Request for Proposals
For the 2020 Affordable Housing Plan and
2010 – 2014 Consolidated Housing and Community
Development Plan
Deadline:
Town of
316 North Academy Street
Planning Department
(919) 469-4082
www.townofcary.org
Table of Contents
I.
Introduction
II.
Project
Background: The Affordable Housing Plan
III.
Project
Background: 2005 – 2009 Consolidated Housing and Community Development Plan
IV.
Project
Description
V.
Scope of
Services
VI.
Project
Approach
VII.
End
Product
VIII.
Content
and Format of Proposals
IX.
Method of
Evaluation
X.
Selection
Process and Schedule
XI.
Copyright
Release
XII.
Indemnification
XIII.
Additional
information: Relevant Plans and Ordinances
A. 2007 Population Report
B. 2008 Annual Action Plan
C. 2003 Land Development Ordinance
XIV.
Federal
Terms and Conditions
I.
Introduction
The Town of Cary, North Carolina, is
requesting proposals for consulting services from a select group of individuals
and/or firms with proven expertise and understanding of the U.S. Department of
Housing and Urban Development’s (HUD) Community Development Block Grant (CDBG)
Program as it relates to the Consolidated Housing and Community Development
Plan and Affordable Housing. The
proposal will highlight the firm’s capability to develop a thorough and
comprehensive revision/update of the Town’s 2000 Affordable Housing Plan and a
five-year Consolidated Housing and Community Development Plan that will
establish goals and strategies for housing and community development
initiatives in
In compliance with HUD regulations, the Consolidated Housing and Community Development Plan is adopted and submitted every five years. The Consolidated Plan includes an assessment of community development needs as they relate to housing, demographics, market analysis, acquisition, housing rehabilitation, new rental construction, homeownership assistance and infill housing construction. The 2010 – 2014 Consolidated Housing and Community Development Plan should establish a holistic approach while successfully incorporating the national objectives of the CDBG Program and the Town’s goals.
The Affordable
Housing Plan was adopted by Town Council on
II. Project Background and Description
The Affordable
Housing Plan
Since the 1980s,
the Town of
Despite the rising costs in
housing, the Town Council recognized the added-value and benefits of providing
affordable housing options for many citizens living and working within the city
limits of
http://www.townofcary.org/depts/dsdept/P&Z/affordablehousing/plancolor.pdf
III. Project Background:
2005-2009 Consolidated Housing
and Community Development Plan
The Town of
http://www.townofcary.org/depts/dsdept/P&Z/affordablehousing/chcdplan.pdf
HUD guidelines for preparing a Consolidated Plan may be found at:
http://www.hud.gov/offices/cpd/about/conplan/
IV. Project Description
The 2020 Affordable Housing Plan and 2010 – 2014 Consolidated Housing and Community Development Plan should be completed within nine (9) months of the contract award. The final product will result in a comprehensive plan to maximize the use of existing resources and to cost-effectively provide for future housing and community development needs. The chosen strategy and approach should support the Town’s adopted affordable housing goals and execute an effective program to implement community development initiatives.
V. Scope
of Services
By utilizing the 2000 Affordable Housing Plan, 2005 – 2009 Consolidated Housing and Community Development Plan, 2007 Population Report, 2008 Annual Action Plan, and 2003 Land Development Ordinance (with subsequent amendments up to year 2007) as points of reference, the update should address and include the following elements:
- Clearly convey the intent of the Affordable Housing and Consolidated Plan to a broad audience, explaining the purpose the plan serves, the strategies, goals and the approach needed to execute community development initiatives.
- Conduct
an analysis of
- Assess and measure the affordable housing needs among various groups of populations in the community; such as low- and moderate income senior citizens, minority populations, mentally and/or physically handicapped, single parents, families, and individuals.
- Conduct an analysis of barriers to affordable housing and impediments to the Fair Housing Act, Americans with Disabilities, and the Civil Rights Laws for renters and potential homeowners.
- Determine
the sustainability of affordable housing in
- Examine
zoning and compliance ordinances that may support affordable housing
development and sustainability and be applicable in
- Recommend a comprehensive implementation strategy for addressing any current or projected housing needs which is consistent with the intent and goals of the Affordable Housing Plan and Consolidated Housing and Community Development Plan. Also, present concise short- and long-term strategies that take into consideration the following:
- An assessment of the Town’s affordable housing efforts and initiatives;
- The impact of population and demographic shifts that may affect affordable housing needs;
- The sustainability of affordable housing compared to the housing market trends;
- The internal processes and external influences that may negate the support and development of affordable housing;
- The analysis of the Town’s capacity to build consensus among various stakeholders to expand, preserve and create affordable housing partnerships;
- The examination of community development models that foster a thriving holistic approach toward housing while defeating NIMBYism;
- And, the feasibility and price points associated with mixed income projects which include components of affordable housing.
While this list is not intended to be a comprehensive itemization of plan components or areas to be studied, it is the Town’s expectation that the consultant comprehensively address strategies in the development and execution of both Plans.
VI. Project
Approach
The approach proposed for this project should incorporate the following elements, in addition to any other elements or tasks that may be deemed necessary:
- Public Involvement Process
Based on their professional expertise, the project scope and desired timeframe, the consultant should propose an inclusive and dynamic process for public involvement that engages the following stakeholder groups: (1) Residents of Cary; (2) Cary’s developer focus group; (3) Planning and Zoning Board; (4) Town of Cary staff; (5) Cary Town Council; (6) and the general public. The consultant may wish to explore focus groups with targeted populations and/or areas. A stake holder’s group will be formed specifically to work with the Town staff and consultant on this project and process. The recommended process may include a combination of techniques and formats that foster transparency and consensus building.
- Close Coordination with and feedback
from Town Staff
The approach suggested by the consultant should include steps that ensure that the final product will be developed in close coordination with Town staff, and will include opportunities for interactive feedback from staff as the work proceeds. The consultant should be available for a sufficient number of meetings with Town staff to ensure successful coordination and completion of the project. It is suggested that the consultant and Town staff meet at the outset of the project to finalize and coordinate the project schedule and approach.
- Final Revisions
The project approach should allow for final revisions to the 2020 Affordable Housing and 2010 – 2014 Consolidated Housing and Community Development Plan and its elements, if needed, based on the feedback obtained at any proposed review meetings and through consultation with staff.
- Town Council Meeting
The 2020 Affordable Housing and 2010 – 2014 Consolidated Housing and Community Development Plans will be presented at a Town Council work session and a Town Council meeting to obtain official endorsement of the plan and its recommendations.
VII. End
Product
The 2020 Affordable Housing and 2010 – 2014 Consolidated Housing and Community Development Plan should conform to the Project Approach as described above. Technical and professional jargon should be kept to a minimum. When technical language must be used, clear definitions should follow.
All items are to be submitted in
accordance with the terms as specified in this RFP. All deliverables and data will become the
property of the Town of
Number of Copies and Formats for
Deliverables:
§ All drafts of the 2020 Affordable Housing and 2010 – 2014 Consolidated Housing and Community Development Plan or its constituent elements (e.g., drawings, illustrations, text, etc.) submitted to the Town for review should be delivered as twelve (12) sets of hard copies as well as a digital version of the same, unless otherwise agreed to by the Town. The digital version should be in a digital format acceptable to the Town, so that the Town can make additional copies as necessary.
§ For the full meeting with the Town Council, in addition to the numbers and formats of deliverables as described above, the consultant shall deliver individual tables, drawings, illustrations, graphs and graphics in a digital format that enables Town staff to include the images as needed in a PowerPoint presentation for Town Council.
§ Twelve (12) hard copies of the final deliverable should be provided to the Town at the conclusion of the project. They should be delivered in the native format of the software packages used by the consultant, if any, in addition to the Microsoft Word format.
Web Site Accessibility and
Americans with Disabilities Act
With the Internet serving as the
Town’s primary communication vehicle, the Town of
Town of
The Town of
Arranging, scheduling, and providing facility space for meetings, including meetings with public officials.
Stakeholder and community notification for all meetings and interviews.
Providing the consultant with comprehensive geographic information for the study area, as either hard-copy plots to scale, or as GIS-based digital data. Geographic information that is available includes, but is not limited to, parcel lot lines, cadastral property data, floodplains, wetlands, stream buffers, topography, slopes, aerial photography, density plotting, and so forth.
Providing the consultant with relevant Town Plans, studies, analyses, ordinances, public and private approved and pending development plans, as well as build-
out projection by block, and including projected additional dwelling units.
Project Budget, Compensation and Time Frame
Project Time Frame
Work on the project should commence within two (2) weeks of notice to proceed. Work should not exceed nine (9) months from commencement of the project to submittal of materials for the Town Council meeting, approximately one month prior to that meeting. If necessary, the proposal may suggest a modification of the time frame, with an explanation of the reasons to do so.
Budget and Compensation
The work will be performed on a fixed price basis.
VIII. Content
and Format of Proposals
Proposals should be bound (8.5”x11”) such that they lay flat when opened. The following shall be addressed as a minimum, with sections tabbed with numbers as follows:
- Introductory Letter
§ Firm Name
§ Address
§ Contact Person
§
A clear and concise response as why the Town of
- Statement of qualifications of firm:
Firm experience and workload
§ A detailed description of similar projects successfully completed by the firm in the past three to five years and a detailed description of results of that work; include the name and telephone number of a contact person for each client who can verify the information provided;
§
Listing of all projects completed for the Town
of
§ Listing of current projects and percent complete.
Firm personnel experience
§ Name of project manager along with a resume and experience record.
§ A flow chart of team personnel who will actually be assigned to perform substantial amounts of the work on this project and the role of each.
§ Provide a resume and experience record for each person, including years of experience, education and anticipated amount of time each will actually work on this project and the location of each person.
Sub-consultant personnel
experience
§ Names and addresses of any outside consultants or associates proposed to be involved with this project.
§ Include each proposed sub-consultants’ experience and qualification as described above for firm’s personnel.
- Project
Approach
The proposal should be a detailed description of how the firm proposes to approach this project, including sufficient discussion of proposed methodologies, techniques, and procedures for each work item. Provide a breakdown and description of tasks assigned per project team member. Describe the hierarchy of project management. The work program should indicate the formats and number of meetings with Town staff that will be provided, and the timing and purpose of those meetings.
- Project
Schedule
A proposed schedule and a method of assuring how it is met, including the name of the person responsible for schedule management. Include time frames for completion of the key tasks in each phase. If the proposed schedule is more than nine months, include an explanation for the extension.
- Budget
Proposal
The Town of
- Itemized costs for the elements listed in the Project Description and Project Approach above.
- Costs for travel, meals, and lodging (for consultants traveling from outside the Raleigh-Durham metro area).
- If additional items beyond those outlines in the RFP are incorporated in the proposal, the estimated budget shall list those items separately.
Provide a separate fee schedule for supplemental charges that may be assumed at the discretion of the Town and through a future contract addendum. These could include: fees for conducting additional public meetings, additional meetings with Town staff, additional stakeholder or community meetings, additional iterations or revisions, etc.
- Insurance
For the selected firm(s), the Town of Cary requires that the final approved contract for professional services specify that the selected firm shall maintain at all times during the term of the contract, at its sole expense:
- Statutory worker’s compensation in accordance with the laws of the state where such compensation would be payable. Employers’ liability (Coverage B) with limits of not less than $500,000 per accident.
- Automobile liability insurance on any owned, non-owned or rental vehicle with the limits of at least $2,000,000 per occurrence combined single limit bodily injury and property management.
- Comprehensive general liability, including products liability, completed operations liability, blanket contractual liability, broad form property damage and personal injury liability insurance with limits of at least $2,000,000 per occurrence combine single limit.
- Professional services liability for a limit of not less than $1,000,000 per occurrence.
The Town of
Questions
regarding insurance requirements can be directed to Nicole Hussey, Risk
Management Specialist, Town of
IX. Method of Evaluation
A panel of Town of
1. Firm experience/reputation/workload: Experience of the firm in similar work and record of success results. Specifically, firms are expected to demonstrate experience in the following areas:
§ Planning affordable housing and knowledge of the CDBG Program.
§ Policies and strategies for working with consensus building with a focus around housing and community development initiatives.
§ Demonstrated understanding of inter-related concepts that may involve land use, zoning and compliance ordinances, and holistic community development and housing.
§ Ability to complete the project based on its current workload.
§ Demonstrate understanding of the Town’s goals and purpose for this project.
§ Clearly convey a specific management approach and in how the firm proposes to achieve the project’s time goal.
§ Ability to offer the breadth and quality of services required for the project will also be considered.
2. Experience of the personnel assigned to the
project team: The Town of
3. Response to the project objectives outlined in the RFP: This includes demonstrated understanding of scope of project, innovative suggestions that may increase the value of this project, demonstrated ability to present technical data in a user-friendly format with appropriate use of graphics.
4. Adherence to the proposed format.
5. Schedule: The proposed schedule for performing the work for the project. The selected firm must be in a position to begin work within two weeks for notice to proceed.
6. Fee
Proposal: The Town of
X. Selection
Process and Schedule
Town of
The Town reserves the right to reject any or all bid proposals, waive technicalities, and to be the sole judge of the suitability of the proposed services for its intended use and further specifically reserves the right to make the award in the best interests of the Town.
Mailing address and contact information:
Individuals responding to this solicitation should mail eight (8) hard copies and one digital copy of their proposal and direct all inquiries to:
Ms. Tracy Stone-Dino, Senior Planner Phone: (919) 380-2782
Town of
E-mail: tracy.stone-dino@townofcary.org
In order to be considered, all proposals must be received no
later than
XI. Copyright Release
Those firms responding to the RFP shall supply a copyright release in order for staff to make copies of any copyrighted materials submitted.
XII. Indemnification
For the selected firm(s), the Town of Cary requires that the
final approved contract for professional services specify that the consulting
firm agrees to indemnify and hold the Town of Cary harmless from and
against any and all claims, losses, liabilities, costs, expenses, charges, and
damages arising from, or related to, the contractual agreement, including but
not limited to attorney’s fees, with respect to any cause arising out of,
resulting from, or in connection with (a) any breach by the consulting firm of
any clause, condition or provision of the contract; (b) any breach or violation
by the consulting firm of any applicable criminal or civil law; or (c) any
other cause resulting from any act or failure to act by the consulting firm in
accordance with the contract. The consulting firm shall promptly assume the
defense of any claim, suit or action within the scope of this indemnification
at its expense, upon being notified thereof.
XIII. Additional
Information: Relevant Plans and Ordinance
2007 Population
Report
The Town of
Land Development
Ordinance
The Town of Cary Land Development Ordinance (LDO) addresses all aspects of development, including zoning, dimensional standards (height, bulk, setback, etc.), landscaping and buffer standards, appearance standards, and so forth. The LDO is available online at http://www.townofcary.org/depts/dsdept/P&Z/ldo/ldooverview.htm
2008 Annual Action
Plan
The Town of
XIV.
Federal Terms and Conditions for Professional
Services
Section 1. Compliance
with Applicable Rules, Regulations and Laws
The Consultant and sub-consultants shall comply wit the applicable laws, ordinances and codes of the federal, state and town governments. The federal regulations include, but are not limited to the following:
A. OMB Circular A-110: Uniform Administrative Requirements, which includes requirements for bonding and insurance, record retention, financial management systems, procurement, and conflict of interest prohibitions.
B.
Titles VI and VII of the Civil Rights Act of 1964,
which prohibit discrimination on the basis of race, color, or national origin.
C.
Housing and Community Development Act of 1987, Section
109, which prohibits discrimination on the basis of race, color, national
origin or sex for participation in any activity funded in whole or in part with
Community Development funds.
D.
Age Discrimination Act of 1975, which prohibits
discrimination based on age in any activity funded in whole or in part with
federal financial assistance.
E.
Rehabilitation Act of 1973, Section 504, which requires
federal grantees to make their programs and jobs accessible to disabled people.
F.
American Disabilities Act, which prohibits employment
discrimination against qualified individuals who have a physical or mental
impairment that substantially limits one or more major life activities, by
employers with 15 or more employees.
G.
Drug-Free Workplace Act of 1988, which requires
certification of drug-free workplace and specific procedures to ensure
compliance.
Section 2. APPLICABILITY OF CONTRACT PROVISIONS
The Consultant shall include or cause to be included in each sub-consultant covering any of the work covered by the contract, the provisions and conditions of the contract, and a clause requiring its sub-consultants to include such provisions in any lower tier subcontracts which they may enter into, together with a clause requiring such insertion in any further subcontracts that may in turn be made. The Consultant is fully responsible for ensuring compliance. The Consultant shall provide two (2) copies of any subcontract covering any of the work covered by the contract to the Town prior to reimbursement of funds expended under the contract.
Section 3. SHIFT OF FUNDS
Funds may be shifted between line items of the contract budget with upon notice to the Town, only to the extent that such action does not exceed ten percent (10%) of the total contract budget. If the cumulative total amount of such transfer exceed ten percent (10%), prior written Town approval is required.
Section 4. Contract Amendment/Assignment
The duties and responsibilities
set forth in the Consultant’s contract will not be modified or extended without
written consent of the parties to this agreement. Such modification shall be in the form of a
contract amendment executed by the parties to the contract.
The Consultant shall not assign any interest in the contract or part thereof without the expressed written approval of the Town.
Section 5. Reporting
The Consultant shall prepare and submit on an as-needed basis, but not more frequently than once a month or less frequently than once per quarter, a report of financial and performance activity. This report shall be submitted on form CD-1, Activity/Expenditure Report; copies and instructions for completion of the form will be provided by the Town. All costs for which reimbursement is requested on the CD-1 form will be in accordance with OMB Circular A-110, Uniform Administrative Requirements and supported by appropriate documentation. Any item not substantiated will be deleted by the Town and the sum subtracted from the requested total.
Section 6. Maintenance and Retention of Records
The Consultant shall maintain
such records and accounts as are deemed necessary by the Town of
(a)
Financial records, supporting documents, statistical
records, and all records pertaining to this contract shall be retained for
three (3) years from the date of the final expenditure report or until after
all litigations, claims, or audit findings started before the expiration of the
3-year period, have been resolved.
Financial records are to be
maintained in such a manner as to provide for:
(a)
Records for cash receipts and payment that would enable
auditors to track project expenditures for commitment through disbursement.
(b)
Grant by grant accountability for receipts and
expenditures.
(c) Filing system for maintaining original and supporting documentation, such as invoices, canceled checks, purchase orders, fee calculations, insurance and bonding, as required.
Section 7. Procurement Standards
This paragraph provides standards
for use by the Consultant in establishing procedures for the procurement of
supplies, equipment, and other services with the funds made available under the
provisions of the contract.
(a) The Consultant shall be responsible for following the standards and guidelines for the procurement of supplies, equipment, and services set forth in the Office of Management and Budget Circular A-110, Subpart C, governing procurement practices for projects utilizing federal funds. Consultant services provided under an independent contractor relationship are governed by Procurements Standards of OMB Circular A-110. Consultants shall receive no more than a reasonable rate of compensation.
Section 8. Conflict of Interest
No employee, officer or agent of the Consultant shall participate in the selection, award or administration of a sub-contract in which federal funds are used, where, to his knowledge he or his immediate family or partner has a financial interest or with whom he is negotiating or has any arrangement concerning prospective employment, has a financial or other interest in the firm selected for award. The Consulting firm’s officers, employees or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from subcontractors or potential subcontractors.
With respect to Community
Development programs, including the acquisition and disposition of real
property, or the rehabilitation, preservation, and other improvements of
private properties or facilities, or grants, loans and other assistance to
businesses, individuals, and other private entities, no employee, agent,
consultant, officer, or elected official or appointed official of the
Consultant, or any designated public agencies or subcontractor, with respect to
CDBG activities assisted with federal funds or who are in a position to
participate in the decision-making process or gain inside information with
regard to such activities, may obtain a personal financial interest in any
contract, subcontract or agreement with respect thereto, or the proceeds there under,
either for themselves or those with whom they have family or business ties
during their tenure or for one year thereafter.
All parties to the contract and each of their agents and employees shall comply with all provisions of 24 CFR 570.611 and the OMB Circular A-110 (Uniform Administrative Requirements).
Section 9. SECTION 3: Employment Opportunities for
Businesses and Lower Income Persons
The work to be performed under
the contract is on a project assisted under a program providing direct federal
financial assistance from the Department of Housing and Urban Development, and
is subject to the requirements of Section 3 of the Housing and Urban
Development Act of 1968, as amended (12 U.S.C. Section 1701u). Section 3 requires that to the greatest
extent feasible, opportunities for training and employment be given to lower
income residents of the project area and contracts for work in connection with
the project be awarded to business concerns which are located in, or owned in
substantial part by persons residing in the area of the project.
The parties to the contract will comply with the provision of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR, Part 135 and all applicable rules and orders of the Department issued there under prior to the execution of the contract. The parties to the contract certify and agree that they are under no contractual or other impediment which would prevent them from complying with these requirements.
Non-compliance with HUD’s regulations in 24 CFR Part 135 may result in sanctions, termination of the contract for default, and disbarment or suspension from future HUD-assisted contracts.
Section 10. Equal
Employment
During the performance of the
contract the Consultant agrees as follows:
(a)
The Consultant shall not discriminate against any
employee, or applicant for employment, because of race, religion, color, sex or
national origin. As used here, the words
“shall not discriminate” shall mean and include without limitation the
following:
Recruited,
whether by advertising or other means; compensated, whether in the form of
rates of pay, or other forms of compensation; selected for training, including
apprenticeship; promoted; upgraded; demoted, downgraded; transferred; laid off;
and terminated.
The Consultant agrees to and shall post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Recipient’s officers setting forth the provisions of the EEO clause.
(b) The Consultant shall, in all solicitations or advertisements for employees, placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, or national origin.
(c)
The Consultant shall take such action with respect to
any subcontractor as the Town may direct as a means of enforcing the provision
of paragraphs (a) through (d) herein, including penalties and sanctions for
noncompliance.
(d)
The Consultant further agrees that it will refrain from
entering into any contract or contract modification subject to Executive Order
11246 of September 24, 1965, with a contractor debarred from, or who has not
demonstrated eligibility for, federal contracts pursuant to said executive
order and will carry out such sanctions and penalties for violations of the
equal opportunity clause as may be imposed upon contractors or subcontractors
by HUD or the Secretary of Labor pursuant to Part II, Subpart D of the
executive order. In addition, the
Consultant agrees that if it fails or refuses to comply with these
undertakings, HUD may take any or all of the following actions: cancel,
terminate or suspend in whole or in part the grant or loan guarantee, refrain
from extending any further assistance to the Consultant under the program with
respect to which the failure or refusal occurred until satisfactory assurance
of future compliance has been received from such Consultant; and refer the case
to the Department of Justice for appropriate legal proceedings.
Section 11. Nondiscrimination under Title VI of the Civil Rights Act of 1964
The Contract is subject to the requirements of Title VI of the Civil Rights Act of 1964 (PL 88-352) (the Act) and HUD regulations promulgated under the Act (including those under 24 CFR Part I) (the Regulations). The Act and Regulations provide that no person(s) shall on the grounds of race, sex, color, religion or national origin be excluded from participation in, be denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. The Consultant in undertaking its obligation under this Agreement hereby agrees to adhere to the provisions of the Act and Regulations and to take all measures necessary to assure compliance with the Act and Regulations by their firm and all subcontractors acting under the recipient of the contract.
Section 12. Reversion of Assets
Upon the expiration or termination of the contract, all Community Development Block Grants (CDBG) funds remaining on hand and any accounts receivable attributable to the use of CDBG funds, shall be transferred to the Town of Cary CDBG program, excepting funds which are to be retained by the Consultant for specific purposes and in accordance with procedures set forth in the contract.