Request for Proposals
HOME Technical Assistance
City of Reading
Submittal Deadline: 03/10/2014
The City of Reading is requesting proposals for the provision of professional services consisting of program review, the development of written policies and procedures, and ongoing technical assistance related to the U.S. Department of Housing and Urban Development HOME Investment Partnership Program.
On July 24, 2013, HUD published the Final Rule in the Federal Register to amend the HOME investment Partnership Program regulations. These amendments to the HOME regulations represent the most significant changes to the HOME Program in 17 years. The City of Reading receives approximately $700,000 annually in HOME funds.
Statement of Needs
Program review, the development of written policies and procedures, and technical assistance shall begin upon signing of a contract, shall be comprehensive, and shall include, but not be limited to:
1. Review, evaluate and make recommendations for improvement to the HOME program’s existing administration policies and procedures.
2. Review and develop documents, program forms, protocols, and monitoring procedures. Prepare site visit schedule and work plan as necessary in compliance with all applicable regulations and requirements.
3. Assist staff in developing forms, protocols, and reports required from developers, managers, tenants and property owners in order to facilitate compliance with all program or project-related reporting and recordkeeping requirements, whether imposed by Federal, State or Local laws or rules.
4. Review and make recommendations for improvement of policies and procedures, and documents relating to existing homeownership programs, including project files, record keeping and monitoring procedures.
5. Assist the City in the designation and recertification of Community Housing Development Organizations.
6. Assist the City in matters pertaining to the eligibility of HOME-funded activities.
7. Assist the City in the development of written HOME Policies and Procedures based on current HOME program regulations, including:
a. Project underwriting and subsidy layering
b. Homebuyer underwriting
c. Risk-based monitoring
d. Rehabilitation Standards
8. Assist the City in updating the HOME resale and recapture guidelines per CPD notice 12-003.
9. Assist the City in structuring HOME-Assisted projects, including those activities that involve private or non-profit development entities.
10. Assist the City in preparing HOME written agreements for subrecipients and CHDO’s.
11. Provision of subsidy underwriting and layering analyses for HOME-assisted projects per HOME program regulations.
12. Assist the City in evaluating proposals from private sector, non-profit and CHDO developers, owners and sponsors.
13. Provision of project market/feasibility assessments for projects per new HOME program requirements.
14. Provision of general technical assistance for the HOME program.
It is expected that the consultant will be available to work on site, as needed. The City currently has limited staff available to support the consultant and will rely on the personnel, experience and expertise of the consultant to ensure completion of the work.
Proposal and Submission Requirements:
Responses to this Request for Proposals (RFP) shall be submitted either by email to firstname.lastname@example.org or postal mail.
Submittals should be addressed to:
Community Development Director
City of Reading
815 Washington St., Room 3-12
Reading, PA 19601
Submittals must be received by no later than 4:00pm on Monday, March 10th, 2014.
Each proposal shall be prepared simply and economically, providing a straightforward, concise description of the responder’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. If a responder so wishes, the proposal may be accompanied with brochures, promotional materials, or displays properly identified.
1. Title Page - Show the RFP subject, the name of your firm, address, telephone number, name of contact person, email address, and date.
2. The proposal shall include an original proposal transmittal letter signed in ink by a representative authorized to contractually bind their firm to the proposal.
3. Profile –
A. State whether the responder is national, regional, or local;
B. State the location of the office from which the services will be provided when not provided on-site;
C. Describe the responder’s experience in the provision of services described herein and the number of years engaged in this type of work;
D. Provide a representative list of current and prior clients, including a contact person’s name and telephone number, for whom such services have been provided;
4. Summary of Qualifications – Familiarity with HOME federal grants including CPD 12-007 and HUD’s new HOME Final Rule is required. Identify each person who will be involved in the provision of services described herein. Describe each person’s qualifications, including relevant experience and education/training in HOME Program management for participating jurisdictions.
5. Litigation - State whether the responder has been involved in litigation within the last five years or if there is any pending litigation in any way arising out of the performance or delivery of services similar to those described herein. If so, provide a brief explanation of the issues involved and the outcome, if resolved.
6. Statement of Needs - Please restate each requirement and discuss whether or not the responder can provide the described services, how the requirement will be met or the extent to which responder can meet the requirement.
7. Availability - Provide a statement that responder is ready, willing and able to provide the services in accordance with this RFP and in accordance with respondent’s proposal if selected.
8. Fees - Provide detailed proposed fee structure.
Proposals will be evaluated based on the following criteria:
1. Experience and qualifications of the responder and individuals to be involved in
the provision of services presented in a straightforward, concise description ;
2. Availability and commitment of responder to provide the services immediately
and expeditiously, as required within the one year timeframe presented in a
straightforward, concise description;
3. Responder’s approach, plan of work, recommended schedules, and overall
understanding of the City’s needs presented in a straightforward, concise
4. References demonstrating a thorough understanding of requirements and regulations governing the HOME program presented in a straightforward, concise description ;
Questions Regarding This RFP:
Any questions or comments concerning the RFP must be submitted in writing to Crystal Edwards, Community Development Manager, email@example.com by Thursday, February 27th or will be forever waived
1. Proposals submitted after the time and date specified in this RFP will not be considered.
2. The City reserves the right to select the proposal most responsive to the City’s needs. Price will be considered, but need not be the sole determining factor. The City further reserves the right to award a contract from any of the proposals submitted, to reject any and all proposals, and to waive any informalities in the proposals received.
3. All materials submitted in response to this RFP become the property of the City and will be returned only at the option of the City. The City reserves the right to use any or all ideas presented in any response to the RFP, and selection or rejection of the proposal does not affect this right.
4. After the initial review of proposals, the City may invite representatives of firms responding to this RFP to discuss the proposal with key personnel who would be engaged in the provision of services. Such interviews will be conducted for fact finding and explanation purposes and will not include negotiation. The City will not be liable for expenses incurred in attending any such interview.
5. The City will conduct contract negotiations with the firm whose proposal is deemed most responsive to the City’s needs. Until the City acts formally to approve a contract, and until such contract is signed by both parties, the City is legally obligated in no respect.
6. In the event the City does not find any proposals submitted in response to this RFP acceptable, it may reject all proposals and at its discretion re-open the proposal process and invite additional firms to submit proposals.
7. The successful responder must maintain all licenses, permits, and other authorizations necessary to provide the needed services as required by federal, state, or local laws.
8. A Certificate of Insurance evidencing the minimum requirements set out in Exhibit A must be provided to and accepted by the City prior to commencement of any work. Any exceptions to the City’s standard language must be identified in the proposal.
9. The successful responder will be required to indemnify, defend and hold the City, its officers and employees harmless from and against all losses, claims, suits or judgments, including payment of attorneys’ fees and costs, incurred or asserted against the City as a result of or arising from the firm’s negligent acts or omissions. This provision of a contract resulting from this RFP will survive the expiration or termination of the contract.
Any contract resulting from this RFP will be for a one (1) year term, renewable annually for a total of up to three (3) years, at the option of the City.
The Consultant shall obtain at its own expense, and maintain in full force and effect during the term of any contract resulting from this RFP, a policy or policies of insurance, issued by an insurance company or companies licensed to conduct business in the State of Pennsylvania, providing the following coverages and containing coverage limits not less than the following:
a) Workers' Compensation Insurance as required by Pennsylvania statutes;
b) Comprehensive General Liability Insurance, or Commercial General Liability Insurance,
including coverage for Professional Liability, Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed Operations Liability, Broad-Form Property Damage, Independent Contractor's Liability and Fire Damage Legal Liability, in an amount of not less than One Million Dollars ($1,000,000.00) per occurrence, combined single limit, written on an occurrence form; and
c) Comprehensive Automobile Liability coverage, including - as applicable - owned, non-owned and hired autos, in an amount of not less than One Million Dollars ($1,000,000.00) per occurrence, combined single limit, written on an occurrence form.
Required Clauses in Policies:
Each policy required by this Agreement shall contain the following clauses:
“This insurance shall not be canceled or allowed to lapse without at least ten (10) days' prior written notice to the City of Reading Community Development Department.”
“It is agreed that any insurance maintained by the City of Reading shall apply in excess of and not contribute with insurance provided by this policy.”
“The City of Reading, its officials, agents, employees, representative, and volunteers are added as additional insureds as respects operations and activities of, or on behalf of the named insured, performed under contract with the City of Reading.”
Consultant hereby agrees to waive subrogation which any insurer of the Consultant may acquire from the Consultant by virtue of the payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City for all work performed by the Consultant, its employees and subcontractors.
Required Certificates and Endorsements:
Prior to commencement of any work under this Agreement, the Consultant shall deliver to City (i) insurance certificates confirming the existence of the insurance required by this Agreement, and including the applicable clauses referenced above and (ii) endorsements to the above-required policies, which add to these policies the applicable clauses referenced above. Such endorsements shall be signed by an authorized representative of the insurance company and shall include the signator’s company affiliation and title. Should it be deemed necessary by City, it shall be the Consultant’s responsibility to see that City receives documentation, acceptable to City, which sustains that the individual signing such endorsements is indeed authorized to do so by the insurance company. Also, City reserves the right at any time to demand, and to receive within a reasonable time period, certified copies of any insurance policies required under this Agreement, including endorsements effecting the coverage required by these specifications.