FISCAL YEAR 2015-2016 COMMUNITY DEVELOPMENT …...information and access to clients on affordable housing opportunities, mortgage loans, down payment assistance programs, mortgage

2015-16 CDBG Housing Counseling Request for Proposals (RFP) Guidelines

FISCAL YEAR 2015-2016

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)

HOUSING COUNSELING REQUEST FOR PROPOSAL (RFP)

PROPOSAL INSTRUCTIONS

RFP Available: Friday, Dec. 18, 2015

Proposals Due: 3 p.m. MST Friday, Jan. 15, 2016

Neighborhood Services Department, fourth floor 200 W. Washington St., Phoenix, AZ 85003

Contact Person: Christy Blake, Project Manager

[email protected]

To receive this information in an alternative format, contact the Neighborhood Services Department 200 W. Washington St., fourth floor,

Phoenix AZ 85003 ; 602-534-4444; TTY 602-495-0685. Para recibir este boletin informativo en español, póngase en contacto con el Departamento de Vecindarios al

602-534-4444, ó por correo electrónico a [email protected] en la internet.


TABLE OF CONTENTS

SECTIONS PAGE

SECTION 1 – HOUSING COUNSELING RFP PRIORITIES

3

SECTION 2 – INTRODUCTION TO CDBG AND PROPOSER INSTRUCTIONS

5

SECTION 3 – DEFINITION OF KEY WORDS

9

SECTION 4 – INSURANCE REQUIREMENTS

11

SECTION 5 – GUIDE TO COMPLETING THE PROPOSAL FORM

14

SECTION 6 – PROPOSAL REVIEW PROCESS AND EVALUATION CRITERIA

17

SECTION 7 – REPORTING REQUIREMENTS FOR FUNDED AGENCIES

19

SECTION 8 – FREQUENTLY ASKED QUESTIONS

20

SECTION 9 – PROPOSER CHECKLIST

21

SECTION 10 – OTHER REQUIRED INFORMATION

22


SECTION I HOUSING COUNSELING PRIORITIES AND ALLOCATION

Neighborhood Services Department Request for Proposals (RFP) This CDBG program is intended to provide comprehensive housing counseling services to assist homebuyers and homeowners Meeting HUD’s low- and moderate-income criteria of up to 80 percent Area Median Income (AMI). Preference will be given to respondents that provide housing counseling to increase the awareness of homeownership opportunities including access to mortgage credit and down payment and closing cost assistance programs; default counseling services to intervene in and prevent foreclosure; and that provide effective outreach, intervention and resolution to homeowners that have been victims of deceptive lending practices. The city of Phoenix is seeking qualified housing counseling agencies to provide the following services with CDBG Funds:

o Pre-Purchase Housing Counseling and Homebuyer Education o Homebuyer Re-entry, Credit Improvement and Debt Reduction Strategies o Mortgage Default, Foreclosure Prevention and Predatory Lending Mitigation Counseling o Non-Delinquency, Post-Purchase Counseling and Financial Management

Total allocation available for the 2015-2016 fiscal year is $100,000. Maximum Request: $45,000 CDBG PRIORITY AREAS: PRE-PURCHASE HOUSING COUNSELING AND HOMEBUYER EDUCATION Pre-purchase housing counseling and homebuyer education services include providing outreach, information and access to clients on affordable housing opportunities, mortgage loans, down payment assistance programs, mortgage qualification process, budgeting strategies, shopping for a home, good neighbor principles, and the responsibilities and advantages of homeownership. This may include one-on-one counseling and homebuyer classes using HUD-approved curriculum. Experience in delivering mortgage and down payment/closing cost assistance programs is an important aspect of the proposal. Details of any HUD-funded or other down payment programs the organization offers clients, either directly or through referral, and the role played by organization staff in qualifying buyers for mortgages or down payment assistance, will be reviewed and compared. Selection criteria include the organization’s experience calculating HUD income eligibility and the training and experience organization personnel has with CDBG. Proposers should provide detailed information on how they intend to provide these services to the community, how referrals are received and tracked, and how both short- and long-term outcomes are recorded. HOMEBUYER RE-ENTRY, CREDIT IMPROVEMENT AND DEBT REDUCTION STRATEGIES Homebuyer re-entry, credit improvement and debt reduction strategies include providing outreach, information and access to affordable housing opportunities, mortgage loans, credit improvement strategies, debt reduction and budgeting strategies, down payment assistance programs, mortgage qualification process, shopping for a home, good neighbor principles and the responsibilities of homeownership to those that have gone through the foreclosure process and are looking at re-entry into the homebuyer market. This may include one-on-one counseling and homebuyer classes.


Experience in delivering mortgage and down payment/closing cost assistance programs is an important aspect of the proposal. In addition, homebuyers who have gone through foreclosure may need additional education, such as how to improve credit and how to better manage debt, so that they can avoid foreclosure in the future. Details of any HUD-funded or other down payment programs the organization offers clients, either directly or through referral, and the role played by organization staff in qualifying buyers for mortgages or down payment assistance, will be reviewed and compared. Selection criteria include the organization’s experience calculating HUD income eligibility and the training and experience organization personnel has with CDBG. Proposers should provide detailed information on how they intend to provide these services to the community, how referrals are received and tracked, and how both short and long-term outcomes are recorded. MORTGAGE DEFAULT, FORECLOSURE PREVENTION & PREDATORY LENDING MITIGATION COUNSELING This service is intended to provide comprehensive housing counseling services to assist homeowners in evaluating all options in preventing or resolving mortgage delinquency or foreclosure. It includes one-on-one mortgage default counseling services to intervene in and prevent foreclosure where possible. This may include: effective outreach, education, mitigation counseling services, crisis budgeting in support of the Home Affordable Modification Program (HAMP), Home Affordable Refinance Program (HARP) or other similar governmental programs, credit or refinancing counseling and loan document interpretation. Additional efforts may include education on, identifying and addressing deceptive or predatory lending practices, referrals to the state Attorney General’s Office, CFPB or other legal resources and potential ‘triage’ counseling linked to intervention events and/or Housing Finance Agency (HFA) programs. Proposers should provide detailed information on how they intend to provide these services to the community, how referrals are received and tracked, and how both short and long-term outcomes are recorded. NON-DELINQUENCY, POST PURCHASE COUNSELING AND FINANCIAL MANAGEMENT Non-delinquency, post purchase counseling and financial management includes providing outreach, education and assistance to clients who have recently closed on a mortgage loan or purchased a new home. This may include one-on-one counseling and homeowner classes on understanding the terms, conditions, or features on new home loans, financial and credit management, budgeting strategies including saving for critical housing related expenses such as maintenance, home improvements, or in case of unexpected financial hardships, managing property insurance, homeowners associations and taxes, or strategies and resources to reducing monthly expenses. Proposers should provide detailed information on how they intend to provide these services to the community, how referrals are received and tracked, and how both short and long-term outcomes are recorded.


SECTION 2 INTRODUCTION TO CDBG AND PROPOSER INSTRUCTIONS

INTRODUCTION TO THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM The CDBG program, funded by HUD and administered by the city of Phoenix Neighborhood Services Department, has been serving the community since 1975. The RFP is issued for nonprofit, HUD-approved housing counseling agencies serving city of Phoenix residents. The proposal form and detailed instructions in Section 6 of this document are available to help in the development of the proposal. The CDBG program provides annual grants on a formula basis to entitlement cities and counties. The national objectives of the CDBG program are to develop viable urban communities by providing decent housing and a suitable living environment, and by expanding economic opportunities, principally for low- and moderate-income people. ELIGIBLE CDBG HOUSING COUNSELING SERVICE PRIORITIES: • Pre-Purchase Housing Counseling and Homebuyer Education • Homebuyer Re-entry, Credit Improvement and Debt Reduction Strategies • Mortgage Default, Foreclosure Prevention and Predatory Lending Mitigation Counseling • Non-Delinquency, Post-Purchase Counseling and Financial Management ELIGIBILE CDBG PROPOSERS: Nonprofit Organizations – Only nonprofit organizations are eligible to apply for these programs. Proposer must be a nonprofit Arizona corporation by the time of proposal submission. The primary program beneficiaries must be low-and moderate-income city of Phoenix residents. HUD-Approved Housing Counseling Agencies – Organizations must be a current HUD-approved Housing Counseling Agency at the time of proposal, and must maintain that status throughout the duration of the contract. Proposers Seeking Continuation Funding - Proposers awarded previous contracts for city of Phoenix CDBG housing counseling services must have invoiced for at least 50 percent of the value of the contract. INELIGIBLE ACTIVITIES AND EXPENSES • Services that do not serve Phoenix residents • Services that do not primarily serve low-, moderate-income persons (80 percent AMI) • Political activities • Income payments • Stipends • Marketing/fundraising activities • Gifts / Awards • Programs / services that promote religion • Payment of debt or pre-project expenses • Entertainment, furnishings and personal property purchases


• Equipment, fixtures, motor vehicles, furnishings, or other personal property not an integral structural fixture are generally ineligible.

PREMATURE COMMITTING OR EXPENDING FUNDS Program expenses that have been committed or spent prior to City Council approval and execution of the CDBG contract with the city are not eligible for reimbursement. ACCESSIBILITY TO PERSONS WITH DISABILITIES Programs, information, participation, communications and services must be accessible to persons with disabilities and comply with the Americans with Disabilities Act (ADA). PROPOSAL BUDGET Using Schedule A, complete the proposal budget including Personnel Services (salaries) and other project cost components identified as necessary to carry out the activities. The budgeted CDBG funding request must match the funding amount identified in proposal Question 2. The other two columns should list cash and/or in-kind resources that will be used for the proposed program.

CDBG Program Funds: CDBG dollars will only be used to pay for program and professional services. If CDBG funds are requested to pay for Personnel Services (salaries), Schedule B must be completed for the positions to be funded. No indirect expenses may be charged. Personnel: Complete Schedule B if Personnel Services (salaries) are paid with CDBG. Fill in the position title for each employee who will work on the project and be paid with CDBG.

CLARITY OF RFP CONTENTS The content and clarity of your proposal are critical. Proposers should take extra care in developing a clear, concise proposal and measurable, results-oriented goals. EQUAL EMPLOYMENT OPPORTUNITY REQUIREMENTS Any proposer shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age or disability nor otherwise commit an unfair employment practice. The proposer shall ensure that employees are dealt with during employment without regard to their race, color, religion, sex, national origin, age or disability. Such action shall include but not be limited to the following: Employment, promotion, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rate of pay or other forms of compensation; and selection for training; including apprenticeship. Proposers will be further required to agree that these requirements will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this proposal. PUBLIC RECORDS All proposals submitted in response to the Request for Proposal shall become the property of the city and shall become a matter of public record available for review pursuant to Arizona state law after the award notification. The city of Phoenix is obligated to abide by all public information laws.


LEGAL WORKER REQUIREMENTS

As mandated by Arizona Revised Statutes 41-4401, the city of Phoenix is prohibited after September 30, 2008, from awarding a contract to any contractor who fails, or whose subcontractors fail, to comply with Arizona Revised Statute 23-214-A. That statute requires that employers verify the employment eligibility of their employees through the federal E-verify system. In signing or performing any contract for the city, the Agency fully understands that any subcontractors it may use must comply with all federal immigration laws and with A.R.S. 23-214-A. The city is authorized by law to randomly inspect the records relating to an employee of the Contractor or any of its subcontractors who works on the contract to ensure compliance.

SPECIAL TERMS AND CONDITIONS FOR CDBG PROPOSERS:

1. Proposers must be an incorporated nonprofit in Arizona by proposal submittal. 2. Proposers must be a HUD-approved Housing Counseling Agency by proposal submittal, and

must maintain that approval status throughout the contract.

3. Proposers Seeking CDBG Continuation Funding - Proposers awarded previous contracts for city of Phoenix CDBG housing counseling services must have invoiced for at least 50 percent of the value of the contract.

4. Programs must primarily serve low- or moderate-income Phoenix residents (80 percent AMI or

less). 5. The city requires $2 million aggregate insurance coverage. See Section 4 for more

information. 6. Congress created the CDBG programs and federal regulations apply. CDBG-funded agencies

will be required to comply with all federal regulations associated with the funding and will be required to submit documents demonstrating administrative and financial capacity to manage a CDBG project.

7. Proposals are reviewed through a competitive process. 8. Funded program records are subject to review by the city of Phoenix and/or HUD. 9. Equal Opportunity and nondiscrimination employment practices and ADA requirements apply;

a Drug Free Work Place is required. 10. Agencies are responsible for Workers’ Compensation benefits, or claims by employees, and

must indemnify and hold the city harmless against any and all claims. 11. Funded agencies cannot be indebted to the IRS or any public entity nor have judgments or

liens. 12. All proposers must comply with state and city licenses, zoning, permit and other related

requirements. WEB SITE / STAFF CONTACTS Interested Proposers may download the complete RFP in PDF format from phoenix.gov/solicitations. Internet access is available at all city of Phoenix public libraries. To receive the RFP guidelines in


alternative print/audio formats, contact the Neighborhood Services Department ADA Liaison, 200 W. Washington St., Phoenix, AZ 85003, voice number 602-534-4444; TTY 602-495-0685.

PROPOSAL WITHDRAWAL An organization Proposer may withdraw the proposal by submitting a request in writing to the Proposal Contact: Christy Blake, Neighborhood Services Department, 200 W. Washington St., fourth floor, Phoenix, AZ 85003. PROPOSAL REVIEW PROCESS The Proposal Review Process is described in Section 7 of the Proposal Instructions. Before filling out the proposal, agencies should review the scoring criteria. The Proposal Review Panel will use these criteria to evaluate and score each proposal. City staff will review all proposals for eligibility and completeness. Only those proposals that staff determine satisfy the RFP criteria will be distributed to the Proposal Review Panel. PROPOSAL CONSIDERATIONS AND SUBMISSION The proposal, not including requested attachments, should be limited to 15 pages in 12 point font. All pages must be consecutively numbered. Check budget numbers for mathematical accuracy. Proposals must be in the actual possession of the city at the Neighborhood Services Department, 200 W. Washington St., fourth floor on Friday, Jan. 15, 2016, no later than 3 p.m. Mountain Standard Time.

1. Proposal Copies: Submit one original and four (4) unbound copies. Your completed proposal packet must include:

a. Proposal (maximum 15 pages in 12 point font) b. Organizational Chart c. Board of Directors d. Proof of status as HUD-Approved Housing Counseling, including expiration date.

2. Responsive Proposals: Proposals must meet all the material requirements of the RFP. Only

those proposals determined to be responsive will be evaluated and scored by the Review Committee in accordance with the proposal evaluation criteria set forth in Section 7.

3. Late Proposals: Late proposals will not be accepted, regardless of the reason.

4. Non-Responsive Proposals: Proposals deemed non-responsive or ineligible will not be

evaluated or considered for award. Examples of non-responsive proposals include: • Submissions by agencies that do not provide proof of current status as a HUD-

Approved Housing Counseling Agency, including those for whom the approval status has expired.

• Submissions by agencies that are not registered nonprofits in Arizona. • Proposals that are not eligible or do not conform to the RFP criteria.

SYSTEM FOR AWARD MANAGEMENT The System for Award Management (SAM) is the Official U.S. Government system that tracks federal contracts, including city of Phoenix CDBG contracts. Selected contractors of the RFP will be required to register in SAM.gov prior to receiving a city contract. Registration in SAM is NOT required to submit a Request for Proposal.


SECTION 3 DEFINITION OF KEY WORDS

CONFLICT OF INTEREST The Offerors acknowledge that any contract resulting from this RFP is subject to cancellation by the city pursuant to the provisions of Section 38-511, Arizona Revised Statutes. Conflicts of interest (or appearance thereof) can plague activities supported with federal funds. The general rule is that no employee, board member, officer, agent, consultant, elected official or appointed official of the recipients or sub-recipients that are receiving funds under a CDBG assisted project who have responsibilities with respect to the CDBG activities or are in a position to participate in decision-making processes or have access to inside information with regard to the activities can obtain a financial interest or benefit from a CDBG-assisted activity during their tenure or for one year thereafter (Federal Regulation 24 CFR 570.611). Agencies should maintain a written code of standards of conduct governing the purchase of materials, products, supplies and services, and awarding and administering sub-recipient contracts. Personnel involved in the procurement process must be trained to recognize situations that create conflicts of interest, or the appearance of a conflict of interest. The organization personnel should:

• Be familiar with the organization's code of ethics and potential conflict of interest issues • Not take gifts or gratuities from persons or organizations associated with the procurement

process.

CDBG ELIGIBILITY The term "low- and moderate-income" shall be defined as at or below 80 percent of the median income adjusted for family size for the area as defined in Section 102 of the Housing and Community Development Act of 1974, as amended.


2015 INCOME LIMITS – MARICOPA COUNTY, ARIZONA

Maricopa County, Arizona

FY 2015 Income Limit Area

Median Income

FY 2015 Income Limit Category

1 Person

2 Person

3 Person

4 Person

5 Person

6 Person

7 Person

8 Person

Maricopa County

$64,000

Extremely Low (30%) Income Limits

$13,450

$15,930

$20,090

$24,250

$28,410

$32,570

$36,730

$40,890

Very Low (50%) Income Limits

$22,400

$25,600

$28,800

$32,000

$34,600

$37,150

$39,700

$42,250

Low (80%) Income Limits

$35,850

$41,000

$46,100

$51,200

$55,300

$59,400

$63,500

$67,600

MATCHING AND IN-KIND FUNDS Matching funds are other organization (non-CDBG) resources immediately accessible and firmly committed funding ready to be applied to the project. Matching funds can include a blend of cash, loans or in-kind resources available to finance the project costs. These resources must be firmly assigned and immediately available for the project. In-kind contributions must have a specific dollar value established in accordance with generally accepted accounting principles. The basis of determining the value for personal services and donated materials and supplies must be identified and documented in the proposal. Volunteer services may be counted if the service is an integral and necessary part of an approved CDBG-funded project. Rates for hours should be consistent with those paid for similar work. The value assigned to donated materials and supplies should be reasonable and should not exceed market value at the time of donation.


SECTION 4 INSURANCE REQUIREMENTS

If the proposal is funded, the organization will enter into a contract with the city of Phoenix. All city contracts require insurance and indemnification language so that the responsibility for paying claims is established with the organization and ensures that financial resources are available to pay claims. Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this contract are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The city in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor, his agents, representatives, employees or subcontractors and Contractor is free to purchase such additional insurance as may be determined necessary.

A. MINIMUM SCOPE AND LIMITS OF INSURANCE - Contractor shall provide coverage with limits of liability not less than those stated below. An excess liability policy or umbrella liability policy may be used to meet the minimum liability requirements provided that the coverage is written on a “following form” basis.

1. Commercial General Liability – Occurrence Form

Policy shall include bodily injury, property damage and broad form contractual liability and XCU coverage.

• General Aggregate $2,000,000 • Products – Completed Operations Aggregate $1,000,000 • Personal and Advertising Injury $1,000,000 • Each Occurrence $1,000,000

a. The policy shall be endorsed to include the following additional insured language: "The city of Phoenix shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor".

2. Automobile Liability

Bodily Injury and Property Damage for any owned, hired, and non-owned vehicles used in the performance of this Contract.

• Combined Single Limit (CSL) $1,000,000

a. The policy shall be endorsed to include the following additional insured language: "The city of Phoenix shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor, including automobiles owned, leased, hired or borrowed by the Contractor".

3. Worker's Compensation and Employers' Liability

Workers' Compensation Statutory Employers' Liability Each Accident $100,000


Disease – Each Employee $100,000 Disease – Policy Limit $500,000

a. Policy shall contain a waiver of subrogation against the city of Phoenix.

b. This requirement shall not apply when a contractor or subcontractor is exempt under A.R.S. 23-901, AND when such contractor or subcontractor executes the appropriate sole proprietor waiver form.

4. Professional Liability (Errors & Omissions Liability)

The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services section of the Contract.

Each Claim $1,000,000 Annual Aggregate $2,000,000

In the event that the professional liability insurance required by the Contract is written on a claims-made basis, Contract warrants that any retroactive date under the policy shall precede the effective date of the contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of the two (2) years beginning at the time work under this Contract is completed.

B. ADDITIONAL INSURANCE REQUIREMENTS: The policies are to contain, or be endorsed to contain, the following provisions:

1. On insurance policies where the city of Phoenix is named as an additional insured, the city of

Phoenix shall be an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract.

2. The Contractor's insurance coverage shall be primary insurance and non-contributory with respect to all other available sources.

C. NOTICE OF CANCELLATION: For each insurance policy required by the insurance provisions of this Contract, the Contractor must provide to the city, within 2 business days of receipt, a notice if a policy is suspended, voided or cancelled for any reason. Such notice shall be mailed, emailed, hand-delivered or sent by facsimile transmission to Christy Blake, City of Phoenix Neighborhood Services Department, 200 W. Washington St., fourth floor, Phoenix AZ 85003.

D. ACCEPTABILITY OF INSURERS: Insurance is to be placed with insurers duly licensed or authorized to do business in the state of Arizona and with an “A.M. Best” rating of not less than B+ VI. The city in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.

E. VERIFICATION OF COVERAGE: Contractor shall furnish the city with certificates of insurance (ACORD form or equivalent approved by the city) as required by this Contract. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and any required endorsements are to be received and approved by the city before work commences. Each insurance policy required by this Contract must be in effect at or prior to commencement of work under this Contract and remain in effect for the duration of the project. Failure to maintain the insurance policies as required by this Contract or to provide evidence of renewal is a material breach of contract.

All certificates required by this Contract shall be sent directly to Christy Blake, City of Phoenix, Neighborhood Services Department, 200 W. Washington St., fourth floor, Phoenix, AZ 85003.


The city project/contract number and project description are to be noted on the certificate of insurance. The city reserves the right to require complete, certified copies of all insurance policies required by this Contract at any time. DO NOT SEND CERTIFICATES OF INSURANCE TO THE CITY'S RISK MANAGEMENT DIVISION.

F. SUBCONTRACTORS: Contractors’ certificate(s) shall include all subcontractors as additional insured(s) under its policies or Contractor shall furnish to the city separate certificates and endorsements for each subcontractor. All coverage(s) for subcontractors shall be subject to the minimum requirements identified above.

G. APPROVAL: Any modification or variation from the insurance requirements in this Contract must have prior approval from the city of Phoenix Law Department, whose decision shall be final. Such action will not require a formal contract amendment, but may be made by administrative action.


SECTION 5 GUIDE TO COMPETING THE PROPOSAL FORM

The following step-by-step guide is provided to help agencies respond to the proposal questions. 1. Proposer Information. Complete name of organization requesting funding. Include contact

information for person available to answer questions regarding proposal. 2. Funding Request CDBG. Provide the dollar amount of CDBG funds requested. Historically,

CDBG Housing Counseling grants have been awarded in the range of $10,000 to $40,000. 3. Housing Counseling Programs. Check all that apply to your proposal / organization. These

are the only priorities that will be considered for funding. See page 3 of these instructions for description of the priorities.

4. Meeting the CDBG National Objective. All projects must meet the HUD low- and moderate-

income objective. 5. Certification. Print the name and title of the individual authorized to bind the Proposer. The

authorized agent must also sign the proposal on the organization’s behalf.

ORGANIZATION INFORMATION

6. Describe the organization’s purpose/mission. Provide an overview of the proposing

organization's mission or purpose. 7. Organizational Chart and Board of Directors. Please indicate that you have attached to your

proposal both an Organizational Chart, and a list of Board of Directors. 8. Taxpayer Identification No. (TIN). List your Taxpayer Identification Number that the Internal

Revenue Service provides. 8a. DUNS Number. List your DUNS number. If the agency does not have a DUNS number, please

request one by accessing the following website: fedgov.dnb.com/webform/newReq.do. The DUNS number should be free of charge.

9. Arizona Nonprofit Incorporated. Please indicate Yes or No, and provide the date of

incorporation. 10. HUD-Approved Housing Counseling Agency. Provide a copy of the approval letter/form, and

the expiration date.


PROPOSED SERVICES/WORKPLAN

11. Describe the services (activities, objectives and outcomes) your organization will

provide, the target population, how many people will be served and how your organization plans to deliver the services. Be concise in stating the nature of the service(s) and what costs, positions and operating expenses will be funded with CDBG funds requested. Provide a brief description of how services will be carried out and how you will reach your target population. Provide a brief description of the client target population to be served by this program, including the total number of persons to be served in the program year and the geographic service boundaries.

12. Define the measurable outcomes and objectives of the proposed services.

Briefly describe the services to be provided to your target population and include, for each activity, an objective, outcome and an outcome measurement. For example, “Provide financial literacy classes to children aged 8- 12 years living in or going to school in low- and moderate-income areas.” Define the goals of each activity. For example, “Children will learn and understand basic money management skills.” List the specific measurable outcomes of each activity. For example, “Provide five workshops serving 15 children in each workshop, after which at least 10 children will open a savings account”.

13. Describe how these outcomes and objectives will be measured, tracked and reported,

and how follow-up will be conducted. Describe the organization’s strategies and/or tracking systems used to ensure consistent follow through and progress of the funds for which you are applying. Describe and/or give examples of tracking reports designed to follow-up on outcome of housing counseling services.

ORGANIZATION EXPERIENCE AND CAPACITY

14. Please describe the successful experience of your organization to deliver housing

counseling services for federally funded programs (i.e. CDBG, etc). Please describe the training and experience your staff has in delivering the counseling services for which you are requesting funding.

15. Please provide details of any down payment and/or closing cost assistance programs to which your organization utilizes or has access to. Please describe your organization’s experience providing these services.

16. Please describe the strategies your organization employs to provide successful re-

entry and one-on-one counseling assistance to former homeowners interested in a path to homeownership. Describe your experience in outreach, education, one-on-one counseling, credit improvement and debt reduction strategies, etc. Include proposed short- and long-term outcome planning milestones and support, monitoring and tracking progress, and familiarity with Individual Development Accounts or other down payment savings plans.

17. Please describe the services your organization offers new or long-time homeowners,

which provide information and resources to help maintain a financially sustainable household. Describe your experience in outreach, education, one-on-one counseling, credit improvement and debt reduction strategies, etc. Include proposed short- and long-term outcome planning milestones and support, monitoring and tracking progress, and familiarity with Individual Development Accounts or other down payment savings plans.


18. Describe your organization’s experience calculating income eligibility using HUD guidelines and the methods used (Section 8, Census long form or IRS adjusted gross).

19. Describe your staff’s experience in conducting follow-up to track progress and outcomes of various forms of housing counseling services.

20. Describe your organization’s outreach and marketing strategies to reach clients and explain how client referral is received.

21. An important factor in awarding CDBG funds is recent, relevant and successful

experience of staff to undertake eligible program activities in compliance with CDBG regulations. Please describe the training and experience your organization’s staff has with CDBG funds.

22. Has a single audit identified any concerns or findings with your organization over the

past three years? If yes, what were they and how were they resolved?

TRACK RECORD / CAPACITY with Federally Funded Programs

23. Organization Performance History with Federally Funded Programs

Provide information on the most recent CDBG-funded programs administered by your organization. Please list city of Phoenix-funded programs first. If your organization has never received a CDBG grant, list other recent programs. Complete all fields or write “None” for not applicable. If funded with CDBG, Neighborhood Stabilization Program (NSP) or a Housing Department Funding Source in a prior year, list the most recent program and outcomes. If listing a current Phoenix CDBG or grant, indicate the project status where indicated, i.e.; timely monthly reports and reimbursement requests (untimely reports are those that are overdue 60 days), award amount, and expended funds. Other funding sources can include projects carried out by volunteers. Indicate the number of persons served and the program outcomes.

SCHEDULES

Schedule A – The Budget

CDBG dollars may be used to pay for direct program related costs. If your proposal is funded, expenditures must be documented with receipts and or invoices that verify the expense was incurred.

Schedule B – Personnel Schedule Complete Schedule B to provide information on the positions to be funded with CDBG.


SECTION 6 PROPOSAL REVIEW PROCESS & EVALUATION CRITERIA

• All proposals will be reviewed by city staff for eligibility, completeness and feasibility. • Proposals that are deemed ineligible will not be considered for funding and not forwarded to the

Proposal Review Panel. • The Proposal Review Panel will review, evaluate and score each proposal based on the criteria

summarized in RFP. • The Proposal Review Panel will rank the proposals and submit those to respective city department

management for funding recommendations. • Neighborhood Services Department management will brief the Neighborhoods, Housing and

Development Subcommittee on the proposal process and current status. FY 2015 – 2016 CDBG HOUSING COUNSELING PROPOSAL REVIEW CALENDAR Request for Proposals (RFP) Opens Dec. 18, 2015 RFP Closes/ Proposals Due Jan. 15, 2016

3 p.m. MST Subcommittee / City Council Meetings February /March 2016 Award Notification Letters Sent March 2016

Funds Available April 2016

PROPOSAL EVALUATION CRITERIA

Proposal Funding $ Continuation Project?


Number: Request: (was the same project funded last year)

Proposer Name:

Services Proposed:

____Pre-Purchase Housing Counseling and Homebuyer Education ____Homebuyer Re-entry, Credit Improvement and Debt Reduction Strategies ____Mortgage Default, Foreclosure Prevention and Predatory Lending Mitigation ____Non-Delinquency, Post-Purchase Counseling and Financial Management

PROPOSED SERVICES/ WORKPLAN (0 to 10 points) • Proposal clearly addresses the identified RFP priorities. • Clearly defined services, service delivery workplan, target population and number of

individuals to be served. • Results-oriented, measurable outcomes and objectives, which are challenging yet realistic,

and a clear system for tracking and reporting these. • Clear description of processes for instilling good neighbor principles and for leveraging

matching funds. • Proposal questions are clearly and fully addressed.

ORGANIZATION CAPACITY AND EXPERIENCE (0 to 10 points)

• Prior organization and staff experience with documented results in the type of work being proposed.

• Fiscal and organizational capacity to implement project. • Organizational outreach and customer service experience described. • Proposal questions are clearly and fully addressed.

TRACK RECORD/CAPACITY WITH FEDERALLY FUNDED PROGRAMS (0 to 10 points)

• Prior experience with documented results in the federally funded programs, preferably CDBG. • Proposal questions are clearly and fully addressed. • Audit or monitoring findings are clearly reported and explained.

PROJECT BUDGET (0 to 10 points)

• Funding request is realistic and budget/expenses are reasonable. • Funds are appropriate for the project. • Documented leverage or other committed resources, • Project is ready to start in 2016, i.e., all financial and in-kind resources are on hand.

CRITERIA POOR FAIR AVERAGE GOOD EXCELLENT

Proposed Services/ Workplan 1 2 3 4 5 6 7 8 9 10

Organization Capacity and Experience 1 2 3 4 5 6 7 8 9 10

Track Record/Capacity with Federally Funded Programs

1 2 3 4 5 6 7 8 9 10

Project Budget 1 2 3 4 5 6 7 8 9 10

TOTAL POINTS =


SECTION 7 REPORTING REQUIREMENTS FOR CDBG FUNDED AGENCIES Organizations ultimately receiving FY 2015-16 city of Phoenix CDBG funding should be aware of several reporting requirements briefly explained in this section. Programmatic reports and reimbursement requests are mandatory and due monthly. Why Accurate Reports are Necessary: CDBG funds are distributed to agencies throughout the city of Phoenix; however the funds originate at the federal level through HUD. The city of Phoenix is required to document the accomplishments of each grant given to funded agencies. HUD is currently evaluating the overall impact of the CDBG programs, so it is of utmost importance that accurate accomplishments are recorded in order to show how Phoenix and its subrecipient agencies are making use of the funds. What will be Required of Federally Funded Agencies: The following is a list of requirements expected for agencies. This list can be changed at any time prior to contract execution, depending upon the guidelines given to the city of Phoenix from HUD. This list is therefore not exhaustive; it is simply a guide so that agencies can be aware of any documentation that may be required for tracking clients.

• Amount of money leveraged for the program (how much money went into the program, total of CDBG and all other funds).

• Number of persons assisted. • Income levels of persons assisted (30, 50, or 80 percent of the median income, adjusted

for family size). • Race and ethnicity of the persons assisted. • Number of home purchased as a result of housing counseling assistance.

Please note that each organization receiving funds will be assigned a project manager who will be available to provide technical assistance, particularly in the reporting/data collection process. Project managers will provide funded agencies with several tracking and reporting tools to help agencies submit timely and accurate monthly reports.


SECTION 8 FREQUENTLY-ASKED QUESTIONS

1. My organization is not a 501(c)3, can we still apply? Yes, agencies are not required to be a 501(c)3 to apply for CDBG Housing Counseling funds through the city of Phoenix. However, organizations must be an incorporated nonprofit in the state of Arizona at the time of proposal.

2. If our proposal is funded, when will we receive our grant? Funded agencies will enter into a contract with the city of Phoenix for their grant award. Contracts will execute pending City Council approval, and after current Housing Counseling contracts have expired. CDBG grants are made on a REIMBURSEMENT basis. Funded agencies will be reimbursed monthly for expenses incurred after providing required back-up documentation and the monthly report.

3. What sort of reporting will be required of our organization if we are funded? Funded agencies are required to submit a detailed monthly report stating the program accomplishments have been achieved. For example, number of clients and race/ethnic breakout of clients served. Detailed expense reports and back-up information will be required for all expenses for which the organization is requesting reimbursement. See the reporting requirements section of the RFP. More detailed instructions will be provided during the contract discussion and throughout the contract.

4. Can I attach additional pages or letter of support to my proposal? No, do not include letters of support or other information not specifically requested.


SECTION 9 PROPOSER CHECKLIST Before you submit your proposals, please review the following list to be sure your proposals are complete and that your organization has not forgotten any key elements. � Proposal limited to no more than 15 pages, including the budget pages but excluding the

attachments � Proposal should be prepared in 12 point font � Submit one (1) proposal original and four (4) unbound copies � Do not bind or staple the original or the copies – paper clip or binder clips are okay � Reduce oversized pages to 8½ x 11 inches � Convert double-sided pages to single-sided pages � Attach only the additional information requested in proposal instructions (i.e., board of directors,

organizational chart, HUD Housing Counseling Agency approval letter) � Provide a key contact person’s name, phone number and email for follow up calls (if necessary)

and written correspondence related to the grant. The contact can be the person authorized to sign the contract or another staff member of the organization.

� Proposal must be signed by an authorized representative of the proposing organization � Keep a proposal copy for your records


SECTION 10 OTHER REQUIRED INFORMATION SOLICITATION TRANSPARENCY POLICY

Beginning on the date the solicitation is issued and until the date the contract is awarded or the solicitation withdrawn, all persons or entities that respond to the solicitation for the CDBG Housing Counseling Request for Proposal, including their employees, agents, representatives, proposed partner(s), subcontractor(s), joint venturer(s), member(s), or any of their lobbyists or attorneys, (collectively, the Proposer) will refrain from any direct or indirect contact with any person (other than the designated contracting officer) who may play a part in the selection process, including members of the evaluation panel, the city manager, assistant city manager, deputy city managers, department heads, the mayor and other members of the Phoenix City Council. As long as the solicitation is not discussed, Proposers may continue to conduct business with the city and discuss business that is unrelated to the solicitation with city staff.

With respect to the selection of the successful Proposer/Bidder, the city manager and/or City Manager's Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the city manager and/or City Manager's Office and department head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective proposers. This policy is intended to create a level playing field for all Proposers, assure that contracts are awarded in public, and protect the integrity of the selection process. PROPOSERS THAT VIOLATE THIS POLICY SHALL BE DISQUALIFIED.

CONFIDENTIAL INFORMATION:

The city of Phoenix is obligated to abide by all public information laws. If a Proposer believes that a specific section of its proposal is confidential, the Proposer shall isolate the pages marked confidential in a specific and clearly labeled section of its proposal. The Proposer shall include a written basis for considering the marked pages confidential including the specific harm or prejudice if disclosed and the department will review the material and make a determination.

CERTIFICATION:

1. The submission of the offer did not involve collusion or other anti-competitive practices. 2. Proposer has not given, offered to give, nor intends to give at any time hereafter, any

economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer.

3. Proposer is financially stable and solvent and has adequate cash reserves to meet all

financial obligations while waiting reimbursement from the city.


RESPONSIVE PROPOSALS:

Proposals must meet all material requirements of the solicitation. All required elements of a sealed proposal will be evaluated on a pass/fail basis. The use of scoring or ranking cannot be used to evaluate non-responsive proposals. Only those proposals determined to be responsive will be evaluated and scored by members of an evaluation committee in accordance with the criteria set forth in the Scope of Work in this RFP. In addition, the committee MAY request a formal presentation from the highest-ranked Proposers before a final recommendation is made. If presentations are requested and presented, the evaluation team will re-convene, review and re-score the evaluation categories based on the expanded information. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria. The city shall not reimburse the Proposer for the costs associated with the interview process. The city reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any Proposer submitting a proposal. Experiences with the city and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience. Note: In addition to the foregoing information submitted by proposers, the city shall have the right to consider other verifiable information bearing on financial stability and strength including without limitation, information provided by former employees and/or creditors.

NON-RESPONSIVE PROPOSALS:

Proposals deemed non-responsive will not be evaluated or considered for award.

1. The following proposals will not be evaluated:

� Proposals submitted unsigned. � Proposals that do not conform to the minimum specifications stated in the scope of

work. � Proposals that contain altered or conditional cost information. � Proposals submitted by a Proposer who does not have valid certifications and/or

licenses required by state, federal or local law or regulations to perform the service requested at the time of the submittal.

� Proposals that fail to contain the required bonds, security assurances or insurance certificates as specified in this RFP.

� Proposals not received by the designated due date, place and time.

2. Proposals may be deemed non-responsive at anytime in the evaluation process if in the sole opinion of the city: � Proposer does not meet the minimum required skill, experience or other conditions

or terms set forth in this RFP. � Proposal does not comply with the submission requirements including any specified

page limits.


� Proposer does not have a past record of sound business integrity and a history of fulfilling contractual obligations.

� Proposer is not financially stable, solvent or have cash reserves to meet all financial obligations while waiting reimbursement from the city. (A Proposer who is borrowing any or all of the monies necessary to meet initial expenses between the start of the contract period and receipt of the first payment must provide a Letter of Commitment from the Proposer’s creditor).

� Proposal contains false, inaccurate or misleading statements that in the opinion of the city, is intended to mislead the city in its evaluation of the proposal.

OFFER AND ACCEPTANCE PERIOD:

In order to allow for an adequate evaluation, the city requires an offer in response to this solicitation to be valid and irrevocable for [120] days after the proposal due date and time.

CITY’S RIGHT TO DISQUALIFY FOR CONFLICT OF INTEREST: The city reserves the right to disqualify any proposer on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the city. This disqualification is at the sole discretion of the city. Any proposer submitting a proposal herein waives any right to object now or at any future time, before any body or agency, including but not limited to, the City Council of the city of Phoenix or any court.

PROTEST PROCESS Any unsuccessful bidder may file a protest no later than seven calendar days after the recommendation is made. All protests shall be in writing, filed with Chris Hallett, Neighborhood Services Department Director, and include the following

• Identification of the RFP or other solicitation number; • The name, address and telephone number of the protester; • A detailed statement describing the legal and factual grounds for the protest, including

copies of relevant documents; • The form of relief requested; and • The signature of the protester or its authorized representative.

The Neighborhood Services Department will render a written decision within 14 calendar days after the protest is filed.

CONTRACTOR AND SUBCONTRACTOR WORKER BACKGROUND SCREENING:

1. Contract Worker Background Screening:

Contract Worker Background Screening. Contractor agrees that all contract workers and subcontractors (collectively “Contract Worker(s)”) that Contractor furnishes to the city pursuant to this agreement shall be subject to background and security checks and screening (collectively “Background Screening”) at Contractor’s sole cost and expense as set forth in this section. The background screening provided by Contractor shall comply with all applicable laws, rules and regulations. Contractor further agrees that the background screening required in this section is necessary to preserve and protect public health, safety and welfare. The background screening requirements set forth in this section are the minimum requirements for this agreement. The city in no way warrants that these minimum requirements are sufficient to protect Contractor from any liabilities


that may arise out of Contractor’s services under this Agreement or Contractor’s failure to comply with this Section. Therefore, in addition to the specific measures set forth below, Contractor and its Contract Workers shall take such other reasonable, prudent and necessary measures to further preserve and protect public health, safety and welfare when providing services under this Agreement. The City may, in its sole discretion, accept or reject any or all of the Contract Workers proposed by Contractor to perform work under this Agreement as well those Contract Workers actually providing services during the term of this Agreement.

2. Background Screening Requirements and Criteria:

Because of the varied types of services performed, the city has established three levels of risk and associated background screening. The risk level and background screening required for this Agreement is Minimum Risk. Minimum Risk and Background Screening (“Minimum Risk”). A minimum risk background screening shall be performed when the contract worker: (i) will not have direct access to city facilities or information systems; or (ii) will not work with vulnerable adults or children; or (iii) when access to city facilities is escorted by city workers. The background screening for minimum risk shall consist of the screening required by Arizona Revised Statutes §§ 41-4401 and following to verify legal Arizona worker status.

3. Continuing Duty; Audit: Contractor’s obligations and requirements that contract workers satisfy this background screening section shall continue throughout the entire term of this agreement. Contractor shall notify the city immediately of any change to a Maximum Risk background screening of a contract worker previously approved by the city. Contractor shall maintain all records and documents related to all background screenings and the city reserves the right to audit Contractor’s compliance with this section.

CONTRACT TERMINATION

1. Gratuities: The city may, by written notice to the Contractor, cancel this contract if it is found that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Contractor or any agent or representative of the Contractor, to any officer or employee of the city making any determinations with respect to the performing of such contract. In the event this contract is canceled by the city pursuant to this provision, the city shall be entitled, in addition to any other rights and remedies, to recover or withhold from the Contractor the amount of the gratuity.

2. Conditions and Causes for Termination: This contract may be terminated at any time by mutual written consent, or by the city, with or without cause, upon giving thirty (30) days written notice to Contractor. The city at its convenience, by written notice, may terminate this contract, in whole or in part. If this contract is terminated, the city shall be liable only for payment under the payment provisions of this contract for services rendered and accepted material received by the city before the effective date of termination. Title to all materials, work-in-process and completed but undeliverable goods, will pass to the city after costs are claimed and


allowed. The Contractor shall submit detailed cost claims in an acceptable manner and shall permit the city to examine such books and records as may be necessary in order to verify the reasonableness of any claims. The city reserves the right to cancel the whole or any part of this contract due to failure of Contractor to carry out any term, promise, or condition of the contract. The city will issue a written notice of default to Contractor for acting or failing to act as in any of the following: In the opinion of the city, Contractor provides personnel who do not meet the requirements of the contract; In the opinion of the city, Contractor fails to perform adequately the stipulations, conditions or services/specifications required in this contract; In the opinion of the city, Contractor attempts to impose on the city personnel or materials, products or workmanship, which is of an unacceptable quality; Contractor fails to furnish the required service and/or product within the time stipulated in the contract; In the opinion of the city, Contractor fails to make progress in the performance of the requirements of the contract and/or give the city a positive indication that contractor will not or cannot perform to the requirements of the contract.

3. Contract Cancellation: All parties acknowledge that this contract is subject to cancellation by the city of Phoenix pursuant to the provision of Section 38-511, Arizona Revised Statutes.

Documents

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