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HomeMy WebLinkAboutSKHHP Inventory and Monitoring Program Page 1 of 6 CITY OF AUBURN SOUTH KING HOUSING AND HOMELESSNESS PARTNERS REQUEST FOR PROPOSALS South King County Affordable Housing Inventory and Monitoring Program Proposal Due: March 7 2022 The City of Auburn, as the administering agency for South King Housing and Homelessness Partners (SKHHP), is issuing this Request for Proposals (RFP) in search of qualified consultants to develop an inventory and monitoring program to track regulated and unregulated affordable housing across the South King County subregion. One electronic copy (PDF) of the proposal package must be emailed to asanfilippo@auburnwa.gov no later than 5:00 pm, Monday, March 7, 2022 with a subject line “Proposal – Affordable housing monitoring program”. Proposals received later than the submittal deadline will not be accepted. The City of Auburn will not be liable for delays in delivery of proposals. Proposals may be withdrawn by written notice at any time prior to award. All questions regarding the submittal process and/or the technical aspects of the project shall be directed to Angela San Filippo, SKHHP Executive Manager, by email only at asanfilippo@auburnwa.gov Information for the project is available on the City of Auburn website, http://auburnwa.gov/bids For specific instructions on information to include in the proposal refer to Proposal Requirements. Evaluations of the proposal and ultimate consultant selection is identified in the section titled Evaluation Criteria. Although the use of subconsultants is recognized as being necessary for a multidisciplinary project, the preference is for the lead consultant to have the majority of the work performed in-house. BACKGROUND SKHHP is a subregional collaboration between 9 South King County cities and King County working together to develop a coordinate d, comprehensive, and equitable approach to developing housing policies and preserving and producing affordable housing in South King County. SKHHP was formed on the underlying belief that improving access to affordable housing requires municipalities to look beyond their own boundaries and create regional programs and strategies. By pooling resources and working together, SKHHP partners mission is to expand the housing options available to residents and take a strategic approach to ensuring affordable housing is available where it is most needed, provides the greatest benefits, and makes the most effective use of public and private resources. Page 2 of 6 SKHHP partner cities have created a capital fund to pool locally -generated housing sales tax credit funds. Pooling funds will amplify the impact of this funding source by creating a larger pot of funding, commitment of local leaders, better positioning to leverage private resources, and direct spending to where it is most needed. Maintaining the quality and affordability of housing that is currently affordable to low- and moderate- income South King County residents is a critical strategy to meeting the region’s long- term housing needs. Monitoring and tracking regulated and unregulated affordable housing across the South King County subregion, partnered with this new local funding source for affordable housing will help South King County jurisdictions develop informed housing policies, and strategically invest in the preservation of affordable housing in South King County. PROJECT DESCRIPTION SKHHP recognizes that the region’s efforts to build new housing must go hand in hand with efforts to protect and promote housing quality and preserve the affordability of existing units. In South King County, the largest share of housing that is accessible to low- and moderate-income households is in the unregulated affordable housing stock. Due to the high redevelopment potential and displacement risk, it is important for south King County jurisdictions to better understand and be able to track this large component of the subregion’s housing stock. A review of the South King County regulated affordable housing inventory was included in the South King County subregional framework previously funded through a HB 1923 Housing Action Plan grant. In addition, King County Department of Community and Human Services and Puget Sound Regional Council (PSRC) have put together in inventory of subsidized housing across the King County region. Developing an affordable housing database with consistent monitoring and tracking will enable the region to more effectively track progress towards meeting affordable housing needs, and develop coordinated affordable housing preservation policies and strategies. Scope of Work The following is a preliminary scope of work that will be refined during contract negotiations with the selected consultant. The duration of the contract shall be approximately six months, although exact schedule will be jointly determined with selected consultant. Final Draft and Deliverables Final deliverables will include: • Detailed memo identifying database parameters and methodology, and draft database example used for monitoring regulated and unregulated affordable housing units across the South King County subregion. Page 3 of 6 • Populated database with baseline data from best available data sources (to be determined during project scoping) for tracking unregulated and regulated affordable housing, including metadata, plan for updates, and data sharing agreements. • Online interactive map and dashboard to allow for exploration of housing databases records and links to King County assessor records. • Guidance materials for ongoing updates to the database which will be the responsibility of SKHHP. Deliverables shall incorporate a minimum of two rounds of feedback with staff. One presentation of the final deliverables at a joint staff meeting is also anticipated. Request for proposals process It is the City’s intent to select a consultant based on the qualifications and abilities of the firm/team and key project individuals. Proposals may either be individual firms or teams as appropriate to meet the specific needs of the project. If relevant, it shall be at the discretion of the proposer to determine and identify the lead consultant for the team. The lead consultant selected will be required to assume responsibility for all services offered in the proposal, regardless of the producer. The selected consultant shall be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. Desired qualifications Consultants responding to this RFP should have extensive experience in the following areas or prepare to engage with a subconsultant to meet the project requirements: 1. Knowledge of and experience with real estate market analysis, factors leading to involuntary displacement, preservation strategies for affordable housing, determining factors to identify affordable housing. 2. Experience with developing complex and multi-source databases and interactive or spatial visual dashboards. PROPOSAL REQUIREMENTS Each proposal is limited to a maximum of 20 pages (excluding cover letter and dividers) and should address the following information: a. Name and address(es) of the firm(s). This should also include any parent companies, branch offices, or associated sub-consulting firms who will participate in performing the work. b. Letter of Introduction. Describe your firm’s areas of expertise and other information that helps to characterize the firm. Describe your overall understanding Page 4 of 6 of the project. Provide the name, title, address, and telephone number of the primary contact. The letter must be signed by the firm’s authorized representative. c. Project approach, methodology, and schedule. Provide a description that includes the following: i. The tasks that must be accomplished to complete the project , time required, and a narrative description of the approach to execute the tasks. ii. How the firm will be able to collect or verify field data in a timely fashion. iii. Particular challenges which you foresee this project presenting and approach for addressing these challenges. iv. Important issues, including any unique design or project constraints, and attributes of your firm that may set it apart, or make it particularly well- suited for the project. v. Strategies to partner with other agencies and leverage existing work to create a cost efficient approach to complete the project. vi. Anticipated project schedule. d. Statement of qualifications. The Project Team’s (including sub-consultants) expertise and experience with similar project designs within the last five (5) years. Please include the following information: i. Project name ii. Location and project costs iii. A brief description of the project iv. The firm’s role in the project v. Project Team member roles in the project vi. A project reference and contact phone number e. Project cost A total cost estimate for the project must be submitted. The cost shall be based on the number of hours of work provided and out of pocket expenses (e.g. travel and lodging) and shall not exceed the maximum cost proposed unless an amendment to the contract is negotiated and approved by the proper authority of the City f. Other. Relevant information the consultant wishes to include that is not listed above. Page 5 of 6 ANTICIPATED SCHEDULE Event Date RFP Issued February 18, 2022 Proposal Submittal Deadline March 7, 2022 – 5:00 pm Notify short-listed firms March 11, 2022 Interview short-listed firms (as needed) March/April 2022 Scope & Budget Development/Negotiations March/April 2022 Contract Finalized April/May 2022 Anticipated Project Completion September, 2022 EVALUATION CRITERIA Pursuant to State and Federal regulations, a qualifications-based selection process will be used to select a consultant/ consultant team for this project. The partner jurisdictions intend to enter into an agreement with the Consultant who provides a propo sal that, in the opinion of the partner jurisdictions, best meets all of the below listed evaluation criteria (receives the highest score) as determined by the City’s selection committee. Consultant interviews may be required for final selection. Upon selection of a Consultant, the partner jurisdictions intend to enter into an agreement using the City of Auburn’s standard contracting procedures. The following information will be used to evaluate and rank responses: Proposal Evaluation Criteria Weight Project team qualifications 25 Thorough understanding of project scope, challenges, and important issues. 25 Related experience on similar projects 25 Work quality 15 Anticipated project schedule 10 Total 100 Following initial evaluation of the consultant’s statement of qualifications, the City may interview up to three (3) prospective consultants. Additional interview information will be provided at the time of the invitation. Page 6 of 6 TERMS AND CONDITIONS The City of Auburn reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. The solicitation for Consultant Services does not obligate the City of Aubu rn or any of the partner cities to pay any of the costs incurred by respondents in the preparation and submission of a proposal. This solicitation does not obligate the City of Auburn to accept or contract for any expressed or implied services. Furthermore, the City of Auburn reserve the right to award the contract to the next most qualified Consultant if the selected Consultant does not execute the contract within thirty days after the award of the proposal. Materials submitted in response to this competitive procurement shall become the property of the City and will not be returned. All submittals received will remain confidential until the completion of the selection and contracting process. Once complete, all submittals are deemed public records and are subject to the applicable Public Records statutes. All agencies performing work with the City of Auburn must have insurance that meets or exceeds the City’s minimum requirements. The agency will submit an approved certificate of insurance prior to signing a contract. Persons with disabilities may request this information be prepared and suppled in alternate forms by calling 253-329-7394. The Recipient, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award. The City of Auburn does not discriminate on the grounds of race, color, religion, national origin, sex, sexual orientation, age or disability in consideration for a project award.