RFP 60389 Affordable Housing and Homelessness Strategic Plan.pdf

City of Fairfax, Virginia

Office of Procurement Services 10455 Armstrong Street Fairfax, Virginia 22030

REQUEST FOR PROPOSAL

RFP Number: 60389

Title Affordable Housing and Homelessness Strategic Plan

Commodity code(s):

91867 Human Services Consulting

95255 Homelessness Prevention Services

Issue Date: February 29, 2024

Last Date for Questions: March 12, 2024

Due Date: March 19, 2024 @ 4:00 p.m.

Contract Administrator: Patricia Innocenti, CPPO

Questions: Patricia.innocenti@fairfaxva.gov

PAPER OR HAND-DELIVERED PROPOSALS WILL NOT BE ACCEPTED IN RESPONSE TO THIS SOLICITATION. ALL OFFERS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA PROCUREMENT SITE WHICH CAN BE FOUND AT EVA.VIRGINIA.GOV. ANY ASSISTANCE SUBMITTING PROPOSALS THROUGH THIS SYSTEM MUST BE DIRECTED SOLELY

TO EVA SUPPORT/HELPDESK.

The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

https://eva.virginia.gov/index.html

1. SCOPE OF WORK

2. BACKGROUND

3. SCOPE OF WORK:

4. DELIVERABLES:

5. CONTRACT TERM / COMPLETION TIME

6. SUBMITTAL INSTRUCTIONS

7. EVALUATION CRITERIA

8. AWARD

9. METHOD OF ORDERING

10. INVOICES

11. APPLICABLE LAWS AND COURTS

12. ANTI-DISCRIMINATION

13. ETHICS IN PUBLIC CONTRACTING

14. IMMIGRATION REFORM AND CONTROL ACT OF 1986

15. DEBARMENT STATUS

16. BIDDER INTERESTED IN MORE THAN ONE BID

17. ANTITRUST

18. CLARIFICATION OF TERMS

19. PAYMENT

20. PRECEDENCE OF TERMS

21. QUALIFICATIONS OF OFFERORS

22. ASSIGNMENT OF CONTRACT

23. CHANGES TO THE CONTRACT

24. DEFAULT

25. TAXES

26. INSURANCE

27. DRUG-FREE WORKPLACE

28. NONDISCRIMINATION OF CONTRACTORS

29. AVAILABILITY OF FUNDS

30. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH

31. TERMINATION FOR CAUSE

32. TERMINATION FOR CONVENENIENCE

33. DISPUTES

34. LEGAL ACTION

35. ASSIGNMENT OF CONTRACT

36. COOPERATIVE PROCUREMENT

RFP 60389

GENERAL TERMS AND CONDITIONS

1. SCOPE OF WORK: The City of Fairfax is seeking to establish a contract to develop a strategic plan focused on affordable housing and addressing homelessness. This strategic plan will aim to identify sustainable solutions, policy recommendations, and action steps to increase affordable housing availability and reduce homelessness within the city.

2. BACKGROUND:

Fairfax faces significant challenges related to affordable housing shortages and a rising homelessness population. In response, the city aims to undertake a comprehensive planning process to address these issues effectively and compassionately, ensuring that all residents have access to safe, affordable housing.

3. SCOPE OF WORK:

The consultant will be responsible for the following:

1. Conduc�ng a detailed analysis of the current affordable housing market and homelessness situa�on, including an assessment of exis�ng services, in Fairfax including but not limited to reviewing the City’s ordinances, comprehensive plan, strategic plan and recent housing assessment.

2. Engaging with a wide range of stakeholders through a clear communica�on and engagement plan developed specifically for this effort, including city officials, relevant City advisory boards and commissions – such as the Economic Development Authority and Planning Commission, relevant Fairfax County agencies, non-profit organiza�ons, business groups (Chamber), community groups, and those affected by housing instability and homelessness, and the community at -large.

3. Iden�fying best prac�ces, policy op�ons, funding opportuni�es, and innova�ve solu�ons for increasing affordable housing stock and services for homeless popula�ons.

4. Research and provide inventory of current programs of ci�es, non-profit organiza�ons, substance abuse providers, behavioral health providers, medical/hospital providers, and other stakeholders in the county and region that provide homeless and sheltering services.

5. Provide inventory and descrip�on of types of available housing and shelters.

6. Developing short-term, medium-term, and long-term strategies for affordable housing development and homelessness reduc�on.

7. Preparing a final strategic plan document that includes implementa�on steps, �melines, and metrics for success.

4. DELIVERABLES:

1. A comprehensive strategic plan for affordable housing and homelessness that includes analysis, recommendations, and an actionable roadmap with estimated associated costs.

2. Stakeholder engagement summary report, detailing insights and feedback gathered during the consultation process.

3. Presentation materials for communicating the strategic plan to city officials, stakeholders, and the general public.

4. An implementation guide with prioritized actions, responsible parties, and estimated timelines.

5. Evaluation framework for monitoring progress and outcomes.

5. CONTRACT TERM / COMPLETION TIME: The term of the contract shall be one year from date of award. The performance period for the project deliverables will be determined through negotiations. The contract may be renewed by the City upon written agreement of both parties for two (2) successive one-year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration. The value of the resultant contract, all terms, shall not exceed $200,000 (note: this is a legal limit and does not represent the project budget).

Price increases may be negotiated only at the time of renewal.

a. If the City elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

b. If during any subsequent renewal periods, the City elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

6. SUBMITTAL INSTRUCTIONS:

It is the offeror’s responsibility to clearly identify and describe the services being offered in response to this solicitation. The response should be presented in an organized, comprehensive, and easy to follow manner.

Sealed Proposals shall be received and time stamped online through the eVA website, no later than the Proposal Closing time. Offerors are responsible for ensuring its submission prior to Proposal Closing. The time a Proposal is received shall be determined by the time stamp on the Proposal receipt by the time clock on the eVA Sourcing and Contracting website. The City of Fairfax is not responsible for any technical difficulties which may result in the Offerors response not uploading in time, or any responses that are not properly uploaded. The City will not receive any proposals in person. Any paper submissions received will be not be considered and will be returned, unopened, to the offeror. Bids received after the Closing date/time shall not be considered.

Proposals should be as thorough and detailed as possible so that the City may evaluate the Offeror’s capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal:

1. Overview of the consulting firm’s experience in affordable housing and homelessness strategic planning.

2. Detailed approach and methodology for conducting the analysis, stakeholder engagement, and strategic plan development.

3. Project timeline, including milestones and key deliverables.

4. Comprehensive budget breakdown.

5. Profiles of the project team, including their experience and qualifications.

6. References from similar projects undertaken, especially within the public sector.

7. EVALUATION CRITERIA:

Criteria Weighing Factor Proven expertise and experience in strategic planning related to affordable housing and homelessness.

Innovative and inclusive approach to stakeholder engagement. 20 Clarity and feasibility of the proposed methodology. 15 Strength of references and past project successes. 10 Cost reasonableness 25

8. AWARD:

This informal request for proposal is being conducted as competitive negotiations. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited to make oral presentations to the evaluation committee. Offerors are advised that in the event of an adequate number of proposals, which in the opinion of the Purchasing Agent require no clarifications or supplemental information, such proposals may be evaluated without further discussion.

A contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the City taking into consideration the evaluation factors identified in this solicitation. The value of the resultant contract shall not exceed $200,000 (note: this is a legal limit and does not represent the project budget).

9. METHOD OF ORDERING: The City will issue a purchase order which shall serve as the notice to proceed. A purchase order will become part of the resulting contract and indicates that sufficient funds have been obligated as required by the Code of Virginia. Performance is not to begin until receipt of the purchase order or other notification to proceed.

10. INVOICES

City of Fairfax – Finance or accountspayable@fairfaxva.gov 10455 Armstrong Street, Suite 312 Fairfax, Virginia 22030

11. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

12. ANTI-DISCRIMINATION: By submitting their proposal, offerors certify to the City that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall mailto:accountspayable@fairfaxva.gov not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. The requirements of these provisions are a material part of the contract. If the Contractor violates one of these provisions, the City may terminate the affected part of this contract for breach, or at its option, the whole contract.

13. ETHICS IN PUBLIC CONTRACTING: By submitting their proposal, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

14. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the

City of Fairfax, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

15. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the City of Fairfax from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the City of Fairfax.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non-debarred vendor will be debarred for the same time period as the debarred vendor.

16. BIDDER INTERESTED IN MORE THAN ONE BID: If more than one bid is offered by a bidder, directly or indirectly, all such bids may be rejected. A bidder who has quoted prices on work, materials, or supplies to a bidder is not disqualified from quoting prices to other bidders or firms submitting a bid directly for the work, materials or supplies.

17. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the

City of Fairfax all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

18. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/offeror) should contact the Purchasing Agent no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the Purchasing Agent.

19. PAYMENT:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

20. PRECEDENCE OF TERMS: The following General Terms and Conditions APPLICABLE LAWS AND

COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

21. QUALIFICATIONS OF OFFERORS: The City of Fairfax may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services/furnish the goods and the offeror shall furnish to the City all such information and data for this purpose as may be requested. The City reserves the right to inspect offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. The City further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the City that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

22. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the City.

23. CHANGES TO THE CONTRACT:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The City may order changes within the general scope of the contract at any time by written notice to the contractor. If the City decides to issue a notice that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the result of such order and shall give the City a credit for any savings. Said compensation shall be determined by mutual agreement between the parties in writing.

24. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the City, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs.

This remedy shall be in addition to any other remedies which the City may have.

25. TAXES: Sales to the City of Fairfax are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. The City’s excise tax exemption registration number is xxx.

26. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $500,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate.

Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The City of Fairfax shall be added as an additional insured to the policy by an endorsement.

4. Automobile Liability - $1,000,000 combined single limit.

27. DRUG-FREE WORKPLACE:

During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

28. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the City has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

29. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the City shall be bound hereunder only to the extent that the City has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

30. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. The City may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

31. TERMINATION FOR CAUSE: If, through any cause, the Contractor fails to fulfill in a timely and proper manner its obligations under his contract, or if the contractor violates any of the terms and conditions, the City shall have the right to terminate the contract. The Contractor shall be entitled to receive equitable compensation for any satisfactory work completed under the contract.

32. TERMINATION FOR CONVENENIENCE: A contract may be terminated in whole or in part by the City in accordance with this clause whenever the Purchasing Agent determines that such a termination is in the best interest of the City. An equitable adjustment in the contract price shall be made for completed service, but no amount for anticipated profit or unperformed services.

33. DISPUTES: Disputes shall be resolved in accordance with the Fairfax City Purchasing Resolution, Article 4.

34. LEGAL ACTION: The contractor shall not institute any legal action until all statutory requirements have been met.

35. ASSIGNMENT OF CONTRACT: The contract shall not be assignable by the contractor in whole or in art without the written consent of the City.

36. COOPERATIVE PROCUREMENT: Bidders are advised that the resultant contract(s) may be extended, with the authorization of the Bidder, to other public bodies, or public agencies or institutions of the United States to permit their use of the contract at the same prices and/or discounts and terms and conditions of the resulting contract. If any other public body decides to use the final contract, the Contractor(s) must deal directly with that public body concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing and payment. The City of Fairfax acts only as the "Contracting Agent" for these public bodies. Failure to extend a contract to any public body will have no effect on consideration of your bid.

It is the Contractors responsibility to notify the public body(s) of the availability of the contract(s).

Other public bodies desiring to use this contract must make their own legal determination as to whether the use of this contract is consistent with their laws, regulations, and other policies.

Each public body has the option of executing a separate contract with the Contractor(s). Public bodies may add terms and conditions required by statute, ordinances, and regulations, to the extent that they do not conflict with the contract’s terms and conditions. If, when preparing such a contract, the general terms and conditions of a public body are unacceptable to the Contractor, the Contractor may withdraw its extension of the award to that public body. The City of Fairfax shall not be held liable for any costs or damages incurred by another public body as a result of any award extended to that public body by the Contractor.