HomeMy WebLinkAboutBozeman Affordable Housing Needs Assessment RFP 9-2-11To: All Interested Parties
Re: City of Bozeman Community Affordable Housing Advisory Board
Request for Proposals
Community Affordable Housing Needs Assessment
Date: September 2, 2011
Enclosed please find one copy each of:
1. Request for Proposals
2. Scope of Services – Attachment A
3. Proposals Evaluation Criteria – Attachment B
4. Evaluation Criteria Rating Form – Attachment C
5. Statement of Non‐discrimination – Attachment D
These materials will be utilized by the City of Bozeman’s Affordable Housing Advisory Board (CAHAB) to
select a consultant to conduct an affordable housing needs assessment and provide affordable housing
strategies and a 5‐year implementation plan.
Proposals must be received no later than 5 pm MDT on Friday, September 23, 2011 as noted in the
Request for Proposals.
If there are any questions on the enclosed information, please contact Tracy Menuez, CAHAB staff, at
tmenuez@hrdc9.org or 406‐585‐4878.
Request for Proposals
The City of Bozeman’s Community Affordable Housing Advisory Board (CAHAB) is requesting proposals
from qualified consultants to conduct an affordable housing needs assessment and provide affordable
housing strategies and a 5‐year implementation plan.
It is the CAHAB’s intent to conduct the work in two phases. Phase 1 will consist of an affordable housing
needs assessment, establishment of baseline available rental and ownership housing, analysis of gaps in
housing programs and stock, and development of mechanisms to define price points for affordable
rental and ownership housing. By agreement of both the CAHAB and the proposer, results from Phase 1
will be evaluated; upon evaluation of Phase 1, the scope of the contract may be extended to include the
Phase 2, which will be the development of a 5‐year housing plan and implementation strategies.
The term of the contract for Phases 1 and 2 will be approximately 9 months.
Key Dates
RFP issued September 2, 2011
Last day for written questions regarding proposals September 16, 2011
Proposals due to CAHAB September 23, 2011
Proposals review and interviews of top candidates September 28‐30, 2011
Contract award (Phase 1) and execution October 11, 2011
Phase 1 report due December 20, 2011
By agreement of both the CAHAB and proposer, results from the first phases of the assessment will be
evaluated and an extension of scope of work may be negotiated to develop and execute a 5‐year housing
plan. The key dates for the expanded scope of work are as follows:
Contract execution for Phase 2 December 1, 2011
Phase 2 work period December 2011–March 2012
Public comment on Phase 1 and 2 reports February – April 2012
CAHAB recommendation May 2012
Adoption of final plan by City Commission May 2012
Submission Package
The submission package must consist of a qualification proposal (as outlined in this RFP) and a set of
completed required forms (including the fee proposal). One original set of the required forms and four
(4) copies of the qualifications proposal must be received by CAHAB no later than 5 pm on September
23, 2011.
a) All proposal information must be submitted in a sealed envelope containing the proposer’s
name, address, phone number, and e‐mail address, and be marked REQUEST FOR PROPOSAL
HOUSING NEEDS ASSESSMENT.
b) All proposals must be received at the following address: Community Affordable Housing
Advisory Board, attn: Tracy Menuez, Human Resources Development Council, 32 South Tracy
Avenue, Bozeman, MT 59715
c) Proposals received after 5 pm on Friday, September 23, 2011 will not be considered.
Contact Information
a) This RFP is being issued, as will addenda, by the City’s Community Affordable Housing Advisory
Board (CAHAB). The contact person for all inquiries is Tracy Menuez, Community Development
Associate, HRDC IX. Proposers are instructed to limit City contact regarding this RFP to Tracy
Menuez, unless otherwise instructed in writing by the CAHAB.
b) General written questions regarding the RFP may be submitted via email to tmenuez@hrdc9.org
These questions must be received no later than September 16, 2011.
c) The CAHAB reserves the right to answer only the questions we believe will add clarity to the RFP
process. Any questions that are answered will be forwarded to all known potential bidders by
September 19, 2011.
Scope of Services – Attachment A
Proposed Outcomes:
The proposer will assist the CAHAB and City of Bozeman in meeting the following outcomes:
Phase 1:
• To conduct a baseline assessment of affordable housing in the City including rentals and
ownership units;
• To evaluate affordable housing needs in the community;
• To evaluate the value and effectiveness of affordable housing delivery systems and programs
available to City residents
• To identify gaps in affordable housing stock and programs;
• To provide mechanisms for establishing affordable rental and ownership price points.
Phase 2:
• Creation of a 5‐year housing workplan and strategies for implementation by the City;
• Adoption of a comprehensive affordable housing policy that addresses needs across the housing
continuum and prioritizes responses to those needs. These responses could potentially include,
but are not limited to: Workforce Housing, Inclusionary Zoning, Expansion of homeownership
programs (education, down‐payment assistance programs), expansion of subsidized rental
housing opportunities, and/or long‐term funding and strategies for mobile/manufactured home
communities;
• Assistance in identification of affordability price points for rental and homeownership housing
and development of market trigger points in application of policy(ies);
• Assistance with improvement of workforce housing ordinance outcomes;
• Identification of affordable housing funding priorities for City, State and Federal funding
requests;
Public Participation
It is expected that the proposer will work closely with the CAHAB, City staff, interested organizations,
and the public to complete the proposed work. Phase 2 in particular will require extensive public input.
The proposer should be prepared to commit to a meaningful public process that is transparent and
understandable to the community.
Reports and Meetings
The following meetings and draft documents are expected as a part of this process. Multiple meetings
may be held on a single date.
Community Affordable Housing Advisory Board
• Initial meeting to introduce process
• Meeting to produce rough draft of Phase 1
• Meeting to discuss Phase 2 outcomes based on Phase 1 progress (joint session w/ City
Commission)
• Meeting to review rough draft of 5‐year plan (if necessary)
City Commission
• Meeting to discuss Phase 2 outcomes based on Phase 1 progress (joint session w/CAHAB)
• Formal presentation of Phase 1 report (can be combined with Phase 2 report if scope of contract
is expanded to include Phase 2)
The proposer should expect to work closely with City Planning and CAHAB staff throughout the
proposed work.
Deliverables
Two hard copies and one PDF version of all preliminary and final drafts shall be provided to CAHAB and
City planning staff. All documents shall be provided at least 14 working days prior to any public hearing
or meetings with the City Commission in an electronic format approved upon by the City. All work
submitted shall become property of the City of Bozeman.
Proposals’ Evaluation Criteria – Attachment B
Proposers shall be evaluated on the following criteria with the selection committee choosing, in its
opinion, the most responsible firm whose proposal is most advantageous to the City, according to the
Scope of Services found in this RFP.
The City proposes to evaluate firms in the following specific categories:
A. Methodology and Knowledge
1. Demonstrated knowledge of affordable housing programs and strategies, including but
not limited to: Low Income Housing Tax Credits, Workforce Housing, Inclusionary Zoning
Ordinances, subsidized rental housing, down‐payment assistance other and affordable
homeownership programs;
2. Proven ability to identify and define affordable housing and assess its availability;
3. Ability to evaluate the efficiency of a variety of affordable housing programs and assess
gaps in services;
4. Demonstrated knowledge in developing affordable housing needs assessments, work
plans, and implementation strategies for communities with similar characteristics;
5. Ability to prepare clear and accurate reports and documentation to provide the public
with information regarding affordable housing needs, priorities and strategies.
B. Experience
1. Experiences with the creation of affordable housing needs assessment for communities
of similar size and nature to Bozeman.
2. Experiences with the creation of affordable housing work plans and implementation
strategies, including measurements of success.
3. References of the firm’s past work which may be contacted by the City.
4. The proposer shall identify the staff that will be assigned to the project, including their
resumes, along with resumes for the firm’s principals.
C. Public Involvement
1. Ability to communicate complex topics clearly to City Commission, Staff, and public.
2. Ability and willingness to work with and engage public and citizen advisory groups in a
transparent, thoughtful community conversation regarding affordable housing needs,
priorities, and strategies to achieve desired affordable housing outcomes.
D. Fee Proposal
1. Proposers must provide an estimated fee schedule for the scope of work, broken down
by Phase 1 and Phase 2.
E. Non‐discrimination
Each entity submitting under this RFP shall include a provision requiring the submitting entity to affirm
through signature on Attachment A that it will not discriminate on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation,
gender identity or disability and recognizing the eventual contract will contain a provision prohibiting
discrimination as described above and this prohibition on the discrimination shall apply to the hiring and
treatment of the Contractor’s employees and to all subcontracts.
Failure to comply with the above shall be cause for the City to deem the submittal non‐responsive.
Weighing of the evaluation will be
35% The qualifications of the professional personnel to be assigned to the project.
35% Related experience on similar projects
10% Fee Proposal
10% Capability to meet project schedule
10% Previous work shows good attention to detail. Samples may be provided and/or the City
may check references to verify work quality.
Non‐discrimination agreement
Each firm will be ranked in accordance with each of these main disciplines listed in the Scope of Services
Section of this RFP. An evaluation and selection committee appointed by the CAHAB will evaluate the
proposal. The committee will be comprised of CAHAB staff, the City Planning Director, the City
Commission liaison to the CAHAB, and one CAHAB member.
The City may elect to conduct follow up interviews with the top‐scoring firms before selecting a firm
with which to execute a contract. Award of a contract will be made following evaluation of proposals,
interviews (if conducted), and contract negotiations to the most qualified firm at a price the City
determines to be fair and reasonable taking into account the estimated value of services to be rendered,
as well as the scope complexity and professional nature thereof.
If the City is unable to negotiate a satisfactory contract with the firm initially selected at a price the City
deems to be fair and reasonable, negotiations with that firm will be formally terminated and the City
shall select another firm and continue negotiations until an agreement is reached or the process is
terminated.
Evaluation Criteria Rating Form – Attachment C
2011 Affordable Housing Needs Assessment
Total Score:
Date:
Proposer:
CRITERIA
1. PERSONNEL QUALIFICATIONS (35 points maximum)
a. Demonstrated knowledge of affordable housing programs and strategies.
b. Proven ability to identify and define affordable housing and assess its availability.
c. Ability to evaluate the efficiency of a variety of affordable housing programs and
assess gaps in services.
d. Demonstrated knowledge in developing affordable housing needs assessments,
work plans, and implementation strategies for communities with similar
characteristics.
e. Ability to prepare clear and accurate reports and documentation to provide the
public with information regarding affordable housing needs, priorities and
strategies.
f. Ability to communicate complex topics clearly to Commission, Staff, and public.
g. Ability and willingness to work with and engage public and citizen advisory groups
in a transparent, thoughtful community conversation regarding affordable housing
needs, priorities, and strategies to achieve desired affordable housing outcomes.
Section 1 TOTAL
2. RELATED EXPERIENCE ON SIMILAR PROJECTS (35 points maximum)
a. Experiences with the creation of affordable housing needs assessment for
communities of similar size and nature to Bozeman.
b. Experiences with the creation of affordable housing work plans and
implementation strategies, including measurements of success.
c. References of the firm’s past work which may be contacted by the City.
Section 2 TOTAL
3. FEE PROPOSAL (10 points maximum)
a. Fee proposal for Phases 1 and 2.
Section 3 TOTAL
4. CAPABILITY TO MEET PROJECT SCHEDULE (10 points maximum)
a. Proposal clearly demonstrates the firm’s ability to provide the required services
and meeting key dates given current staffing and present and projected workloads.
Section 4 TOTAL
5. WORK QUALITY (10 points maximum)
a. Previous work demonstrates good attention to detail. Samples may be provided
Or the city may check references to verify work quality.
Section 5 TOTAL
CRITERIA SCORE TOTAL =
(100 points maximum)
Remarks:
Reviewer Name:
Date:
Statement of Non‐discrimination – Attachment D
Each entity submitting under this request for proposals shall include a provision requiring submitting
entity to affirm in writing it will not discriminate on the basis of race, color, religion, creed, sex, age,
marital status, national origin, or because of actual or perceived sexual orientation, gender identity or
disability and recognizing the eventual contract will contain a provision prohibiting discrimination as
described above and this prohibition on discrimination shall apply to the hiring and treatment or
proposer’s employees and to all subcontracts.
(name of entity submitting) hereby affirms it
will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin,
or because of actual or perceived sexual orientation, gender identity or disability and recognizing the
eventual contract will contain a provision prohibiting discrimination as described above and this
prohibition on discrimination shall apply to the hiring and treatment or proposer’s employees and to all
subcontracts.
Name and title of person authorized to sign on behalf of submitter