and straightforward manner without distracting or elaborate formats or exhibits. Each element and item of information requested must be answered completely; omissions may disqualify the proposal or result in reduced ranking.

7.03 No preparation charges

It shall be understood that LHA shall not accept charges for the requested information, and jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text jgoldfield Typewritten Text prompt contract payment.

jgoldfield proposal & (1), (2) & (3).

16 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority reserves the right to reject any and all proposals. The contract shall be based on this request for proposal and the contractor's proposal. Any exceptions to the requirements must be clearly defined and justified, but may disqualify the proposal. Issues of market-substance, recommendations that will improve the competitive nature of this RFP should be brought to the LHA’s attention prior to the deadline so that they may be addressed via addendum.

7.04 Authorized signature

The proposal shall be signed by an official authorized to bind the company and shall contain a statement that the proposal is firm for the period stated in Section 1.07 Validity period for proposals, non-withdrawal.

7.05 Withdrawing proposals

Proposals may be withdrawn by the bidder via written request received by LHA no later than the time set for opening of the proposals. Any proposal that is withdrawn may nevertheless be opened and reviewed. Proposals opened on the proposed due date shall not be withdrawn for the period stated in

Section 1.07 Validity period for proposals, non-withdrawal.

7.06 Equal Employment Opportunity Contracting Policy Report

(a) The LHA adopted its Equal Employment Opportunity Contracting Policy (the EEO Policy) to insure non-discrimination and equal employment goals for minorities and females in accordance with

Presidential Executive Order 11246.

(b) Pursuant to the EEO Policy, each proposer shall submit with its bid an Employment Utilization

Report (EUR) demonstrating compliance with the requirements set forth under the EEO Policy.

Compliance with the provisions of the EEO Policy is required for acceptable performance of the contract. Failure to comply with the EEO Policy or with representations made on the Employment

Utilization Report may result in the rejection of the bid or cancellation of the contract.

(c) Each proposer must complete and submit the Employment Utilization Report at the due date/time for Proposals. The EUR shall accurately reflect the total number of employees of the firm/business identified by race, sex and work classifications. Failure to submit or sign the EUR may rule the bid non-responsive. Submission of incomplete, inaccurate, or inconsistent information on the EUR may result in a formal investigation and/or a rejection of part or the entire bid. Bidder is required to document "good faith" efforts taken towards compliance with the EEO Policy.

(d) The agency/lessee shall comply with the provisions of M.G.L. c.151B Massachusetts Fair Housing;

Executive Order 526, Order regarding Non-Discrimination, Diversity, Equal Opportunity, and

Affirmative Action; pertaining to minority and women owned business enterprises, and Executive

Order 481, prohibiting the use of undocumented workers on state contracts and all regulations promulgated pursuant thereto. The aforementioned law, executive orders, and regulations are incorporated herein by reference and made a part of the contemplated contract.

-END OF RFP-

-EXHIBITS FOLLOW-

17 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Exhibit 1, Financial-Proposed Rent Schedule & Certifications

COMPANY/PROPONENT NAME:

TO THE AWARDING AUTHORITY:

A. The undersigned proposes to provide management services for the Temporary Housing Unit located at 562 Market Street, Lowell, Massachusetts, in accordance with the documents prepared by the Lowell Housing Authority for the monthly rental rate specified below.

Acknowledge Addendum No. Dated: .

Acknowledge Addendum No. Dated: .

Acknowledge Addendum No. Dated: .

Acknowledge Addendum No. Dated: .

2015-2016 and /100 US Dollars $

Monthly Rent Amount/Security Deposit in Words (Or state: “PROPOSING HUD FMR” or “PROPOSING HUD FMR+10%”).

Rent Amount in Dollars

2016-2017 and /100 US Dollars $ Monthly Rent Amount/Security Deposit in Words (Or state: “PROPOSING HUD

FMR” or “PROPOSING HUD FMR+10%” Rent Amount in Dollars

2017-2018 and /100 US Dollars $ Monthly Rent Amount/Security Deposit in Words (Or state: “PROPOSING HUD

FMR” or “PROPOSING HUD FMR+10%” Rent Amount in Dollars

2018-2019 and /100 US Dollars $ Monthly Rent Amount/Security Deposit in Words (Or state: “PROPOSING HUD

FMR” or “PROPOSING HUD FMR+10%” Rent Amount in Dollars

2019-2020 and /100 US Dollars $ Monthly Rent Amount/Security Deposit in Words (Or state: “PROPOSING HUD

FMR” or “PROPOSING HUD FMR+10%” Rent Amount in Dollars

B. The undersigned agrees that, if selected as a contractor/vendor will within five (5) days after receipt of a Notice of Award of a Contract by the LHA, Saturday, Sunday or Legal Holidays excluded, execute a contract and furnish a certificate of insurance satisfactory to the LHA in accordance with the terms and conditions of this Bid.

C. The undersigned hereby certifies that they are able to furnish the services required and that they will comply fully with all laws and regulations applicable to the awards made subject to

M.G.L. c.30B and 2 CFR 200.300 (24 C.F.R. 85.36).

D. The undersigned further certifies under the pains and penalties of perjury that this Propsoal has been made and submitted in good faith and without collusion or fraud with any other person.

As used in this certification, the word "person shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity or group of individuals pursuant to M.G.L. c. 30B, §10.

E. The undersigned further certifies under penalty of perjury that the undersigned is not presently debarred from entering into a public contract in the Commonwealth of

18 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Massachusetts under M.G.L. c.29, §29F, c.149, §44C; c.152, §25A, c.149, §27C, or Federal

Debarments listed on the U.S. System for Award Management–https://www.sam.gov, or any other debarment provision, including any list of debarred contractors maintained by MA Dept. of

Housing & Community Development, or any other applicable debarment provisions of any other chapter of the General Laws, any other rule or regulation promulgated thereunder or by the

Federal Government and any of its departments and agencies.

F. Pursuant to M.G.L. c.62C, §49A, I certify under the penalties of perjury that, to the best of the authorized signatory’s knowledge and belief, the contractor/vendor is in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

G. The undersigned proposes to comply with all Request for Proposals terms and conditions, U.S. Department of Housing and Urban Development (“HUD”) General Contract Conditions, Forms HUD-5369-B, HUD-5370-Section I, which is incorporated herein by reference, and services required.

Company/Bidder Name (Print/Type)

___________________________________________ Date: ____/____/____

Authorized Signature

Printed Name and Title of Authorized Signatory

Business Address

City/State/Zip Code

Phone Number Fax Number

E-mail Address

Note: If the proposer/proponent is a corporation, indicated State of Incorporation under signature, and affix a corporate seal; if a partnership, give full names and residential addresses of general partners if different from business address. If LLC, indicate authorized manager. Attach certificate of corporate vote (see Exhibit 5 Exhibit 5 Certificate of Corporate Vote https://www.sam.gov/

19 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Exhibit 2 Form HUD 5369-B “Instruction to Offerors – Non-Construction”, 8/93

20 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

(Exhibit 2 Continued)

EXHIBIT 3, Form HUD-5370-C, Sec. I

21 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Exhibit 3, Form HUD 5370-C, Section I (“General Conditions for Non-Construction Contracts-No Maintenance”, exp. 1/31/2017);

22 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

23 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

24 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

25 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

26 RFP #2015-1 Temporary/Emergency Housing Unit | Lowell Housing Authority

Hyperlink to HUD-5370C-I Form: http://portal.hud.gov/hudportal/documents/huddoc?id=5370-C1.docx http://portal.hud.gov/hudportal/documents/huddoc?id=5370-C1.docx

Contract for:

v.5, 07/23/2014 G&S Contract RFP/ IFB/Quotes$10K+ Page 27

Exhibit 4, LHA Standard Goods & Services Agreement/Residential Lease Agreement

AGREEMENT BETWEEN

THE LOWELL HOUSING AUTHORITY

AND

THIS AGREEMENT made effective , 2015, by and between the LOWELL HOUSING AUTHORITY, a public housing authority, acting by and through its Board of Commissioners and Executive Director, with offices at 350 Moody Street, Lowell, Massachusetts 01854 (hereinafter called the "LHA"), and whose principal office address and state of incorporation are as set forth on Exhibit A (hereinafter called the

"CONTRACTOR").

RECITALS:

WHEREAS, the LHA desires to retain the CONTRACTOR to provide certain services for the LHA, as described below, and the CONTRACTOR is willing to accept such engagement, all on the terms hereinafter set forth;

NOW, THEREFORE, in consideration of the mutual covenants hereinafter set forth, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

ARTICLE 1 - ENGAGEMENT OF THE CONTRACTOR

1.1 The LHA hereby engages the CONTRACTOR, and the CONTRACTOR hereby accepts the engagement to perform certain services for the LHA, as described in Article 2.

1.2. In the performance of any service under

this Agreement, the CONTRACTOR acts at all times as an independent contractor. There is no relationship of employment or agency between the LHA, on the one hand, and the CONTRACTOR, on the other, and the LHA shall not have or exercise any control or direction over the method by which the CONTRACTOR performs its work or functions aside from such control or directions which are consistent with the independent contractor relationship contemplated in the Agreement.

ARTICLE 2 - SERVICES OF THE CONTRACTOR

2.1 The CONTRACTOR will perform the services

described in the Scope of Services set forth on Exhibit A (the "Work").

2.2 The CONTRACTOR shall report, and be

responsible, to the LHA and its designee (if any) as set forth on Exhibit A.

2.3 There shall be no amendment to the Scope

of Services or Work provided for in this Agreement without the written approval of the LHA. The LHA shall be under no obligation to pay for any services performed by the CONTRACTOR which are not explicitly agreed to by the LHA in writing.

2.4 The CONTRACTOR represents and warrants

to the LHA that the CONTRACTOR (including all of its personnel, whether employees, agents or independent contractors) will be qualified and duly licensed (if necessary) to perform the services required by this Agreement and further agrees to perform its services in a professional manner, and in accordance with the reasonable standard of care implied by law and all applicable local, state or federal ordinances, laws, rules and regulations, all of which are incorporated herein by reference.

The CONTRACTOR will obtain and pay for any and all permits, bonds and other items required for the proper and legal performance of the Work.

2.5 The CONTRACTOR represents and warrants

to the LHA that it is not a party to any agreement contract or understanding which would in any way restricts or prohibits it from undertaking or performing its obligations hereunder in accordance with the terms and conditions of this Agreement.

2.6 All written materials and any other

documents (whether in the form of “hard” copies, graphics, magnetic media or otherwise) which are received and produced by the CONTRACTOR pursuant to this Agreement shall be deemed to be “work for hire” and shall be and become the property of the LHA upon the receipt and production of such items by the CONTRACTOR.

The LHA acknowledges that such materials are being prepared with respect to the specific project contemplated hereby and that any reuse of such

P.O.# SAMPLE

v.5, 07/23/2014 G&S Contract RFP/ IFB/Quotes$10K+ Page 28 materials by the LHA in connection with any other project shall be at the LHA’s sole risk, unless otherwise agreed to by the CONTRACTOR in writing.

2.7 The CONTRACTOR shall be responsible for

the professional and technical accuracy, and for the coordination, of all designs, drawings, specifications, estimates and other work or services furnished by CONTRACTOR or its consultants and subcontractors. The CONTRACTOR shall perform its work under this Agreement in such a competent and professional manner that detail checking and reviewing by the LHA shall not be necessary. The CONTRACTOR shall supervise and direct the Work, using its best skills and attention, which shall not be less than such state of skill and attention generally rendered by the design and engineering profession for projects similar to the subject project in scope, difficulty and location.

2.8 The CONTRACTOR shall not use any

subcontractors or sub-consultants (not identified herein) for any work required under this Agreement unless such use has been approved in advance in writing by the LHA.

2.9 Notwithstanding anything to the contrary in

this Agreement, the CONTRACTOR shall not be relieved of its obligations under this Agreement by the LHA’s performance, or failure to perform, any of the LHA’s administrative duties under this Agreement, including, but not limited to, the LHA’s review and/or approval of plans, estimates, programs, documents, materials, work and services furnished by CONTRACTOR.

ARTICLE 3 - PERIOD OF SERVICES

3.1 Unless otherwise provided on Exhibit A, the

term of this Agreement shall commence on the date hereof and continue until the Work is completed to the LHA's reasonable satisfaction.

3.2 The CONTRACTOR shall proceed with the

Work promptly after receiving Notice to Proceed and will diligently and faithfully prosecute the Work to completion in accordance with the provisions hereof. In any event, the Work shall be completed no later than the date set forth on Exhibit A. The CONTRACTOR acknowledges that time is of the essence of this Agreement.

3.3 If the CONTRACTOR is delayed in the

performance of any of its obligations under this Agreement by the occurrence of an unforeseen event beyond its control such…