REQUEST FOR QUALIFICATIONS ( RFQ )

Transcription

1 DISTRICT OF COLUMBIA HOUSING FINANCE AGENCY 815 Florida Avenue, N.W. Washington, D.C (202) (202) or (202) (FAX) REQUEST FOR QUALIFICATIONS ( RFQ ) The District of Columbia Housing Finance Agency (the Agency or DCHFA ) intends to establish a slate of qualified firms from which the Agency may procure services to conduct follow up inspections of our Real Estate Assessment Center ( REAC ) physical inspections and general physical inspections of Agency financed multifamily projects. The purpose of the follow up inspections is to determine if deficiencies have been corrected based on the Corrective Action Plans submitted by the projects or by the Agency. Selections will, among other things, be based on expertise in conducting physical inspections according to REAC and U.S. Department of Housing and Urban Development ( HUD ) Mortgagee physical inspection protocols. The Agency invites firms and individuals to submit detailed statements of qualifications ( Qualifications Statement ) for a position on the following slate (the Slate ): INSPECTORS TO CONDUCT FOLLOW-UP INSPECTIONS OF REAC INSPECTIONS AND GENERAL PHYSICAL INSPECTIONS OF AGENCY FINANCED MULTIFAMILY PROJECTS The deadline for the submission of a Qualifications Statement is 5:00 p.m. EDT on June 26, Qualifications Statements sent by facsimile or will not be accepted. Qualifications Statements that are incomplete or do not adhere to the maximum page limitations may be rejected. I. BACKGROUND INFORMATION The Agency was established in 1979 pursuant to the District of Columbia Housing Finance Agency Act, as amended (D.C. Code Section et seq.), to increase the supply of affordable housing in the District of Columbia through the issuance of revenue bonds, notes and other obligations. The Agency is a corporate body with a legal existence separate and apart from the District of Columbia (the District ). The Agency is self-sustaining and its budget, finances, procurement, and personnel system are independent of the District government.

2 The Agency s bond program includes, but is not limited to (i) Single Family Mortgage Revenue Bonds for acquisition, refinancing, and rehabilitation, and (ii) Multifamily Mortgage Revenue Bonds for acquisition, construction, rehabilitation, and refinancing of existing debt. In conjunction with the Agency s multifamily bonds, developers may be entitled to 4% Low Income Housing Tax Credits under the Internal Revenue Code. The Agency s Compliance and Asset Management Department ( Department ) monitors performance and enforces compliance of all Agency financed multifamily projects. The Department manages the contractors which will conduct the REAC physical and general inspections for the Agency. II. CONTENT OF QUALIFICATIONS STATEMENT Completely, but succinctly, provide responses to items A through J below. A. Background Information 1. Contact person, firm name, address, phone number, fax number, and address. 2. General history and background of your firm. If available, provide your firm s brochure or other responsive information under Attachment 1. B. Personnel and Staffing 1. State the staff size and composition of your firm. Identify the staff and other personnel who will be assigned to the Agency s account and please include a current resumé for each such person under Attachment 2. Describe any significant changes in relevant staff during the past three (3) years. C. Scope of Services 1. The Agency currently has 23 HUD Risk Sharing projects that need follow-up inspections on REAC Inspections that have already been completed this fiscal year. The Agency also has approximately 80 multifamily projects that need follow-up on general physical inspections as well. The results of the physical inspections will be used to identify deficiencies and to ensure the items have been abated as indicated by the Corrective Action Plan, and/or work orders, invoices, and contracts. 2. The Qualifications Statement must comprehensively state your firm s capability and ability to provide follow-up inspections based on HUD protocols. 2

3 3. Sample inspection reports may be attached as Attachment 3 to demonstrate familiarity with HUD regulations, handbooks and applicable law. D. Statement of Expertise and Experience 1. Provide in detail your firm s technical capabilities and qualifications to provide follow-up physical inspections according to REAC and HUD Mortgagee physical inspection protocols. 2. List the types and number of physical inspections in which you or your firm has participated in over the past three (3) years (i.e., approximate number of units inspected). This should be in the form of a brief narrative identifying the property owner, the name of the property and the property address. Any owner and project information provided in your Qualifications Statement should indicate the role of your firm and whether the individuals to be assigned to the Agency s account participated in those inspections.. 3. Describe your firm s familiarity with the Agency s programs or those of similar state housing finance agencies, local and national housing agencies, and major credit enhancement providers (i.e., HUD, Fannie Mae, Freddie Mac, third-party letters of credit.) 4. Describe your firm s ability to provide advice regarding inspections and related services. E. Fees and Expenses 1. Provide cost estimates based on the following unit counts: (a) Minimum of Ten (10) Units and Common Areas; and (b) Maximum of Thirty (30) Units and Common Areas. 2. For each of the above scenarios, please provide a hypothetical fee quote inclusive of reimbursable expenses. For each general inspection, the quote should include a fee proposal inclusive of travel, insurance, scheduling, and the submission of a report to the HFA of Findings. F. Insurance Describe the extent, limits, and deductibles of your malpractice, errors and omissions and other insurance. G. Actual or Potential Conflicts 1. All firms submitting a Qualifications Statement are subject to applicable federal, District, and Agency laws, regulations, and/or guidelines. Failure to comply with any such laws, regulations, or guidelines will result in the Qualifications Statement being rejected and possibly other legal action. 3

4 State whether you or your firm or any individual within your firm represents any clients or interests that may create an actual or potential conflict in the performance of services for the Agency. Please include any additional information under Attachment Please include a statement to the effect that, at the time your firm is selected by the Agency, if any facts are known or come to light which create an actual or potential conflict that information will be fully disclosed in writing to the Agency. Also, please describe your firm s policies or procedures for avoiding ethical or conflict of interest violations. H. References Provide a minimum of three references, preferably other housing finance agencies. Include contact person s name, mailing address, address, and telephone and fax numbers. I. Equal Opportunity Hiring, Contracting, and Joint Ventures 1. Describe your firm s equal opportunity hiring and contracting efforts historically over the past three (3) years. Please provide current employment data for your firm under Attachment 5(a). 2. Describe the pro bono services that your firm performed over the past three (3) years, particularly for your clients, under Attachment 5(b). Describe any other community services or charitable activities over the past three (3) years under Attachment 5(c). It is the goal of the Agency to promote and assist participation by small, local and disadvantaged business enterprises licensed by the D.C. Department of Small Local Business Development as a Certified Business Enterprise ( CBE ) (D.C. Official Code et seq.). Any firm seeking to submit a Qualifications Statement or other response as a CBE must submit its CBE number and a copy of the letter(s) of certification issued by the D.C. Department of Small Local Business Development under Attachment 5(d). Firms may respond as joint ventures. If a joint venture arrangement has been entered into with a CBE for purposes of responding to this request, please also include the following information: (1) The nature of the joint venture agreement with respect to the relative amount of work to be conducted by each firm. Please state the specific tasks each firm will be primarily responsible; 4

5 (2) Identify the person who will have primary responsibility for overall or primary coordination with Agency staff; and (3) Provide the fee sharing agreement between the firms. The Agency encourages established firms or individuals to joint venture with minority and women owned firms. However, the submission of a joint venture proposal does not in any way prohibit the Agency from selecting one or more firms based on each firm s demonstrated expertise, cost-efficiencies and needs of the Agency. In the case of a pre-established relationship, each firm must be qualified to perform its work with the highest level of skill and diligence required to fulfill responsibilities owed to the Agency. J. Acknowledgement and Agreement If you agree with the terms, please include under Attachment 6 to your Qualifications Statement an executed copy of this acknowledgement by an authorized representative of your firm containing the following language: The undersigned party understands and agrees to the provisions of the RFQ for Inspectors to Conduct Follow-up Inspections and General Physical Inspections of Agency Financed Multifamily Projects issued by DCHFA on [DATE:, 2009], including any attachments, and will be bound by its terms. (Name of Firm) Signature: Name: Title: Date: III. SELECTION CRITERIA The Agency will review each Qualifications Statement to determine which, if any, is most advantageous to fit the Agency s needs. Firms will be evaluated on their responses with particular focus on the following: A. Fees and expenses charged to the Agency; B. Experience in conducting REAC and HUD mortgagee physical inspections; 5

6 C. Number of REAC and Housing Quality Standards certified inspectors to conduct physical inspections; D. Familiarity with HUD and industry standards; E. Ability to provide counseling on specific projects and industry developments; and F. Ability to maintain continuity in personnel assigned to Agency projects. IV. ADDITIONAL PROVISIONS A. The Agency reserves the right (i) to amend, modify, withdraw or cancel this RFQ, in whole or in part, if the Agency deems it is in its best interest to do so; (ii) to revise or waive any requirements of this RFQ; (iii) to investigate the qualifications and experience of any party submitting a Qualifications Statement; (iv) to require supplemental statements or information from any responding party; (v) to accept or reject any or all responses; (vi) to obtain new Qualifications Statements; (vii) to select one or more firms for all or part of the requested services; (viii) to extend the deadline for submission of Qualifications Statements; and (ix) to hold discussions with any firm to correct deficient Qualifications Statements which do not completely conform to the instructions contained herein. The Agency may exercise the foregoing rights at any time without notice and without liability to any firm or any other party for its expenses or losses incurred in the preparation of Qualifications Statements or otherwise. Qualifications Statements will be prepared at the sole cost and expense of the responding firm. B. The RFQ does not commit the Agency to select a firm, to pay the costs or expenses incurred in preparation of or with respect to any Qualifications Statement, or to procure or contract for the services described herein. The Agency does not promise to accept the lowest bid. C. Qualified firms may be required to provide a master engagement letter upon selection for the Slate and subsequently shall provide the appropriate addenda for specific transactions to which the firm is appointed. D. Nothing stated at any time by any representative of the Agency will effect a change in or constitute an addition to this RFQ unless confirmed in writing by the Agency. E. Firms submitting a Qualifications Statement must agree to keep their responses confidential. F. The terms of this RFQ and each firm s Qualifications Statement, including attachments, shall constitute a binding agreement with the Agency. Any firm selected as a result hereof may be required to execute an Agency approved 6

7 contract and must abide by all relevant laws and policies applicable to the Agency. V. SPECIFICATIONS All Qualifications Statements should have the proper margins (1 inch) and be in 12- point Times New Roman font or equivalent. Please submit one original and four copies of your Qualifications Statement to: Harry D. Sewell, Executive Director D.C. Housing Finance Agency 815 Florida Avenue, N.W. Washington, D.C Attn: David L. Jefferson, Director of Compliance and Asset Management All Qualifications Statements must be clearly marked Qualifications Statement for Inspectors to Conduct Follow-up Inspections of REAC and General Physical Inspections to be easily distinguished from other mail. All inquiries regarding this RFQ should be submitted in writing to the above address or by to Hand delivery or mailing inquiries is recommended to ensure timely receipt. The Agency will not respond to inquiries received after 5 p.m. on June 26, 2009 Oral presentations, if necessary, will be decided upon and scheduled by the Agency. The Agency s Board of Directors will make the final determinations at a public meeting. 7