RFP: Development Services
The Housing Authority of the City of Richmond (HACR) requests proposals from qualified firms to provide Development Services for the development of affordable housing for low-income residents of the City of Richmond located in Wayne County, Indiana. Firms or any subs must have demonstrated knowledge of all stated Development requirements.
Details and bids are due May 9, 2023. Please see all forms for details and attachments.
Electronic and paper bid submissions are acceptable. Please also return all fully filled out attached documents and a current copy of a Certificate of Insurance showing Housing Authority of the City of Richmond as "Certificate Holder" Must be included. Failure to submit all documents may result in the submitted bid being rejected.
Please refer to the Housing Authority of City of Richmond website procurement tab at the following address for any additional information.
- Certificate of Non-Segregated Facilities
- Certifications and Representations HUD-5369-A
- EEO and Sexual Harassment Form
- HACR Summary of Major Labor Requirements
- HACR Terms and Conditions
- HUD Certification of Payments to Influence Federal Transactions HUD-50071
- HUD General Conditions for Construction Projects HUD-5370
- Instruction to Bidders HUD-5369
- Labor Standards Administration
- Labor Standards Administration Affidavit
- Non-Collusive Affidavit
- Previous Participation HUD Form 2530
- Section 3 Clause, Explanation and Forms
- Substance Abuse Prevention Indiana Alcohol and Drugs
HACR requires that the contractor carry insurance coverage for the duration of the project that includes the following below. The certificate must be included with your bid and have Housing Authority listed as the Certificate Holder:
- General Liability- a minimum of $1,500,000 in coverage
- Automotive Liability- a minimum of $1,500,000 in coverage
Workers' compensation for all parties under the umbrella of the general contractor. An employee or their dependents who shall have a cause of action by reason of any injury, disablement or death arising out of and in the course of their employment may elect to pursue remedy in the state where injured or disabled, or in the state where the contract of hire is made, or in the state where the employment is principally localized against the general contractor. Owners, Partners, and dependents will hold the Housing Authority of the City of Richmond, Indiana harmless from all legal action.
Housing Authority of The City of Richmond
Request For Proposals
Affordable Housing Development Project
Proposals Will Not Be Opened and Read Publicly.
The Housing Authority of the City of Richmond (HACR) is requesting proposals from qualified individuals or firms to provide development services for the development of affordable housing for low-income residents of Richmond. Selected respondent will be responsible for representing HACR's interests as a member of development team(s), identifying, analyzing, and securing financial resources to carry out the development activities, complying with all applicable HUD, state, local requirements, and acting as the liaison among the partners and stakeholders.
HACR is a public entity that was formed to provide federally subsidized housing and housing assistance to low-income families. HACR is headed by an executive director and is governed by a seven-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and the HACR's procurement policy.
Proposals Must Be Received No Later than 10:00 am on May 9, 2023
All responses must be submitted to:
Housing authority of the City of Richmond
58 S. 15th Street
Richmond, IN 47374
Attn: RFP housing authority of the City of Richmond Affordable Housing Development Project
(Clearly Marked on Envelope)
With a Subject Line of: RFP Housing Authority of the City of Richmond Affordable Housing Development Project
- Proposals will not be accepted after the date and time stated above.
- Incomplete proposals that do not conform to the requirements specified herein will not be considered.
- Issuance of the RFP does not obligate HACR to award a contract, nor is HACR liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work.
- HACR retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals.
- The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements.
Background and Introduction
The Housing Authority of the City of Richmond receives federal funding from U.S. Department of Housing & Urban Development (HUD) for housing programs. Nearly all federal funding is directed toward housing and service activities benefiting low-income individuals. The activities that may that HACR would like to see undertaken are outlined in five strategies include:
- Promote the preservation of the existing supply of affordable housing in the community.
- Promote the preservation and revitalization of the community's older neighborhoods where the affordable housing stock is located.
- Promote new affordable housing opportunities.
- Work as an active partner with non-profits, neighborhood groups, and others to address housing, community, and neighborhood needs.
- Improve the economic conditions of lower income households in the community.
Community needs are identified through various analyses including the housing needs analysis and the analysis of impediments to fair housing choice, both of which are conducted on a five-year basis for planning purposes.
HACR's guiding values and principles include embracing diversity and being respectful of all viewpoints; utilizing creativity to develop best practices in programs, administration, and community service; recognizing that our first responsibility is to the low-income individuals who would benefit most from programs; and integrity as public servants to thoughtfully manage and pursue resources to the benefit of the community. Establishing and maintaining partnerships with a myriad of organizations supporting the community vision is the keystone to the housing authority's planning efforts.
Currently, HACR owns and/or manages approximately 304 public housing apartment/homes and administers 277 federal housing choice rental assistance vouchers. As with many urban public housing authorities the HACR has encountered the difficulties of managing poorly designed, high density, low-quality housing developments. To change the face and character of traditional public housing in Richmond and Wayne County the HACR has embarked on an aggressive plan for the revitalization of its public housing portfolio. To support this and other development efforts, HACR Is requesting the services of a financial advisor and development consultant to provide support in all areas of development under the identified programs.
In keeping with its mandate to provide efficient and effective services, HACR is now soliciting proposals from qualified, licensed, and insured entities to provide the above noted services to the agency. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.
The mission of HACR is "to create and maintain sustainable, affordable housing opportunities, provide pathways to a better quality of life, and empower vibrant communities".
The vision of HACR is "to be a premier partner in creating communities of choice in the Richmond and Wayne County area".
HACR is committed to a goal of thirty-five percent of all contract funds being awarded to Minority Business Enterprises (MBE). The firms submitting proposals are encouraged to include MBE participation to the maximum extent possible.
Project Overview and Scope of Services:
This request for proposals (RFP) is issued by the housing authority of the City of Richmond for the purpose of obtaining proposals for the development of affordable housing for low-income residents of Richmond (low-income defined later in this section). The lot/lots on which the affordable housing is to be constructed is owned by the housing authority of the City of Richmond.
*There are approximately 22 vacant lots in the north side of Richmond and surrounding areas that are owned by the housing authority of the City of Richmond along with one existing building structure that we would like to see developed in the future.
This RFP is designed to seek a qualified development entity to design, construct, finance, manage development of the property, market each home/property for rent or sale to low-income individuals or homebuyer(s), and other associated tasks that ensure the successful completion of the housing authority of the City of Richmond affordable housing goals. The expected outcome of this project is the highest best use of the property for affordable housing.
- Unit Types
- Unit Mix
- Land use planning, "visit-ability," green and/or energy star amenities, landscaping/xeriscaping, broadband infrastructure, and other features
- Insurance and Bonding
- Financial Planning
- Neighborhood Impacts
- Target Marketing
- Special Needs Group(s)?
- Housing Authority of City of Richmond Affordable Housing Goals
Individuals or organizations interested in submitting a proposal must provide a written statement of interest, must demonstrate the financial capacity to assume projects of this diversity and magnitude, have the capacity to carry out the obligations required for the proposed project, can accomplish specific development goals, and have experience with the successful development of similar projects involving public/private participation. Also considered will be the developer's demonstrated sensitivity to quality land use planning, housing development design and architecture, certification, or the ability to meet or exceed "visit-ability" standards (see "visit ability" specifics later in this section), and the inclusion of xeriscaping (defined later in this section).
The selected respondent will be expected to provide leadership in the implementation of all development programs and represent HACR as the liaison between it and all involved parties, always representing the wishes and best interest of the HACR in all related development activities. Specific responsibilities include but are not limited to the following tasks.
- Represent HACR's interest with selected developers including negotiations of development services agreements for various projects/phases of new and redevelopment.
- Review and secure HACR approval of all financial pro-forma and related funding applications.
- Provide advice regarding the development and implementation of new and existing financing techniques and other options or programs available to expand the affordable housing inventory.
- Represent the HACR on all business and negotiations involving financing and matters affecting the expansion of affordable housing.
- Make recommendations with respect to housing and financing proposals made to HACR by investment bankers, developers, community groups, civic associations, or others.
- Provide advice regarding the syndication of any tax credit program in conjunction with projects under development or to be developed. Advice will include the review and consultation on partnership documents, specific covenant provisions and reasonableness of syndication fees, expenses, and net proceeds. The advisor may be asked to coordinate the bidding of such tax credit syndication with qualified institutional buyers.
- Consult with the HACR, their solicitor, bond counsel, investment bankers, and other entities deemed appropriate by HACR on the terms, conditions, and structure of the bond issues, tax credits, or other forms of mixed finance most appropriate for the program of work being considered by the authority, following a review of development proposals, pro forma, fees and expenses.
- Prepare F-1's and coordinate preparation of evidentiary documents for submission to HUD for mixed financing closing.
- Assure timely financial closings and monitor ongoing financial draws for construction activities.
- Ensure continued compliance with all government rules and regulations applicable to mixed-finance development and the state of Indiana.
- Lead the process for preparation of all financial, management, and project status reports for all open development projects.
- Advise the HACR when required project approvals are needed and significant issues arise that may impact the project viability.
- Provide information, advice, and assistance to the HACR from time to time in its general operations concerning matters that may affect the interests of HACR.
- Assist HACR with asset management activities related to development projects as needed, including but not limited to demolition, relocation, environmental review, public hearings and notices, and community meetings.
- Provide other ongoing support as needed.
Key parameters that must be considered in developing proposals include, but are not limited to,
- The housing authority must recover the investment of funding provided through for affordable housing. However, the housing authority will defer or reduce repayment if the development achieves the housing authority's goal of affordable housing. All proposals will be evaluated based on the development package and the price to be paid for the property by a qualifying homebuyer. Preference will be given to entities that can complete construction by the end of calendar year 2024.
- The proposer shall build affordable housing but may choose the type of housing to construct (multi family, single family, twin homes, smaller home(s), duplex, manufactured home on permanent foundation, etc.) In partnership with the housing authority of the City of Richmond. If proposing to construct housing not currently allowed in the existing zoning district, the proposer must include detailed requirements, processes, costs, and plans to successfully navigate the rezoning approval process. Contact the City-County zoning office for assistance.
- Completed housing should include finished landscaping. Preference will be given to proposals that include a significant area of "xeriscaping." Xeriscaping for this project is defined as the planning and development of landscaping that uses native, drought resistant plants and materials that need little additional water to maintain their environment.
- Housing proposed should be compatible in value, design and amenities with the surrounding neighborhood.
- 100% of the homes / units constructed will be rented/sold and be affordable to households at or below 80% of the median family income for Richmond, Indiana. 2021 income limits (should be verified by respondent for current 2023 limits). Household size - 80% AMI limit.
- 1 person - $37,450
- 2 person - $42,800
- 3 person - $48,150
- 4 person - $53,540
- 5 person - $57,750
- 6 person - $62,050
- 7 person - $66,300
- 8 person - $70,600
- Housing proposal shall provide broadband infrastructure. Broadband is the common term used to refer to a very fast connection to the internet. Such connections are also referred to as high-speed.
- Proposals must comply with all applicable federal, state and local development regulations, codes and ordinances.
The respondent's proposal shall include a written response in a clear and concise fashion to each of the following:
- Materials should be limited to twenty-five (25) pages and should include the following information:
- List the organization or company sponsoring the project, the type of organization, contact person(s), phone number(s), address(es), email addresses, and qualifications of key personnel. Proposals must be signed by an official authorized to contractually bind the respondent.
- Describe the project, the goal of the project, and how the project addresses the housing authority's affordable housing needs. This should include basic housing design and amenity package.
- List finance or housing related authorities, which your firm has represented as a financial advisor. List any significant accomplishments or contributions worth noting your firm made to the transaction.
- Explain the sources of additional funding for the project. Are these funds committed? If so, provide documentation demonstrating this commitment. Demonstrate financial capability to undertake the project. Submit a proposed financial plan, detailing projected funding sources including developer's capital to be invested in the project.
- Define the target group(s) that will occupy the housing to be assisted by income level. If the housing is targeted to a special needs group(s), indicate which special needs group(s) will be targeted. The proposal should include a marketing plan that will promote outreach to the target group(s).
- Describe the number of units to be constructed, the type of units, how "visit ability" standards will be incorporated into each unit, and the unit mix (number of bedrooms in each unit). If special types of units are aimed at target group(s) defined above, please describe. "Visit-ability" standards include:
- One zero step entrance on an accessible route-at the front, back, side, or through the garage.
- All main floor interior passage doors with 32 inches clear passage space.
- At least a half or full main floor bathroom with basic maneuvering space.
- Levered handles for exterior and interior doors (except exterior swing doors).
- Outlets mounted not less than 15 inches above floor covering.
- Light switches, control boxes and/or thermostats mounted no more than 48 inches above floor covering.
- Walls adjacent to toilets, bathtubs and shower stalls reinforced for later installation of grab bars.
- Lever style faucets for laundry hook-up, lavatory, and kitchen sink.
- Indicate whether there is any legal action or litigation against the firm or person(s) assigned to this account.
- What is the proposed rental or sales price of each housing design?
- Provide a proposed development schedule, including time required for design, commencement, and completion of construction, and project phasing, if applicable.
- Complete a schedule of estimated costs for the project using the funding sources spreadsheet (attachment I). This shall include the costs of city-owned land, building site work, architectural fees, building site cleanup work following construction (including removal of excavated dirt), landscaping, and all other costs for the project.
- Describe how adverse impacts to existing neighborhood residents will be minimized, including noise, dust, construction traffic, etc.
- Describe how the construction phase of the project will be managed. Note that completed buildings must be occupied within 6 months.
- Acknowledgment that all projects will be reviewed by housing authority staff for their effect on providing affordable housing in Richmond and forwarded to the board of commissioners and then to the Richmond City mayor and City council for action (if necessary).
- Indicate why you think your firm would be the best choice for this affordable housing development and construction.
- Do you understand and agree to enter into a housing development and construction agreement for affordable housing development project, if your proposal is accepted?
The housing authority of the City of Richmond reserves the right not to award a contract to anyone with a history of poor performance on projects performed for HACR at the sole opinion and discretion of HACR.
References will be checked on the top bidders / respondents. HACR reserves the right not to award a contract to anyone whose references are less than satisfactory at the sole discretion of HACR.
Upon the submission of the RFP response, the proposer acknowledges that all information is accurate and complete.
Send three (3) hard copies via U.S. Mail, or hand deliver three (3) hard copies, to the point of contact listed above. An electronic copy of the complete proposal must also be e-mailed or delivered to the point of contact listed above. An e-mail submission (maximum 25 pages) must be submitted by Friday, May 9, 2023, at 10:00 AM local time to: Keon Jackson, Executive Director / President-CEO
RFP Process Timelines and Dates:
- RFP/Legal Ad Completed: March 27, 2023
- Advertise: April 2023 (1st, 2nd, 15th, 16th, 29th, 30th)
- Proposals Due: Proposals will be accepted up to and until date
- Time of Submission: May 9, 2023, at 10:00am
- Evaluate and Choose: TBD
- Preliminary City/County Meeting: TBD (if applicable)
- Finalized HACR Meeting and Contract Due: TBD (Final Evaluation memo with staff recommendation & negotiated Housing Development and Construction Agreement)
- HACR Board Meeting: TBD
RFP Evaluation and Selection Process
Proposals received will undergo an initial review to determine:
- Compliance with instructions stated in the RFP.
- Compliance with proposal submittal date.
Phase II evaluation
The following criteria will be used in evaluating the proposer's submitting responses to this RFP.
Section 1- Organization Identification and Mission (10 Possible Points)
Linkage Between Housing Authority Objectives and Organization Mission - 5 Points
- Objectives outlined in the proposal are in alignment with community development's objectives.
- Organization mission supports affordable housing.
Qualifications of the Development Team - 5 Points
- Design and development expertise and past performance, specific to personnel. Management expertise and past performance, specific to personnel.
- Marketing expertise and past performance, specific to personnel.
- Financial expertise and past performance, specific to personnel.
Section 2 - Organizational Capacity and Experience (40 Possible Points)
Housing Development Experience - 15 Points
- Development of federally funded projects.
- Success of comparable developments, as evidenced by the following:
- Economic success (success in attracting homebuyers, financing, sustainability, etc.).\
- Quality of past projects including architectural / site / design / landscape / amenities.
- Timeliness of performance.
- Ability to deliver products as initially represented, on time and within budget.
- Degree of technical assistance required from the housing authority for implementation.
Planning/Design Experience - 15 Points
- Planning and design of housing developments located in urban and suburban settings.
- Overall architectural and landscape design quality.
- Achievement of energy star certification for past projects.
- Universal design accessibility standards and/or "visit-ability" standards met in past projects.
- Incorporation of green building elements in past projects.
- Ability to complete projects on time and within budget for past projects.
Management/Business Experience - 5 Points
- Management success in comparable developments, including business experience and development.
- Experience in developing business services / products.
- Success in marketing and sales of business products.
- Evidence of commitment to outreach to target population(s).
Financial Capacity - 5 Points
- Ability to raise equity and debt financing including current relationships with major lenders.
- Resources and tenacity commonly referred to as "staying power":
- Sufficient liquid assets to meet short / long term needs of the project.
- Cash needed for equity contribution, pre-development, overhead during planning and implementation (5 to 10% of total development costs).
- Sufficient financial strength to absorb reasonable project delays and cost overruns.
- Amount and type of financial assistance required.
- Adequate description of financial processes including external auditing.
- Financial obligations with respect to housing portfolio and other programs present no significant risk to proposed project.
Section 3 - Project Design and Soundness of Approach (20 Possible Points)
Project Impact/Design - 10 Points
- Ability to offer maximum quality / support to residents.
- Quality of proposed site design / architectural design / landscape plan and other amenities.
- Demonstration that the key parameters referenced have been considered.
- Compatibility with the surrounding neighborhood, including neighborhood acceptance and support for the proposed design.
- Ability to develop / maintain the project long-term.
Site Control/Physical Project Design - 5 Points
- Site control plan feasibility and status of site control.
- Zoning / planning review for feasibility.
- Plans include compliance with the current energy code.
- Plans include conformity to required building codes.
- Site drainage, slope, streets, utilities have been considered.
Service Design - 5 Points
- Quality of amenity package.
- Complete services continuum and service design.
- Programmatic elements and homebuyer restrictions.
- Funding for services secured.
- Collaboration mandate achieved.
Section 4 - Financial Structure (15 Possible Points)
Funding Sources and Uses - 10 Points
- Sources are appropriate and applied in accordance with federal regulations.
- Uses are appropriate and in conformance with housing development standards.
- Review of subsidy layering and margins.
- Is the project assured of receiving proposed leveraged funds?
- Is construction financing pre-arranged?
Market Assessment - 5 Points
- Market assessment demonstrates both need and demand for unit(s) types
Section 5 - Project Implementation (15 Possible Points)
Organizational/Management Approach - 5 Points
- Implementation timeline is feasible; current obligations will not prohibit performance.
- Clear lines of responsibility within the proposer's organization, and between the proposer's organization and any other joint venture participants.
- Reasonable affirmative marketing plan, marketing and / or outreach plans and sufficient to deliver an adequate number of homebuyers by the time units are available.
Economic Impact - 10 Points
- Number of housing units created; number of households served.
- Total project cost feasible.
- Leveraging ratio, including donated or subsidized land, labor, in-kind resources, developer contribution, loans, etc.
- Evaluate per-unit subsidy assistance.
- Evaluate per-unit leveraging.
- Developer's ability to meet performance measurements, including cost-benefit data.
Bonus Points: Overall Project Evaluation & Priorities (15 Possible Points)
Quality - 3 Points
- Quality of proposal overall
Standard Community Development Bonus Categories - 12 Points
- Does the proposed project include universal accessible design features and/or "visit-ability" standards, and/or green/recycled elements? (2 possible points)
- Does the proposed project include xeriscape landscaping? (2 possible points)
- Is the proposed project considered equitable in architectural style, value, and amenities to existing homes in the area? (2 points possible)
- Will the proposed project meet energy star certification requirements? (2 possible points)
- Will the proposed project provide broadband infrastructure? (2 possible points)
- Section3/WBE/MBE (2 possible points)
Total Proposal Points
The housing authority reserves the right to conduct interviews with all or some of the proposers at any point during the evaluation process. However, the housing authority may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating firms using the above-stated criteria. The housing authority also reserves the right to make such additional investigation as it deems necessary to establish the competence and financial stability of any firm submitting a proposal.
Contract Negotiations and Award: HACR shall select the most qualified respondent as determined by evaluation of the responses for negotiation of the contract for services. If HACR is unable for any reason to finalize a contract with a selected respondent they may, in their discretion and without soliciting further proposals, proceed to select the next most qualified respondent as determined by evaluation of the responses for negotiation of the contract for services. It is HACR's intent to award an initial contract for a one-year term. HACR reserves the right to renew the initial contract for 1-year terms of up to 5 years contingent upon successful performance. Work shall be completed in a responsible and professional manner in accordance with the specifications, schedules, or performance and operating standards incorporated in the contract. Any procurement hereunder will comply with applicable HUD directives, the laws of the state of Indiana and HACR procurement policies.
Equal Opportunity Employment: HACR will not discriminate based on race, color, gender, sexual preference, religion, age, disability, national origin, marital or familial status, or any other legally protected status. Proposer must comply with the provision of all applicable federal laws, including Title VI and Title VII of the Civil Rights Act of 1964. Any subcontracting by the proposer subjects the subcontracting firm(s) or individuals to the same provisions of federal law. In accordance with the Indiana government code of fair practices, the proposer must agree that the hiring of persons to work on this contract will be made based on merit and qualification without discrimination based on race, color, creed, sex, age, religion, marital or family status, physical or mental disability, or national origin. HUD also prohibits discrimination based on sexual orientation or gender identity.
Minority-Owned and Women-Owned Business Enterprises: Proposer to identify entity status about 24 CFR part 85.36(e) of the federal regulations. Under this regulation, the housing authority of the City of Richmond is required to ensure the inclusion, to the maximum extent possible, of minorities and women, and entities owned by minorities and women, including, without limitation, real estate firms, construction firms, appraisal firms, management firms, financial institutions, investment banking firms, underwriters, accountants, and providers of legal services, in all contracts entered into by the city that use federal funds. HACR strongly encourages responses from minority-owned and women-owned business enterprises. Respondents shall submit a copy of the applicable certification or an application for such to the appropriate local or state agency.
Section 3 Requirements: Section 3 of the Housing and Urban Development Act of 1968 ensures that employment and other economic opportunities generated by certain HUD financial assistance shall, to the greatest extent feasible, and consistent with existing federal, state and local laws and regulations, be directed to low-income persons, particularly those who are recipients of government assistance for housing, and to business concerns that provide economic opportunities to low-income persons. HACR, to the greatest extent feasible, wants to provide employment opportunities to section 3 residents. Section 3 residents include residents of HACR communities and other residents of the City of Richmond and Wayne County.
Fair Housing Opportunity: The housing authority of the City of Richmond and HUD enforces the Fair Housing Act. Title VIII of the Civil Rights Act of 1968 prohibits discrimination in the sale, rental and financing of dwellings based on race, color, creed, sex, age, religion, marital or family status, physical or mental disability, or national origin. HUD also prohibits discrimination based on sexual orientation or gender identity.
Basic Eligibility: The successful respondent must be licensed to do business in the state of Indiana or demonstrate that it intends to and is able to meet all licensing and other requirements applicable to an out-of-state entity providing program management services. In addition, the respondent must not be debarred, suspended, or otherwise ineligible to contract with HACR, and must not be included on the general services administration's "list of parties excluded from federal procurement and non-procurement programs" or HUD's limited denial of participation" list.
Approval of Sub-Consultants: HACR retains the right of final approval of any sub-consultant of the selected respondent who must inform all sub-consultants of this provision. All sub-consultants must be able to pass the basic eligibility as listed above.
Other Contracts: During the original term and all subsequent renewal terms of the contract resulting from this RFP the HACR expressly reserves the right, through any other sources available, to pursue and implement alternative means of soliciting similar or related services as described in this RFP. HACR may award contracts to other vendors such as designers, consultants, or contractors.
Funding Availability: by responding to this RFP, the respondent acknowledges that any contract signed because of this RFP is contingent upon the availability of funding.
Information for Proposers
This RFP does not form or constitute a contractual document. The housing authority shall not be liable for any loss, expense, damage, or claim arising out of the advice given or not given or statements made or omitted to be made in connection with this RFP. The city also will not be responsible for any expenses which may be incurred in the preparation of this RFP. This RFP is not to be construed as a contract or commitment of any kind.
Instructions to Proposers
Examination of Documents
Before submitting the proposals, the proposer shall:
- Carefully examine the key parameters, proposal contents, and information for proposers, as well as all other attached documents.
- Fully inform yourself of the existing conditions and limitations.
- Include in the proposal sufficient information to cover all items required in the specifications.
In addition to any other information and documentation requested in this RFP, any forms provided herein shall be included in the submitted proposal. Modifications, additions or changes to the terms and conditions of this request for proposals may be cause for rejection of the proposal. Proposals submitted without required forms may be rejected. No oral, telephone, email, fax or telegraphic proposals or modifications will be considered.
Certification of Alteration or Erasure
A proposal shall be rejected should it contain any material alteration or erasure, unless, before the proposal is submitted each such alteration or erasure has been initialed in ink by the authorized agent signing the proposal.
All proposals shall be typewritten or prepared in ink and must be signed in longhand by the proposer or proposer's agent and/or designee, with his/her usual signature. A proposal submitted by a partnership must be signed with the partnership name to be followed by the signature and designation of the partner signing. Proposals by corporations must be signed with the legal name of the corporation, followed by the name and signature of an authorized agent or officer of the corporation. Proposals submitted by a proprietorship must be signed by the owner, and the name of each person signing shall be typed or printed legibly below the signature.
Withdrawal of Proposals
Proposers may withdraw their proposal either personally or by written request at any time prior to the due date set for receiving proposals. No proposal may be withdrawn or modified after the due date and time, unless and until the award of the contract is delayed for a period exceeding ninety (90) days.
The proposer must honor their quote for a period of ninety (90) days after the RFP due date.
The proposer certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition. The proposer further certifies that the materials, products, services and/or goods offered herein meet all requirements of the stated specifications and are equal in quality, value and performance with highest quality, nationally advertised brand and/or trade names.
General Requirements: Prior to undertaking any work under this contract, the selected respondent shall procure and maintain continuously for the duration of this contract, at no expense to HACR, insurance coverage as specified below, in connection with the performance of the work of this contract by the selected respondent, its agents, representatives, employees and/or sub consultants. The selected respondent's insurance shall be primary as respects HACR, and any other insurance maintained by HACR shall be considered excess and non-contributing insurance with the selected respondent's insurance. Except with respect to the limits of insurance, and any rights and duties specifically assigned to the first named insured, the selected respondent's commercial general liability and commercial automobile liability insurance coverage shall apply as if each named insured was the only named insured and separately to each insured against whom claim is made or suit is brought.
Failure of the selected respondent to fully comply with the insurance requirements of this RFP will be considered a material breach of contract and, at the option of HACR, will be cause for such action as may be available to HACR under other provisions of the HACR's contract with the selected respondent or otherwise available at law, including immediate termination of the contract.
Required Insurance Coverage: the following are the types and amounts of insurance coverage that must be maintained by the selected respondent during the term of this contract. Acceptable evidence of such coverage must be provided prior to beginning work under this contract.
Professional Liability Insurance: a policy of errors and omissions liability insurance appropriate to the respondent's profession. Coverage should be professional error, act, or omission arising out of the scope of services shown in the contract.
Minimum coverage will be: $1,500,000.00 for each occurrence, and $1,500,000.00 aggregate.
Additional Insured Endorsement: The housing authority of the City of Richmond (HACR) must be named as a certificate holder on a primary and non-contributory basis on all commercial general liability policies of the selected respondent. A policy endorsement must be provided to HACR as evidence of additional insured coverage.
- Workers' compensation and employer's liability coverage as required by Indiana law.
- Commercial general liability including personal injury coverage of not less than $750,000 per claim and $1,5000,000 per occurrence.
- Commercial automotive liability of not less than $1,500,000 per accident.
Each policy of insurance shall provide for no less than thirty (30) days' advance written notice to the housing authority of the City of Richmond prior to cancellation.
The housing authority of the City of Richmond shall be listed as an additional insured on all policies except professional liability and worker's compensation policies.
The proposer agrees that if awarded the housing development and construction agreement for this project, they will secure a performance bond equal to the amount of the agreement to the benefit of the housing authority of the City of Richmond (e.g., value of land, proposed work, construction, etc.). The cost of the performance bond may be included within the proposal costs.
Disposition of Proposals
All materials submitted in response to this RFP become the property of the housing authority of the City of Richmond. Information provided in response to this RFP will be held in confidence and will not be revealed or discussed with competitors. However, one copy of each proposal submitted shall be retained for the official files and will become a public record after the award of the housing development and construction agreement. The responses received from this RFP may be distributed, however, by written request pursuant to the freedom of information act of 1996. Fee or price schedules submitted, but not reviewed by the housing authority, do not become a public record, and shall only be retained for official files. The proposer understands that, if selected, the housing authority reserves the right to provide its opinion publicly and privately regarding the proposer's performance.
Questions regarding the request for proposals contents may be sent to the contact person listed in section 1 via email no later than two (2) business days prior to the due date for proposals. The housing authority will make every effort to provide a written response within two (2) business days. Whenever responses to inquiries would constitute a modification or addition to the original RFP, the reply will be made in the form of an addendum to the request for proposals, a copy of which will be forwarded to all proposers who have submitted an "intent to respond" form (attachment f). Proposer must submit their questions using the "master q & a" form (attachment e), and provide, at a minimum, the following:
- Proposer name, requester, and appropriate contact information.
- The question(s); clearly stated.
- Specific reference to the applicable request for proposals section(s).
The Authority's Reservation of Rights
The authority reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the agency to be in its best interests.
- Not to award a contract pursuant to this RFP.
- Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s).
- The authority reserves the right to require additional information from any respondent to assist in its evaluation. The information shall be submitted in the form required by the authority within two (2) days of written request or the proposal shall be deemed nonresponsive.
- Determine the days, hours and locations that the successful proposal(s) shall provide the services called for in this RFP and the right to increase or decrease sites and locations as the HACR desires.
- Retain all proposals submitted and do not permit withdrawal for a period of 90 days after the deadline for receiving proposals without the written consent of HACR.
- HACR can negotiate the fees proposed by the respondents.
- Cancellation of the ensuing contract may be done at any time for unsatisfactory work, untimely service, or any other reason deemed necessary by the HACR.
- NACR can reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services.
- HACR has no obligation to compensate any proposer for any costs incurred in responding to this RFP.
- HACR has the right to make an award to multiple proposals (including joint ventures).
- HACR can select a proposal(s) for specific purposes or for any combination of specific purposes.
- HACR reserves the right to withhold payment of invoices if in their opinion the work is not completed to the agency's satisfaction.
- The authority reserves the right to contact individuals, entities, or organizations that have had a business relationship with the respondent regardless of their inclusion in the reference section of the proposal submitted, including any previous business conducted with the housing authority City of Richmond or its affiliate.
- To defer the selection and award of any proposer(s) to a time of the HACR's choosing, at any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein by accessing the nahro.economicengine.com internet system (hereinafter, the "noted internet system" or the "system") and by downloading this document or by reviewing the RFP received via email, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the noted internet system, and further agrees that he/she will inform HACR in writing within five (5) days of the discovery of any item listed herein or of any item that is issued thereafter by HACR that he/she feels needs to be addressed. Failure to abide by this timeframe shall relieve HACR, but not the prospective proposer, of any responsibility pertaining to such an issue.
Contractor Rights to Debrief
It is the HACR's policy to resolve all procurement and contractual issues informally at the authority level, without litigation. Disputes will not be referred to HUD until all administrative remedies have been exhausted at the authority level. HUD will only review protests in cases involving violations of federal law or regulations or failure of the authority to review a complaint or protest.
Any actual or prospective contractor may protest the solicitation or award of a contract only for serious violations of the principles of HACR's statement of procurement. All protests shall be in writing. If the protest is regarding the solicitation, the notice of protest must be received prior to the solicitation deadline. If the protest is regarding the award, the notice of protest must be received within ten (10) business days after the issuance of the award notice. A written protest shall contain, at a minimum, the name, address and phone number of the protester; identification of the procurement, including solicitation or contract number; a statement of the reasons for the protest; supporting exhibits, evidence, or documents to substantiate any arguments; and the form of relief requested. The HACR shall issue a decision as expeditiously as possible after receiving all relevant information requested.
Upon the conclusion of the solicitation period and issuance of the award notice, offerors shall have the right to a debriefing. The request for a debriefing meeting must be made within ten (10) days of the date listed on the award notice. The debriefing meeting may be held either by phone or in-person at HACR's office. If the debriefing is in-person, travel expenses shall be the sole responsibility of the offeror and not the HACR.
- Vendor disclosure: Vendor must provide disclosure of any pending or threatened court actions and/or claims against the vendor. This information may not cause rejection of the proposal; but withholding the information may cause the proposal to be rejected.
- Conflict of interest: No vendor will promise or give to any HACR employee anything of value that could influence that employee in their decision on awarding contracts. No vendor will try to influence an employee of HACR to violate any procurement policies of the agency, the Indiana revised code, or federal procurement regulations.
- Restrictions: All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the authority evaluation committee. Similarly, all persons that have ownership interest in and/or contract with a proposer entity will be excluded from participation on the authority evaluation committee.
- Vendor Examination of the RFP: Vendors are expected to be familiar with the entire RFP. The vendor is expected to respond to the RFP in a manner that makes it clear they understand and have responded to all sections of the RFP. If a vendor discovers any mistakes or omissions in the RFP, they must notify HACR's contact person in writing. Clarifications and corrections will be sent to all vendors who have registered with the agency for the RFP.
- Changes to RFP: HACR may make changes to this RFP by addendum, which shall be posted to website (if applicable) and sent via email respondents who submit intent to respond to HACR.
- Availability of Funds: This RFP and all agency contracts are contingent upon the availability of funds. If, during the RFP process, funds are not available for the proposed services, the RFP process will be canceled. The vendor will be notified at the earliest possible time. HACR is not required to compensate the vendor for any expenses incurred because of the RFP process.
- Non-appropriations clause: the proposed services will be subject to termination in the subsequent fiscal years if the sufficient funds are not appropriated and budgeted or are not otherwise available to continue making payments for the equipment or other services performing similar functions and services.
- Termination: HACR reserves the right to terminate an agreement without prior notification for reasons it deems in the best interest of HACR. If terminated, HACR will notify the contractor of the termination in writing via certified mail and by email.
- Renewal option: This contract is initially executed for services pertaining to June 2023-May 2025 only. HACR shall retain the right to renew this contract annually, at HACR's option, to renew this contract for three (3) additional one-year terms, independently, for the years named in the RFP document that HACR received pricing for, the total contract term shall not exceed five years. Contractor shall list any proposed yearly escalation clauses.
- Proposal submittal: All proposals must be received by May 9, 2023, at 10:00 AM. Proposal must include all copies of HACR bid documents as attached and executed by contractor along with certificate of insurance. Proposals may be submitted in writing to the HACR main office at 58 S. 15th Street, Richmond, IN 47374 or by clicking here to e-mail Keon at the Richmond Housing Authority.
- Responses received later than the date and time specified will be rejected or deemed nonconforming. HACR assumes no responsibility or liability for late delivery or receipt of responses.