REQUEST FOR PROPOSALS
THIRD PARTY ADMINISTRATOR
MSHDA GRANT FUNDS (CDBG and/or HOME)
ISSUED BY: City of Ludington, Michigan
ISSUE DATE: October 22, 2015
SECTION 1
GENERAL INFORMATION
I-1 Purpose
This request for Proposal (RFP) provides interested consultants with sufficient information to enable them to prepare and submit a proposal to the City of Ludington to satisfy its need for professional assistance in applying for and administering Michigan State Housing Development Authority (MSHDA) Office of Community Development grants for Homeowner Rehabilitation (HO); Homebuyer Purchase Rehabilitation (HPR); and Downtown Rental Rehabilitation (DRR). The grants will assist homeowners in rehabilitating their homes and homebuyers in purchasing and rehabilitating homes within a targeted area of the City of Ludington. These programs require all homeowners, homebuyers and tenants to have incomes at 80% area median income (AMI) or below. All potential, qualified applicants will be given an equal opportunity to participate.
I-2 Issuing Office
The RFP is issued on behalf of the City of Ludington. Proposals should be sent to:
City of Ludington
TPA/MSHDA FUNDS
Attention: Community Development Director
400 S Harrison Street
Ludington, MI 49431
I-3 Project Statement
The City of Ludington is committed to supporting decent, sanitary and affordable housing in all of its programs.
I-4 Point of Contact
There shall be a single point of contact for purposes of information relative to this RFP. All questions regarding this RFP should be addressed or directed to:
City of Ludington
Attention: Community Development Director
400 S Harrison Street
Ludington, MI 49431
Telephone: 231-845-6237
Fax: 231-845-6237
htykoski@ci.ludington.mi.us
I-5 Response Date and Time
To be considered, a proposal must arrive at the issuing office on or before 12:00pm on November 5, 2015.
I-6 Proposals
To be considered, consultants must submit a complete response to this RFP, using the format provided in Section II. Each proposal shall be submitted in to the City Clerk’s office. The consultant shall make no other distribution of the proposal. An official authorized to bind the consultant to the provision of the proposal must sign the proposal in ink. For the RFP, proposals must remain valid for at least ninety (90) days.
I-7 Addenda to the RFP
In the event it becomes necessary to revise any part of the RFP, addenda will be provided to all consultants on record as receiving the original RFP. It shall be the bidder’s responsibility to make inquiry as to changes or addenda issued. All such changes or addenda shall become part of the contract and all bidders shall be bound by such addenda.
I-8 Rejection of Proposals
The City of Ludington reserves the right to reject any and all proposals received as part of this RFP, or to negotiate with any source whatsoever in any manner necessary to serve the best interests of the City. The City does not intend to award a contract solely on the basis of any response made to this request or otherwise pay for the information solicited or obtained. The City reserves the right to take other action before a contract is signed or a purchase order is approved; even after the City approves the bid.
The selection of the Consultant will be made by the City and be based on criteria outlined in Section III-2 CRITERIA FOR SELECTION.
I-9 Incurring Costs
The City is not liable for any cost by consultants prior to the issuance of a contract.
I-10 Type of Contract
It is proposed that, if a contract is entered into as a result of this RFP, it will be a purchase of service contract. Negotiations may be undertaken with consultants as to price and other factors that show them to be qualified, responsible and capable of performing the work. The contract that may be entered into will be the most advantageous to the City, price and other factors considered. The City reserves the right to consider the proposals or modifications thereof received at any time before an award is made, if such action were in the interest of the City.
I-11 Disclosure
All responses to this RFP shall remain confidential until the opening of the proposal by the issuing office on the date and time noted above. Thereafter, all responses shall be available for public inspection.
I-12 Acceptance of Proposal Content
The contents of the proposal of the successful bidder may become contractual obligations, if a contract ensues. Failure of the successful bidder to accept these obligations may result in the cancellation of the award.
I-13 Prime Contractor Responsibilities
The selected firm will be required to assume responsibility for all services offered in the proposal whether or not they possess them within their organization. Further, the City will consider the selected firm to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.
I-14 Contract Payments & Schedule
The successful consultant must agree that they will accept as “payment-in-full” NO MORE THAN the maximum amount allowable according to the terms of the applicable grant minus all administrative responsibilities and costs incurred by the grantee, separate from those required of the Third Party Administrator. The terms of payment for any contract entered into as the result of the RFP will be negotiated as mutually agreeable and subject to funding from the grant.
I-15 News Release
News releases pertaining to this RFP or the service, study or project to which it relates will not be made without prior issuing office approval, and then only in coordination with the issuing office.
SECTION II
INFORMATION REQUIRED FROM CONSULTANT
Consultant proposals must be submitted in the format outline below:
II-1 Business Organization
State the full name and address of your organization and, if applicable, the branch office or other subordinate element that will perform or assist in performing the work hereunder. Indicate whether you operate as an individual, partnership or corporation: if as a corporation, include the state in which you are incorporated. If appropriate, indicate whether you are licensed to operate in the State of Michigan.
II-2 Project Team
Identify key individuals by name and title that will actually do the work under this proposal. Include MSHDA programs successfully completed by all key project personnel.
II-3 Capacity to Perform Work
Demonstrate the ability of having the capacity and staffing necessary to perform all work under this proposal.
II-4 Statement of the Project
State in succinct terms your understanding of the project represented by this RFP.
II-5 Management Summary and Work Plan
Include a narrative description of the proposed effect and of the products and services that will be delivered, also include your technical work plan. Specifically, include the manner in which tasks as described in Section IV shall be performed and detail the related products and services to be delivered.
II-6 Prior Experience
Proposals submitted should include, in this section, descriptions of qualifying experience to include project descriptions, costs and related information of projects that have been successful. Also, the name, address and phone number of the responsible official of the client organization who may be contacted.
II-7 Authorized Negotiators
Include the names and phone numbers of personnel and your organization authorized to negotiate the proposed contract with the City.
II-8 Additional Information and Comments
Include any other information that is believed to be pertinent but not specifically asked for elsewhere, such as innovative ideas for additional services to be provided.
SECTION III
SELECTION OF CONTRACTOR
All proposals received shall be subject to an evaluation by the issuing office deemed appropriate for the purpose of selecting the Consultant with whom a contract may be signed. The following factors will be considered in making the selection:
III-1 Bidder Qualifications
Respondents submitting proposals shall have the following minimum qualifications:
A. The experience and capability to train personnel to carry out the project specifications.
B. The experience and skills to solve operation problems that may arise during implementation of the project and for the duration of the contract period.
C. The ability to satisfactorily perform necessary administrative tasks such as financial reports, data collection, reporting, billing, etc.
D. Have demonstrated integrity and record of compliance with public policy.
E. No bid may be accepted from or contract awarded to any person, firm or corporation which is in arrears or in default to the City upon debt or contact, or has failed to perform faithfully any previous contract with the City.
SECTION IV
SCOPE OF WORK DETAILED GUIDELINES
IV-1 General
A. Environmental reviews
B. Maintenance of financial records
C. Performance and compliance reports
D. Participation in the MSHDA monitoring and program audits and clearance of monitoring and audit findings.
E. Maintain online system and input information for review in compliance with MSHDA.
IV-2 Project Administration
A. Manage Homeowner and Homebuyer programs to assure compliance with
Federal and State Regulations
B. Provide project coordination for property owners/buyers and contractors.
C. Provide initial structure inspections and specifications preparation.
D. Supervise bidding process and monitor labor standards and compliance.
E. Assist local building inspectors with follow-up inspections, as needed.