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HomeMy WebLinkAboutRFP - 7058 HUD CONSOLIDATED PLAN FOR CITY OF FORT COLLINSCity Financial services of Purchasing Division Floor 215 N.rtCollins F 0 FoOrt Collli580 s, CO 80522 �chs 970.221.6775 P u i n9 970.221.6707 fcgov.com/Purchasing REQUEST FOR PROPOSAL 7058 HUD Consolidated Plan for City of Fort Collins The Advance Planning Department is seeking a consultant to develop a five-year Consolidated Plan (Strategic Plan) for the City of Fort Collins, Colorado for HUD Program Years 2010- 2014. The time period for the Plan will be October 1, 2010 — September 30, 2015. The Department is requesting proposals from qualified firms and individuals with proven experience in developing Consolidated Plans or similar planning documents. The Department intends to submit the Consolidated Plan to the HUD Region VIII Office by August 1, 2010. Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), August 14, 2009. Proposal No.7058. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Julie Smith, CDBG/Home Program Administrator, (970) 221-6595, jsmith@fcgov.com. Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, C.P.M., Buyer, (970)416-2247. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. D. List up to three (3) similar projects from the past five years, description, and your assessment of your success with these projects. E. Please submit your Cost Structure to provide the services described in the Scope of Work; given the number of City employees stated in the Background information. 10 F. Vendor Statement: I have read and understand the specifications and requirements for this bid and I agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my company. I also agree to complete PROFESSIONAL SERVICES AGREEMENT with the City of Fort Collins without revision within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. FIRM NAME: ADDRESS: EMAIL ADDRESS: PHONE: BIDDER'S NAME: SIGNATURE: PRIMARY SERVICES ISSUES CONTACT: TELEPHONE: FAX: EMAIL: CELL: BACKUP: EMERGENCY: V. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 12 Reference Evaluation (Top Ranked Firm) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? If a study, did it meet the Scope of Work? Job Knowledge 13 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Professional'. WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) pages, and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Contract Period. This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Professional and mailed no later than ninety (90) days prior to contract end. 4. Early Termination by City. the City may terminate this Agreement at a termination to the Professional. Such noticE withstanding the time periods contained herein, time without cause by providing written notice of I be delivered at least fifteen (15) days prior to 14 the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: City: With Copy to: City of Fort Collins City of Fort Collins, Purchasing Attn:Julie Smith, MPA PO Box 580 Advance Planning Department Fort Collins, CO 80522 PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits and errors and omissions insurance in the amount of $ 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and costs shall not exceed ($ ). Monthly partial payments based upon the Professional's 15 billings and itemized statements are perm shall be based upon the Professional's Cifi performed pursuant hereto and upon reimbursable expenses. [Optional] Insert le. The amounts of all such partial payments ferified progress in completing the services to be City's approval of the Professional's actual bcontractor Clause Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Profei sional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct (costs are permissible. The amounts of all such partial payments shall be based upon the Pn services to be performed pursuant hereto reimbursable direct costs. Final payment sh-, City. Upon final payment, all designs, p services rendered by the Professional shall b 7. City Representative. The City 'essional's City -verified progress in completing the id upon the City's approval of the Professional's I be made following acceptance of the work by the ins, reports, specifications, drawings and other come the sole property of the City. will designate, prior to commencement of work, its project representative who shall make, within) the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 16 8. Project Drawings.. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival, prepared on stable Mylar base material using a non -fading process to provide for long storage and high quality reproduction. "CD" disc of the as -built drawings shall also be submitted to the City in an AutoCAD version no older then the established city standard. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 17 13. Default. Each and every and condition hereof shall be deemed to be a material element of this Agreement. In thel event either party should fail or refuse to perform according to the terms of this agreement, 14. Remedies. In the event a party shall be allowed a period of ten (10) party may be declared in default. has been declared in default, such defaulting within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing,) together with the exhibits hereto, constitutes the entire agreement between the parties and (shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and as of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Emplovingl Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and) agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under t i is Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 18 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional's violation of Subsection 8-17.5-102, C.R.S. M Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management where renewal is a way of life g. The City will notify the Office ( provision of this Agreement and the C 18. Amendment 54. To the f the Secretary of State if Professional violates this ity terminates the Agreement for such breach. nt that this Agreement may constitute a "sole source government contract" within the meaning of Section 2(14.4) of Article XXVIII of the constitution of the State of Colorado, about which the City makes no representation, Section 15 of said Article XXVIII, which reads as followsi is hereby incorporated into this Agreement and made a part hereof: a. Section 15. Because of a any campaign and sole source government for the duration of the contract and for two � made, or inducing by any means, a contribi holder or on behalf of his or her immediate party or for the benefit of any candidate for its political subdivisions. 19. Special Provisions. [O services to be performed pursuant to this Ac of ( ) pages, attached hereto and )sumption of impropriety between contributions to ntracts, contract holders shall contractually agree, rs thereafter, to cease making, causing to be n, directly or indirectly, on behalf of the contract lily member and for the benefit of any political i elected office of the state (of Colorado) or any of Special provisions or conditions relating to the are set forth in Exhibit " ", consisting incorporated herein by this reference 20 THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary 21 (Corporate Seal) EXHIBIT " " INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 22 [Optional] EXHIBIT " " CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this Agreement (the "Agreement"), the Contractor hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as "information") that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Contractor has agreed to perform, the Contractor hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Contractor agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Contractor shall not disclose any such information to any person not having a legitimate need -to -know for purposes authorized by the City. Further, the Contractor shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Contractor ceases to perform services for the City, or the City so requests for any reason, the Contractor shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Contractor understands and agrees that the City's remedies at law for a breach of the Contractor's obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. 23 7058 HUD CONSOLIDATED PLAN FOR CITY OF FORT COLLINS I. INTRODUCTION A. Background In late 1994, the U.S. Department of Housing and Urban Development (HUD), created the . requirement of the Consolidated Plan (CP), a local government comprehensive planning document required for application for funding under any of the Department's formula grant programs. The formula grant programs received by the City of Fort Collins are the Community Development Block Grant (CDBG) Program and the HOME Investment Partnership Program (HOME). The City has been a CDBG Entitlement Community since the 1970's and a HOME Participating Jurisdiction since the mid-1990's. Fort Collins currently receives approximately one million dollars in CDBG funds, and nearly 700 thousand dollars in HOME funds annually. In addition, the City currently annually allocates community monies from two General Fund sources, the Affordable Housing Fund (a funding stream greatly reduced to $133,000, a current amount even more threatened for the next budget cycle) and the Human Service Program (currently over $400,000, an amount also threatened for the next budget cycle). The Consolidated Plan is designed to be a collaborative process whereby a community establishes a unified vision for affordable housing and community development actions. The Consolidated Plan must identify a jurisdiction's housing and community development needs, set priorities, and describe how HUD resources will be used for activities designed to meet needs. The Consolidated Plan also creates the opportunity for strategic planning and citizen participation to take place in a comprehensive context. The statutes for the formula grant programs set forth three basic goals against which the Plan and the jurisdiction's performance under the plan will be evaluated by HUD. Each jurisdiction must state how it will pursue these goals for all affordable housing and community development programs. The statutory goals are: decent housing; a suitable living environment; and expanding economic opportunities — all principally for persons of low and moderate income. Consolidated Plan regulations are found at Part 24 of the Code of Federal Regulations (CFR) in Section 91. The introduction to the Consolidated Plan regulations is in the Federal Register of January 5, 1995, Vol. 60, No. 3. CDBG regulations can be found in Part 24 of the CFR, but in Section 570. HUD has issued guidelines for preparing the Consolidated Plan, which can be found on HUD's website: ht>p://www.hud.-qov/offices/cpd/about/conplan/toolsandquidance/guidance/#local auidelines.doc B. Context The City of Fort Collins, Colorado -- one hour's drive north of Denver, is a vibrant and diverse community of just under 140,000, and also host to Colorado State University. In spite of appearing on several national "Best of lists in recent years, Fort Collins has a current poverty rate higher than the national average, and has faced its share of challenges during the current economic downturn. A few community -wide initiatives, aimed at addressing poverty and chronic homelessness, have developed over the last several years. II. SCOPE OF SERVICES REQUIRED The Advance Planning Department is seeking a consultant to develop a five-year Consolidated Plan (Strategic Plan) for the City of Fort Collins, Colorado for HUD Program Years 2010- 2014. The time period for the Plan will be October 1, 2010 - September 30, 2015. The Department is requesting proposals from qualified firms and individuals with proven experience in developing Consolidated Plans or similar planning documents. The Department intends to submit the Consolidated Plan to the HUD Region VIII Office by August 1, 2010. The objective of requesting proposals is for the City to determine which consultant or consulting firm can offer the highest quality of service at the most reasonable cost. In addition to meeting the federal requirements and deadline for the Consolidated Plan, the Department is interested in encouraging meaningful public participation in the Consolidated Plan process, especially by low and moderate income people. Additionally, the Department is interested in a broad consultation process with public and private agencies providing affordable/subsidized housing, homelessness prevention and intervention efforts, and health and public/human services. The Consolidated Plan should provide a direct link between community goals and objectives, and priority needs. It should also provide clear direction for future One -Year Action Plans, required as subcomponents of the next five-year framework. A. Objectives The following objectives should be considered in the development of the Consolidated Plan: 1) The plan should meet HUD's requirements and deadline for a Consolidated Plan; 2) Development of the Plan should use existing data to help determine housing, homeless, special population, and community development needs. To the extent that it is available, development of the Plan should incorporate the most current data via the U.S. Census Bureau's American Community Survey (ACS), the Larimer County Housing Needs Assessment (2009), and the City of Fort Collins Priority Needs and Strategies Report (2009-2010 update); 3) Development of the Plan should build a participatory process at the lowest levels, especially with low and moderate income persons, and persons with barriers to participation; 4) Development of the plan should involve consultation with a broad sector of public and private agencies for collaboration and collective problem solving in determining needs, objectives, goals and priorities; 5) The Plan should consider all community needs, and resources available to meet those needs; 6) Based on identified community needs, the Strategic Plan portion of the Consolidated plan should: • Indicate general priorities for allocating funds to the various housing and community development needs identified in the Plan; 4 • Indicate the basis or reason behind the priority level (and relative priority) given to each category of priority need; • Identify any obstacle to meeting underserved needs; • Summarize specific objectives for meeting the needs in each priority area describing funds that are reasonably expected to be made available; • Identify quantifiable proposed accomplishments for each specific objective. 7) The Plan should report on specific items required by HUD, such as reducing the number of families living in poverty and removing barriers to affordable housing; 8) The Plan should be structured to serve as a basis for the City's Competitive Process funding allocations and for assessing performance on an annual basis; 9) The Plan should be consistent with established planning documents for the City of Fort Collins, e.g., City Plan, the Affordable Housing Priority Needs & Strategies Report. B. Services/Deliverables 1. The services to be performed under the proposal include, but are not limited to: a) Statistical and informational data collection and preparation of charts and narrative to prepare a housing and homeless needs assessment (24 CFR 91.205) and housing market analysis (91.210); b) Consultation with public and private agencies as outlined in 24 CFR 91.100, including those that provide: affordable/subsidized housing; health and public/human/social services; state or local health and child welfare agencies regarding lead based paint hazards; adjacent units of local government, including planning agencies; public Housing Authorities; and agencies receiving HOPWA funds within the eligible City of Fort Collins statistical area; c) Citizen participation activities such as publishing information; surveys; coordinating meetings, focus groups and hearings; and summarizing and responding to public comments as outlined in 24 CFR 91.100; d) Using needs information obtained through data collection, consultation and citizen participation to make recommendations for a Strategic Plan as outlined in 91.215 and for any policy issues; e) Submitting an initial Draft Plan for staff review, a Draft Plan for public review, and a Final Plan for submittal to HUD. 2. The consultant will be responsible for providing the following products: a) One original paper copy and one electronic copy in Microsoft Word format using the CPMP format. (City graphics staff will convert the original to a pdf format for distribution, and will provide cover graphics.) The document shall be prepared using the CPMP framework suggested by HUD. It shall be outlined in a document format agreed upon by . the Consultant and City staff, after reviewing some preferred "best practices" formats produced by other communities. b) Major document components related to Scope of Work include: i) Citizen Participation and Consultation: Develop a list of housing and community development stakeholders in the City. Provide meaningful involvement of citizens, community -based organizations, businesses, elected officials, housing and service providers in the planning process. Have regular consultation with City staff (see above). Update a detailed Citizen Participation Plan that incorporates federal requirements. ii) Executive Summary iii) Housing Market Analysis and Needs Assessment: Identify and accumulate statistical and analytical information that provides an overall picture of the housing needs of the City. At a minimum, the assessment should include the following: • Housing supply and demand • Housing affordability analysis • Cost burdened households • Housing types • Housing conditions, including substandard units • Disproportionate racial/ethnic group housing needs • Specific housing objectives • Needs of Public Housing • Inventory of local, state and federal assisted housing • Barriers to affordable housing • Lead based paint hazards iv) Homeless Needs Assessment: At a minimum, the assessment should include the following: • Inventoryof emergency shelters, transitional housing and permanent housing for the homeless • Needs of sheltered and unsheltered homeless • Needs of subpopulations • Needs of persons threatened with homelessness v) Non -Homeless Special Needs Assessment: At a minimum, this assessment . should include the following: Special Independent Living needs and issues for persons with physical and mental disabilities HIV/AIDs population housing needs Supportive service needs 2 vi) Community Development Needs: Identify non -housing community development needs, including: • Public facilities and infrastructure improvement needs • Accessibility needs • Historic preservation needs • Economic development needs • Planning needs • Public service needs • Other community development needs vii) Housing and Community Development Strategic Plan: Based on the data gathered and analyzed from iii) — vi) above, develop a 5-year, Strategic Plan that brings needs and resources together in a coordinated housing and community development strategy. At a minimum, this Plan should include the following: • Establishment of priority needs • Obstacles to meeting housing goals and objectives • Geographical areas- investigate the need for a targeted area implementation plan or targeted economic development area • Alleviation of overcrowding • Concentration of racial/ethnic minorities • Involuntary displacement • Affordable housing strategy • Anti -poverty strategy • Programs to assist households with incomes below the poverty level • Coordination with other programs and agencies • Community development priority analysis and strategy • Institutional structure Housing Public services Community development Strengths in the institutional structure Gaps in the institutional structure • Coordination • Implementation of housing and community development strategy viii) Identify Potential Funding Sources: Identify potential state and federal grants and other available funding sources available to the City for housing -related and community development activities. Suggest financial terms for CDBG and HOME projects based on project type or related factors. c) Attachments/Other: i) Source documentation and data; ii) Interim reports, memorandums, addendums, etc. iii) Public announcement as published (or script, if broadcast); iv) Information packets, surveys, questionnaires, and other materials handed out at public meetings; 7 v) Formalized notes from and/or descriptive narrative of events; vi) Copies of written public comments, summaries of verbal comments, and responses. d) Presentation materials for stakeholder meetings, public meetings and hearings. e) Any other materials which are substantially relevant to the Consolidated Plan or its development process. C. Final HUD Approval Should HUD not grant Final Approval of the Consolidated Plan, the Consultant must bring the document to an acceptable level within the HUD -designated time frame. D. Implementation Time Frames THE FOLLOWING PRELIMINARY SCHEDULE MAY BE ALTERED AT ANY TIME WITHOUT PRIOR NOTIFICATION. Contract Start Date October, 2009 Draft Consolidated Plan Available for April 1, 2010 Staff Review Draft Consolidated Plan back to April 7, 2010 Consultant for Final Public Review Prep City Staff Prepares Draft 1 s Year Annual April 1 —April 18 Action Plan for Public Review Draft Consolidated Plan Available for April 19 — May 18, 2010 Public Review (includes review by appropriate Boards and Commissions 30-Day Public Comment Period for 1st April 19 — May 18, 2010 Year Annual Action Plan City Council Hearing & Adoption of Spring May 18, 2010 2010 Competitive Process Funding Allocations Public Hearing for Draft Consolidated May 19, 2010 Plan Consultant Preparation of Final May 20 — June 30, 2010 Consolidated Plan City Staff Preparation of Final 1st Year July 1- July 31, 2010 Annual Action Plan Final Consolidated Plan Complete July 1, 2010 Graphics Work Complete on Final Consolidated Plan and 1 st Year Annual July 7, 2010 Action Plan(City Staff Submittal of Consolidated Plan and Annual Action Plan to HUD August 1, 2010 E. Advance Planning Staff Responsibilities The Advance Planning Staff Team and the Point of Contact (POC) person (one of the Community Partnership Grants Program Administrators) will be available on a limited and negotiated basis to coordinate activities with the consultant. At a minimum, staff will be available for monthly meetings with the Consultant to review progress, coordinate activities, and discuss policy issues. Members of the Staff Team include: the Department Director, the Chief Planner, the two Grants Program Administrators, the Grants Program Coordinator, and the City Planner assigned to affordable housing work program items. City staff will also assist with providing required comments to public comments made. The City will provide for the cost of public notifications for the public review comment period. The proposal should specifically describe any assumptions with regard to City staffs role. F. Budget The City of Fort Collins has approximately twelve (12) thousand dollars budgeted for this project. The City is not able to pay for any travel expenses for out of state consultants. Proposal submittal costs should primarily contain labor costs, and allow for a small amount of mileage and operational incidentals. The City is able to provide some in - kind assistance for such items as copying, graphics work, and required newspaper notices for public hearings and review periods. III. COMPENSATION AND CONTRACT PROCESS A. After contract award, progress invoices shall be billed in quarterly installments, subject to review and approval by the City's Project Manager. City payment terms will be Net 30 Days from receipt of invoice. B. The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct oral interviews. C. The selected Contractor shall be expected to sign the City's standard Professional Services Agreement without revision prior to commencing Services (see sample attached to this Proposal). IV. PROPOSAL SUBMITTAL REQUIREMENTS A. Attach a brief history of your experience in this type of business, including resume(s) of key person(s) who will be directly involved with this contract. Also, please indicate the ability of your firm's resources to handle this contract given your current workload, in the event this contract is awarded to you. B. Submit at least three (3) current references who can attest to your success with this type of business, including address/telephone/e-mail information. C. Attach a brief explanation of you/your firm's tenure in the Northern Colorado/Fort Collins area, as well as your knowledge and understanding of the goals and mission of the Fort Collins Advance Planning Department. 6