Tenant Relocation Assistance Services

Request for Proposals (RFP)

Mandatory Proposers’ Conference

Friday, April 21, 2017

Eric Garcetti, Mayor

Rushmore D. Cervantes,

General Manager

City of Los Angeles Housing and Community Investment

Department (HCIDLA)

Agenda

o Introductions

o RFP Specifications

o General RFP Information

o Proposal Package

o Questions and Answers

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DISCLAIMER:

This PowerPoint presentation includes brief

descriptions of the RFP specifications and

requirements but does not fully elaborate on all

required elements.

Proposers are responsible for ensuring that

their proposal is complete and accurate

according to the information and requirements

contained in the full RFP.

RFP SPECIFICATIONS Tenant Relocation Assistance Services

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Services Solicited (RFP page 2)

This RFP seeks to solicit qualified housing

relocation contractors to develop and carry

out successful tenant relocation assistance

services. The contractors will assist eligible

displaced tenants in planning for and fulfilling

their long-term housing needs.

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Scope of Work (RFP pages 2-5)

1. Contact the tenant to ensure they provide the

information required in order to make the

assessment on the amount of relocation fees due

to the tenant.

2. Provide a maximum of five hours of relocation

services to eligible tenants referred by the City.

3. Relocation assistance services such as

developing personal action plans to assist tenant

in search for new housing.

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Scope of Work (RFP pages 2-5)

4. Provide additional relocation assistance services

in increments of up to three hours.

5. Attend a minimum of three hearings, one

workshop, and training sessions required by

HCIDLA .

6. Possess a strong knowledge of the Los Angeles

Municipal Code sections that pertains to relocation

assistance.

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Scope of Work (RFP pages 2-5)

7. Meet with HCIDLA staff on a quarterly basis.

8. Prepare and deliver monthly status reports to

HCIDLA on the progress of assistance services

provided to each tenant.

9. Allow HCIDLA to review Contractor’s records and

files on-site and upon request.

10.Create clear, accessible, and user-friendly

materials in both English and Spanish.

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Eligible Proposers (RFP page 5)

Proposals will be accepted only from individuals or

organizations that meet the following criteria. Proposers

must:

• Be qualified to conduct business in the State of

California as evidenced by the organization’s

business registration with the California Secretary of

State;

• Be in good standing with the Secretary of State, if a

corporation or limited liability company;

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Eligible Proposers (RFP pages 5)

• Have not been determined to be non-responsible or

been debarred by the City pursuant to the Contractor

Responsibility Ordinance.

• Have not been debarred by the federal government,

State of California or local government.

• If the proposer has contracted with the State of

California or the City of Los Angeles, it does not have

an outstanding debt that has not been repaid or for

which a repayment agreement plan has not been

implemented.

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Eligible Proposers (RFP pages 5)

• Have at least three (3) years experience performing

housing relocation and referral services for low and

moderate income tenants (as individuals or in

groups), and knowledge of landlord/tenant laws.

• Have the ability to operate the relocation assistance

service program immediately upon contract

execution.

• At a minimum, be able to offer services in both

English and Spanish, and arrange translation

services for other languages as needed.

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Eligible Proposers (RFP pages 5)

• Have experience resolving conflict between landlords

and tenants, while remaining neutral.

• Have experience working with public service

organizations.

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Budget Amount and Contract Term (RFP pages 5-6)

o Approximately $500,000 is anticipated to be

available for the Tenant Relocation Assistance

Services program for the fiscal year 2017-18,

depending on the services provided.

o Initial contract term shall commence on or about

November 1, 2017.

o Initial contract term is for one year, with an option to

extend for up to two (2) additional one-year terms.

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Fee Schedule (RFP page 6)

The fees that will be paid to the selected contractor are

set forth in the Los Angeles Municipal Code Section

151.09G1d and are adjusted annually. There is no

minimum guarantee. The program is based on received

and referred declarations. As of 07/01/2016 the current

fees are as follows:

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FEE TYPE FEE PER UNIT

Relocation Service Fee for Eligible Tenants $447

Relocation Service Fee for Qualified Tenants $718

Technical Assistance (RFP page 7)

All technical assistance questions* must be submitted by email

to: hcidla.planning@lacity.org, no later than Tuesday, May 9,

2017. When submitting questions, enter Tenant Relocation

Assistance Services RFP in the subject line.

A regularly updated Q&A document will be available on the LABAVN

website at www.labavn.org, which will contain all of the answers,

including those answered during this session.

To ensure fairness, no individual answers will be given.

*With the exception of those asked during the Proposers’ Conference

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Proposal Submission Deadline (RFP page 7-8)

Tuesday, May 23, 2017 (no later than 4:00 p.m.)

o Requires one (1) original & four (4) complete copies

o An electronic version in a properly labeled disk or memory

stick with the package.

o Can be hand or courier-delivered in a sealed package.

o If mailed, postmark no later than 11:59 p.m. Tuesday, May

23, 2017

o Obtain Proof of Mailing Certificate from USPS

ALL PROPOSALS HAND DELIVERED AFTER 4:00 P.M. PST ON

THE SUBMISSION DEADLINE OR POSTMARKED AFTER 11:59

P.M. PST ON THE SUBMISSION DEADLINE WILL BE

RETURNED UNOPENED TO PROPOSERS.

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Proposal Submission Deadline (cont.) (RFP page 7-8)

Submission Address

Los Angeles Housing and Community Investment Department

Attn: Contracts and Procurement Unit

1200 West 7th Street, 1st Floor, Public Counter

Los Angeles, CA 90017

No copies will be made by HCIDLA staff.

It is the sole responsibility of the proposer to submit a timely

submission. Proposers are encouraged to submit early to avoid

missing the 4:00PM deadline. No exceptions will be granted.

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Evaluation Factors (RFP page 8-9)

EVALUATION CRITERIA POINTS

Experience and Demonstrated Ability 35

Program Strategies, Procedures, and

Resources

40

Understanding Program Goals and

Objectives

25

TOTAL POINTS 100

Local Business Preference 5-8 pts.

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Proposal Review Process (RFP page 9)

oAll proposals shall be reviewed to determine that the

minimum eligibility requirements have been met. Ineligible proposers will be informed in writing.

oAll eligible proposals will be reviewed, scored, and ranked.

oEach eligible proposal shall be reviewed for costs that are reasonable, allowable, necessary, and competitive, as measured by a review of the line-item budget, and its competitive standing as compared to all other proposals.

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Proposal Review Process (cont.) (RFP page 9)

oA proposal’s fee schedule pricing will be judged based on

its proximity to the Department’s competitive market value pricing and other proposers’ pricing.

oAt the City’s sole discretion, oral interviews may be held with top scoring proposers. The results of the oral review may determine the final funding recommendations.

oSuccessful proposers shall be notified in writing about funding recommendations.

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Proposal Appeal Process (RFP pages 9-10)

oAppeal Rights - Proposers may appeal procedural issues

only.

oLetter of Appeals - Appeals shall be hand or courier

delivered to HCIDLA no later than within five (5) business

days from the date that the notification of the results of the

RFP was emailed. Written appeals may not include any

new or additional information that was not submitted with

the original proposal.

oReview Panel - A panel composed of selected staff will

review the appeal for this RFP. The decision of the panel

will be HCIDLA’s final recommendation.

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GENERAL RFP

INFORMATION Tenant Relocation Assistance Services

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Statements Required with Proposal (RFP pages 14-20)

oContractor Responsibility Ordinance (CRO) Questionnaire

oMunicipal Lobbying Ordinance CEC Form 50

oMunicipal Campaign Finance Ordinance CEC Form 55

oOnline - Equal Benefits Ordinance Compliance/First

Source Hiring Compliance Affidavits

oOnline - Slavery Disclosure Ordinance

oLiving Wage Ordinance and Service Contractor Worker

Retention Ordinance Exemption (If applicable)

oProposer Workforce Information/Non-Collusion Statement

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Statements Required with Proposal (cont.) (RFP pages 14-20)

oBusiness Services Implementation Plan Collaborator

Agreements

oList of Subcontractors (if applicable)

oBusiness Inclusion Program Outreach Summary

o Iran Contracting Act of 2010 Compliance Affidavit

oLocal Business Preference Program - Certification

Affidavit of Eligibility

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Business Inclusion Program (RFP page 19)

All bidders/proposers shall comply with the City’s

Business Inclusion Program requirements, identify sub-

contracting opportunities and outreach to:

o Minority Business Enterprises (MBE)

o Women Business Enterprises (WBE)

o Small Business Enterprises (SBE)

o Emerging Business Enterprises (EBE)

o Disabled Veteran Business Enterprises (DVBE)

o Other Business Enterprises (OBE) sub-consultants

Bidders must perform subcontractor outreach online 15

days prior to the RFP due date, per Attachment 6.

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Business Inclusion Program (cont.) (RFP page 19)

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Business Inclusion Program (cont.) (RFP page 19)

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Contract Execution Requirements (RFP pages 20-24)

o Insurance Certificates

oSecretary of State Documentation

oCorporate Documents

oCity Business License Number

oProof of IRS Number (W-9) or 501(c)(3)Letter from the

IRS for Non-Profit Organizations or Request for Taxpayer

Identification Number Form

oCertifications

oChild Support Assignment Orders

oFair Chance Initiative for Hiring Ordinance

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Living Wage Ordinance (LWO) and Service Contractor

Worker Retention Ordinance (SCWRO) (RFP pages 18-19)

oThe information, including forms and rules and regulations, is available on the Bureau of Contract Administrations (BCA) webpage at http://bca.lacity.org/index.cfm.

o Effective Dates: July 1, 2016 - June 30, 2017

o $11.27 per hour with health benefits of at least $1.25 per hour OR

o $12.52 per hour without health benefits.

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PROPOSAL PACKAGE Tenant Relocation Assistance Services

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General Preparation Guidelines (RFP pages 26-27)

oProposal submitted in the legal name of firm

oMust submit one (1) original and four (4) copies

oMust submit an electronic version in a properly labeled disk or memory stick.

oMust include cover letter

oMust be in English language

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General Preparation Guidelines (cont.) (RFP pages 26-27)

oNarratives limited to pages indicated

oPages must be numbered

oUse the indicative mood (will, shall, etc.) in narratives so that proposals can be easily converted to contract form

oThe Proposal Checklist lists all narratives, attachments and certifications that must be included

oAnswers should be concise

oClearly identify the service(s) to be provided

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Narratives (RFP pages 27-28)

Narrative 1: Experience and Demonstrated Ability (8

pages)

oSummarize your organization's qualifications to

successfully provide Tenant Relocation Assistance

Services.

oState your philosophy and approach to housing referral

and tenant relocation, in addition to your competitive

strengths as they relate to this RFP.

o Identify specific individuals who will be working on the

project. Include team member biographies, client

references, and a description of sub-contractors.

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Narratives and Exhibits (cont.) (RFP pages 27-28)

Narrative 1: Experience and Demonstrated Ability (8

pages)

oDescribe up to three projects or campaigns managed or

created by your organization that indicate a capacity to

advance the goals of this RFP.

o Include letters of recommendation from public service

organizations that your organization has successfully

worked with in the past.

oPlease disclose if your organization, or any partners or

subcontractors, have been terminated from a project

during the past two years.

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Narratives and Exhibits (cont.) (RFP pages 27-28)

Narrative 2: Program Strategies, Procedures, and

Resources (8 pages)

oDescribe the strategies and procedures your organization

intends to propose for assessing displaced tenants’

housing needs, and for providing housing referral and

relocation services that meet each tenants’ criteria.

oDescribe the various printed and presentation-style

materials you intend to produce, and explain how each is

suitable for the services required by this RFP.

o If applicable, describe the various available resources

and/or networks that will maximize the effectiveness of the

tenant relocation assistance services program.

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Narratives and Exhibits (cont.) (RFP pages 27-28)

Narrative 3: Understanding the Goals & Objectives of

Tenant Relocation Assistance Program, RSO & LAMC

Sections (4 pages)

oExplain why the Tenant Relocation Assistance Program

was created and what are the goals and objectives of the

program.

oExplain the determination categories, noting related

LAMC sections, describe the related factors used to

determine the relocation assistance fees due to tenants

and the current relocation assistance amounts. Are there

any exceptions to the determination factors? If so, please

explain.

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Proposal Checklist (Attachment 1) (RFP pages 29)

oServes as the Table of Contents for your proposal and as

a guide for all documents, which must be submitted with

your proposal.

oLists all narratives, attachments, exhibits and certifications

(if applicable) that must be included as part of the

proposal.

o Indicate in the page number column where the

information can be found in your proposal.

o Insert the attachments where they are indicated on the

Proposal Checklist.

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QUESTIONS &

ANSWERS Tenant Relocation Assistance Services

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Questions & Answers

• Questions and answers from today’s Proposers’

Conference will be posted on the LABAVN

website.

Thank you!

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