City of Miami PROGRAM YEAR 2006-2007 FUNDING FOR THE PROVISION OF COMPREHENSIVE SERVICES FOR THE SINGLE FAMILY REHAB HOUSING PROGRAM Date of Issuance: 10/26/2006 Copies of this RFP application are available at: City of Miami Department of Community Development, 444 SW 2 nd Avenue, 2 nd Floor, Miami, Florida 33130 or www.ci.miami.fl.us/communitydevelopment/rfp.asp 2006-07 REQUEST FOR PROPSALS FUNDING FOR THE PROVISION OF COMPREHENSIVE SERVICES FOR SINGLE FAMILY REHAB HOUSING PROGRAM
TABLE OF CONTENTS A. Introduction/Eligible Projects.. 3 B. Proposal Submission Requirements 4 C. General Conditions. 6 D. Regulatory Requirements 6 E. General City of Miami Reservations... 6 F. Evaluation and Approval Process... 7 Attachments Project Application Form Additional Forms/Information 2
A. INTRODUCTION / ELIGIBLE PROJECTS In an effort to improve the effectiveness of the single family rehab housing program, the City of Miami has determined that the provision of certain services would be most efficient if performed by an outside organization. As such, this RFP is a formal solicitation for the provision of comprehensive services related to the single family rehab housing program for City of Miami residents. Eligible activities: Organizations that can provide, the following services will be considered under this RFP: Determine applicant s program eligibly Conduct title work Complete inspection Close the loan Complete and submit all required documentation to the City of Miami The following is an example of the type of comprehensive services sought under this RFP in correlation with the services outlined above: Buyer/Borrower initial consultation after receipt of application. Review Application and submission of letter requesting financing condition documentation to meet requirements. Preparation and Assembly of 1003. Verification of Employment and/or Other Income Qualifications Real Property Tax Search and Appraised Value determination of property. Approval of Income status and Property requirements Prepare an additional items needed list (if any) Order/conduct physical inspection of the property to be rehabilitated. Submit Inspection report/city estimate of property through city inspector. Consult on City approved Contractors Submit Contractor bids to City of Miami Follow up with City Inspector to obtain a Red-Line Memo as to Home Owner s Request of Contractor. Upon approval of Contractor s bid submit for closing Preparation of a Critical Dates Summary Research and Prepare Title Commitment Review of Title Commitment for title clearance issues Preparation of Loan Documents Follow up on any missing requirements. Review of all title clearance documents and any additional items needed. Full Closing Services Submit Full Package to lender with required copies for investors (if any) after 3 day right of recession has expired with a certified copy of the Mortgage sent for recording. 3
Recording of Mortgage and title clearance documents. Return recorded instruments within 30 days to City of Miami. NOTE: Attachment I of this RFP outlines performance standards that applicants must comply with when providing the services outlined above. Pay special attention to these time sensitive performance standards when responding to this RFP. A copy of the Five-Year Consolidated Plan (2004-2009) is available for review at the Department of Community Development, 444 SW 2 nd Avenue, 2 nd Floor, Miami, Florida 33130. The link to obtain the plan on the City of Miami s website is: http://www.ci.miami.fl.us/communitydevelopment/conplan/index.htm B. PROPOSAL SUBMISSION REQUIREMENTS & PRE-BID WORKSHOP Applications will not be accepted at the Miami Riverside Center. Proposals submitted in person or by mail must be submitted to the following: City of Miami City Clerk s Office 3500 Pan American Drive Miami, Florida 33133 All proposals must be received by 3:00 p.m., on Thursday, NOVEMBER 30, 2006, at the City Clerk s Office. Proposals may be submitted prior to that deadline, as they will not be opened until after the deadline. Proposals submitted via facsimile will not be accepted. It is the sole responsibility of the applicant to ensure that proposals are submitted on time. Pre-Proposal Workshop will be held on Friday, November 17, 2006, at Lummus Park, 404 N.W. 3 rd Street, Miami, Florida 33130, at 10:00 a.m. to 12:00 p.m. (noon). Proposals submitted after the deadline will not be accepted, reviewed or considered for funding in any manner. SUBMITTAL SPECIFICATIONS: Proposal packages must be submitted in triplicate (one original and two copies) and must be presented as follows: Sequenced and tabbed according to the Sections as specified below under Application Contents Be on 8 ½ X 11 paper; Only one-sided page text with standard margins of 1 ; 12-point font size; Pages and attachments must be sequentially numbered; and 4
Be contained in a secure binder or report binding. APPLICATION CONTENTS (Present in order as listed): Section I: Project Application and Narrative Under this section, an application contained herein must be completed. In addition, the following narrative is to be included in this section: Description of services: Provide a summary description of the type of services to be provided and the comprehensive nature of these services. Willingness and ability to comply with performance standards: See City of Miami Single Family Rehab Program Performance Standards for Rehabilitation Loans included as Attachment I to this RFP Section II: Organizational Experience Under this section, the Applicant should include a thorough history of experience in administering the type of project being proposed, including marketing and provision of all services to be administered. The applicant must attach a list of all key members of the team. Submission of each team member s experience, individually, is also strongly advised, including their resumes. Section III: Cost Under this section, the Applicant should provide a detailed cost to the City of Miami for the provision of the services to be rendered. If possible, the cost should be itemized in order to effectively evaluate each proposal. Section IV: Supplemental Forms Public Entity Crime Affidavit Authorized Representative Statement Debarment Certification Sound Fiscal Management Certification Declaration of Financial Interests Estimate of City and County Impact Fees Cost Allocation Report (City Form) HUD Affirmative Action Plan Sources and Uses Budget (applicant s own form) First Source Hiring Development Schedule (not limited to listed items but must be included) 5
C. GENERAL CONDITIONS All costs of proposal preparation shall be borne by the applicant. The City shall not, in any event, be liable for any pre-contractual expenses incurred by the bidder in the preparation and/or submission of the proposal. The applicant shall not include any such expense as part of the budget in the proposal. The proposal must set forth full, accurate, and complete information as required by the RFP. No contextual changes, additions or amendments to the proposal will be accepted after submission. Proposals that are incomplete, out of order, have an inadequate number of copies, lack required attachments, or have other content errors or deficiencies will be disqualified. The proposal must be submitted in the legal name of the corporation or agency applying for the allocation of funds and the corporate seal. A representative of the applicant with legal authority to bind the organization in contract with the City of Miami must sign the documents and attachments required herein. Applicants will be subject to a credit report review as per City of Miami Resolution No. 98-581. Such a review may include credit reports on individual partners /owners and/or principals. Submission of a proposal shall constitute acknowledgement and acceptance of all terms and conditions contained in this RFP. D. REGULATORY REQUIREMENTS (FEDERAL AND LOCAL) Insurance Requirements: The following is a listing of required Insurance requirements. These requirements will not be waived. Comprehensive General Liability and umbrella liability coverage in an amount not less than $500,000 per occurrence and $1,000,000 aggregate Workers Compensation (as required by State of Florida) Fidelity Builder s Risk Policy (using a completed value form in an amount not les than one hundred percent (100%) of the full insurable replacement cost of the project Federal flood insurance (if applicable) Performance Bond Professional Liability (if applicable) E. GENERAL CITY OF MIAMI RESERVATIONS The City of Miami reserves the right to: 6
Extend the RFP submission deadline if such action be in the best interest of the City. Withdraw this RFP at any time without prior notice. Furthermore, the City makes no representation that funding will be awarded to any applicant responding to this RFP. Retain all proposals submitted. The proposals shall become the property of the City of Miami. Any department or agency of the City shall have the right to use any or all ideas presented in proposals submitted in response to this RFP without any change or limitation. Selection or rejection of a proposal does not affect these rights. Require any or all organizations or agencies receiving grants funded through this RFP to use a Centralized Accounting system selected by the City, if it be determined that this would be in the best interest of the City. Withdraw funding upon the City s determination that reasonable attempts to negotiate a Loan Agreement have failed. Prior to accepting the award, the applicant must meet applicable administrative and regulatory rules to meet Federal and local requirements codes or other conditions as determined by the City. It is the applicant's responsibility to be familiar with these requirements prior to accepting the award and commencing Loan Agreement negotiations. Deny a funding recommendation to an applicant with outstanding disallowed costs, defaulted loans, debarment actions or any other legal encumbrance, regardless of the merits of the proposal submitted. Reject any proposal from any developer, principal or relative entity that has defaulted on past loans or has unmet debt obligations with the City contrary to the terms set forth in the original lending agreement in any of the housing-related categories addressed in this RFP. F. EVALUATION AND APPROVAL PROCESS Each proposal will be evaluated by the Department of Community Development. Review of proposals will be based on a 100 point scoring system (attached). Incomplete applications will not be allowed a cure period. Proposals must score a minimum of 70 points to be considered. (Attached is the scoring matrix). Staff will notify qualifying applicants in writing whether or not their proposals are being recommended and for what amount. The City of Miami Housing and Commercial Loan Committee will make the final determination on entity selected to provide the requested services. 7
An appeal process will be made available to applicants that are not recommended for funding. The appeal must be based on an error in fact or law. To have an appeal hearing scheduled, the applicant must request this appeal by notifying the Department of Community Development in writing within five (5) days from the date of the notice of non-funding recommendation. A panel of three (3) reviewers will hear any appeals granted by the Department. 8
Attachment I City of Miami Single Family Program Performance Standards Rehabilitation Loans Expectation Maximum Allowable 1 Providing Brochure and Application upon Request At the end of the business day. Within 24 hrs 2 Inputting information into Genesis of new applications Within 24 hrs of receipt Within 48 hrs 3 Reviewing all documents and sending a letter of missing documents and all verifications Within 3 days of application receipt Within 4 days of application receipt 4 Underwrite file - Within 4 business days Within 5 business days 5 Request/perform on-site physical inspection Within 5 business days of receiving all documents Within 6 business days of receiving all documents 6. Prepare redline approval memo for Program Manager and Assist Director Within 48 hrs of receiving office Within 72 hrs estimate Complete Income certification for borrower Within 48 hrs of approval by Within 72 hrs Assist Director 8 Send out Conditional Commitment to borrower Within 24 hrs after receiving Within 48 hrs signed income certification 9 Send out request for IDIS set up and Environmental Review (if Within 24 hrs after receiving Within 48 hrs necessary) signed income certification 10 Request Title Within 24 hrs after receiving Within 48 hrs signed income certification 11 Close loan Within 5 days after receipt of 7 days environmental, title and homeowner bid selection 12 Send closing documents to Finance and proceed order to Inspections Within 4 days after knowledge of Closing date 5 days 10/27/2006
SINGLE FAMILY REHAB PROJECTS EVALUATION /CRITERIA MATRIX CATEGORY POTENTIAL POINTS ACTUAL POINTS ORGANIZATIONAL CAPACITY AND DEMONSTRATED EFFECTIVENESS - (30 POINTS MAXIMUM) GENERAL STABILITY AND TRACK RECORD OF ORGANIZATION (STAFF RESUMES AND EXPERIENCE MATH POSITION DESCRIPTIONS) AGENCY SUCCESFULLY OPERATED THIS LINE OF BUSINESS 6 MONTHS 5 YEARS (2 POINTS), MORE THAN 5 YEARS (5 POINTS) PROJECT MANAGEMENT HISTORY AND PROGRAM OUCTOMES ALONG WITH AGENCY ORGANIZATION, RESOURCES AND ADMINISTRATION DEMONSTRATES STRONG FISCAL MANAGEMENT AND CONTROLS 5 5 20 SOUNDNESS OF APPROACH (30 POINTS MAXIMUM) COMPLETED APPLICATION 5 DESCRIPTION OF SERVICES CORRESPONDS WITH COMPREHENSIVE 15 SERVICES SOUGHT UNDER THIS RFP WILLINGNESS AND ABILITY TO COMPLY WITH PERFORMANCE STANDARDS OUTLINED IN RFP 10 PROJECT COSTS- (40 POINTS MAXIMUM) DETAILED COST SUMMARY WITH ITEMIZED COSTS IS INCLUDED 15 COSTS CORRESPOND WITH COMPREHENSIVE LIST OF SERVICES TO BE PROVIDED IN A SOUND AND EFFICIENT MANNER 25 TOTAL POINTS AVAILABLE 100 A MINIMUM OF 70 POINTS IS REQUIRED FOR A PROJECT TO BE CONSIDERED FOR FUNDING RECOMMENDATION 10/27/2006