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HomeMy WebLinkAboutRFP - 7271 ANALYSIS OF IMPEDIMENTS TO FAIR HOUSING CHOICECf}"r 01 Financial Services a, Purchasing Division 215 N. Mason St. 2"" Floor F6rt Collins PO Box 580 Fort Collins, CO 80522 970.221.6775 Purchasing 970.221.6707 fcgov. corn/purchasing REQUEST FOR PROPOSAL 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins The City of Fort Collins Advance Planning Department respectfully requests proposals from responsible and qualified consulting firms to perform an update to the Analysis of Impediments to Fair Housing Choice (AI) for the City of Fort Collins, Colorado, which meets the requirements of the U.S. Department of Housing and Urban Development (HUD). Written proposals, six (6) copies, 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), September 16, 2011, and identified as Proposal No. 7271. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, CO 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Ken Waido, Advance Planning, (970) 221-6753 or kwaido(@fcgov.com . Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, C.P.M., Buyer (970) 416-2247 or ebonnette(cDfcgov.com . A copy of the Proposal may be obtained as follows: Download the Proposal/Bid from the BuySpeed Webpage, www.fcqov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2nd 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. RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 1 of 21 Review and Assessment Proposers will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and any optional 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 FACTOR QUALIFICATION STANDARD Does the proposal show 'an understanding of 2.0 Scope of Proposal the project objective, methodology to be used and results that are desired from the project? Do the persons who will be working on the 2.0 Assigned project have the necessary skills? Are Personnel sufficient people of the requisite skills assigned to the project? Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel 1.0 Availability 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? Do the proposed cost and work hours compare Cost and Work favorably with the Project Manager's estimate? 2.0 Hours Are the work hours presented reasonable for the effort required in each project task or phase? Does the firm have the support capabilities the 2.0 Firm Capability assigned personnel require? Has the firm done previous projects of this type and scope? RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 10 of 21 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 Would you hire this Professional again? Overall Performance Did they show the skills required by this project? Was the original Scope of Work Timetable completed within the specified time? Were interim deadlines met in a timely manner? Was the Professional responsive to Completeness 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? Job Knowledge If a study, did it meet the Scope of Work? PLEASE GO TO www.fcqov.com/purchasing TO REGISTER IN OUR E- PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES. COMMODITY CODES USED FOR THIS RFP: 918-58 Government Consulting 918-63 Housing Consulting 918-92 Urban Planning Consulting 918-98 Urban Planning Consulting RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 11 of 21 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 ( ) page , 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 ( ) page, 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. Notwithstanding the time periods contained herein, RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 12 of 21 the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to 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: PO Box 580 PO Box 580 Fort Collins, CO.80522 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 $ Optional: according to the Insurance Requirements attached hereto as Exhibit " ", consisting of one (1) page. RFF72TI Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 13 of 21 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 billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. [Optional] Insert Subcontractor 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 schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional'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 Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 14 of 21 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. 7. City Representative. 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. 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 RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 15 of 21 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. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting parry shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the parry 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 assigns 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 RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 16 of 21 jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing 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 this 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, 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. RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 17 of 21 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. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Special Provisions. (Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 18 of 21 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 (Corporate Seal) RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 19 of 21 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 RFR 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 2 of 21 EXHIBIT "B" 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. RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 20 of 21 [Optional] EXHIBIT " " CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this Agreement (the "Agreement"), the Professional 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 Professional has agreed to perform, the Professional 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 Professional 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 Professional shall not disclose any such information to any person not having a legitimate need -to -know for purposes authorized by the City. Further, the Professional 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 Professional 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 Professional 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 Professional ceases to perform services for the City, or the City so requests for any reason, the Professional 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 Professional understands and agrees that the City's remedies at law for a breach of the Professional'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. RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 21 of 21 REQUEST FOR PROPOSAL 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Introduction The City of Fort Collins, Colorado is soliciting proposals to update the current 2007 Analysis of Impediments to Fair Housing Choice (AI), as required by the US Department of Housing and Urban Development (HUD). Visit the Fort Collins Affordable Housing and Human Services website to view the current Al at: http://www.fcgov.com/affordablehousing/documents.pht) The Al should follow the Fair Housing Planning Guide Volume I, which is published by HUD's, Office of Fair Housing and Equal Opportunity. To download or view the Planning Guide, visit the HUD website, at: http://portal.hud.gov/portal/page/portal/HUD/program offices/fair housing equal o Additional information is available from the Denver Regional HUD office website at: httD://www.hud.ciovllocal/shared/working/r8/fheo/index.cfm?state=co During the process to develop the Al, the consultant will be required to maintain frequent communications with the Denver HUD Fair Housing staff to assure the Al is conforming to all the latest nuances required by HUD. Public meetings are required. The public process will include at least three public meetings and one public hearing before the Fort Collins City Council. The first public meeting will be a workshop format to educate the public about fair housing issues; the second meeting will be a focus group to solicit input from representatives of the housing industry; and the third meeting will be an open house format to give the residents of Fort Collins the opportunity to hear the results of the Al. The first and second meetings will be facilitated by the consultant, with administrative and logistical support provided by City staff. The third public meeting will be a report back to the community, facilitated by City staff. The consultant will present the results of the updated Al at a public hearing before the City Council for their review and approval. The Al should devote considerable energy to identifying impediments to fair housing choice from the perspective of the protected classes. RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 3 of 21 Project Schedule Overview Key dates for the development of the Al are in the table below. The table does not contain a full listing of public informational meetings, open houses, etc., that will need to be completed during the process. August — October 2011 Mid -November 2011 May 1, 2012 Early May 2012 June 2012 July 2012 August 15, 2012 Consultant Selection Funding Approved / Notice to Proceed Draft Al Completed City Council Work Session CDBG Commission Recommendation City Council Public Hearing Al Submitted to HUD Funding for the preparation of the Al has not been secured. Staff will be making an application to utilize the City's Affordable Housing Fund to cover the consulting costs. A decision on funding will be made by the City Council in mid -November 2011. The Affordable Housing Fund has been used in the past to help pay for "planning" projects, including the Larimer County Housing Needs Assessment (September 2009) and the development of the Consolidated Housing & Community Development Plan: FY 2010-2014. City staff is confident that funding will be approved for the development of the Al. City's Affordable Housing and Human Services Website In addition to the current 2007 Al, the City's Affordable Housing and Human Services website contains access to other related documents. In addition, the Advance Planning Department's website contains a link to City Plan, the City comprehensive plan, which contains policies related to the provision of affordable housing in the community. The department's website is at: http://www.fcqov.com/advanceplanning/ Scope of Work Considerations City staff will be responsible for the overall project management. The consultant is expected to be responsible for data collection, plan preparation, and the public outreach process. Staff can assist in data collection and the public outreach process. A general outline of the scope of work (see below) for the overall project has been prepared to help guide the discussions as to work responsibilities of the consultant. Note that this scope of work includes tasks that will be performed by staff and consultant, and is not meant to be a document that defines only the tasks the consultant is expected to perform. The specific "division of labor" between staff and consultant will be determined through negotiation with the successful consultant based on how the consultant's qualifications and experience fit into the needs of the project. City staff anticipates that the bulk of consultant support will be needed to analyze key issues and to provide information towards the development of the Al and implementation actions. In its proposal, the consultant is encouraged to propose new approaches to complete an Al, bearing RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 4 of 21 in mind however, HUD's requirements and expectations. The consultant should also identify and emphasize those areas where its qualifications and expertise would most benefit this project. Scope of Work Outline The following presents a general outline of items expected to be included in the Al. The outline is not intended to be an all inclusive outline of all of the required components for an Al according to HUD standards and requirements. The outline contains items to be included, but the Al will likely not be limited to the listed items. Consultants should include enhancements to the outline in their proposal. Analysis of Impediments to Fair Housing Choices in Fort Collins Executive Summary A summary of what significant impediments were found in the analysis and the conclusions derived and what actions will be undertaken to eliminate the impediments and the measurements that will be used to evaluate the outcomes of the actions. Demographic Analysis • Future community growth • Age analysis • Minority summation • Disability descriptions • Homelessness descriptions • Other persons with special needs (i.e., single -parent households, etc.) • Geographic distributions of all persons with special needs • Data tables and maps as needed Income Analysis • Description of low and very -low income populations in Fort Collins and the extent of poverty • Disparity between the higher income and lower income in Fort Collins • Data tables and maps as needed Employment Status and Distress Where Present • Determination of those employed and those not employed • Relationship with minorities and persons with disabilities • Data tables and maps as needed Housing Profile • Housing type listed by number, type, condition, and affordability • New construction/rehabilitation status • Housing needs analysis listed by type, number of units, location RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 5 of 21 • Special needs housing, what is currently available and what additional housing is needed • Data tables and maps as needed Evaluation of Fair Housing Legal Status • Fair housing complaints and compliance reviews as applicable • Fair housing discrimination suits filed • Fair housing trends or patterns • Other fair housing issues or problems Identification of Impediments Present in Fort Collins • Public Sector o Land use policy, zoning and site location analysis ■ Regulatory barriers review including building code evaluation • Density allowances within zone designations ■ Location priorities based on infrastructure availability and land use proximity to services and employment centers, etc. ■ Planning and zoning policies and procedures o Property tax policies o Public housing authority and other subsidized housing options available and anticipated in Fort Collins ■ Current status ■ Future needs and plans for expansion • Tenant selection procedures ■ Compliance with fair housing requirements • Private Sector o Private lenders • Lending practice review ■ CRA housing investment review and opportunities evaluation • Public and Private Sector o Fair housing enforcement o Informational programs o Need for visitability in all housing and outreach activities o Presence of discrimination Assessment of Current Public and Private "Fair Housing Programs" Present in Fort Collins and Those that are Needed Public Participation and Outreach Efforts • Stakeholder involvement and findings RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 6 of 21 • Public hearing and notices • Conclusions Action Plan and Implementation Strategy • What actions will be taken • Who will do the actions • When will the actions take place • Measurable outcomes and evaluation policy Meetings and Public Process The Al will be a collaboration of City staff, key stakeholders, and the consultant requiring coordination and review throughout the project. The consultant will be expected to participate in several types of meetings (not all members of the consulting team may need to attend all meetings). City staff anticipates that an overall strategy for stakeholder involvement will be developed in a collaborative process with the selected consultant. ■ Initial Coordination Meeting: At this meeting, the City and the consultant will finalize a detailed schedule of the project, identify important milestones with target dates, and finalize a detailed scope of services. ■ Progress Meetings: Progress meetings will be held periodically throughout the project. These meetings may occur via conference call or face-to-face depending on the travel schedule of the consultant associated with the project. ■ Key Stakeholder Meetings: The City anticipates there may be a number of key stakeholder meetings. The final key stakeholder involvement plan will be a collaboration between City staff and the selected consultant. ■ City Council Presentation: The consultant shall plan to attend at least two meetings with City Council: (1) an initial work session to outline the key objectives for the Al, and (2) a regular meeting to present the final version of the Al, where City Council will adopt the plan. Submittal Requirements • The City's intent is to choose the most qualified firm based upon approach, methods, qualifications and experience, availability, and general cost estimate. Once a firm is selected, a detailed scope of services will be developed. Of prime importance is the firm's flexibility in responding to services as requested by City staff during the planning process. • The final scope of services will identify a project schedule, tasks, deliverables, and expected expenditures by task. The scope will also indicate respective responsibilities of the consulting firm and City staff. The City will negotiate the final Scope of Work for the resulting contract with the awarded vendor after sending them a Notice of Intent to Award. All respondents are required to include the following information in the submittal as a minimum. Respondents are to number and name each section as follows: RFP 7271 Analysis of Impediments to Fair housing Choice for the City of Fort Collins Page 7 of 21 1. Methods and Approach - Describe your expected or recommended approach and tasks. Describe the anticipated interaction with the City. Provide an outline of your anticipated schedule for completing consultant tasks. 2. Deliverables - Provide a list and description of expected deliverables, tools, or other items that you will use to provide services and outcomes of your approach. 3. Qualifications and Experience - Provide relevant information regarding previous experience related to developing an Al for clients ideally within the last three years, each to include: • Names and location of similar projects. • Name, address, and phone number of public agency reference(s) overseeing the effort to produce the Al. • Samples (preferably three via a web link or "pdf' files) of work products for similar Al projects. 4. List of Project Personnel - This list should include the identification of the contact person with primary responsibility for this contract, the personnel proposed for this contract, and any supervisory personnel, including partners and/or subconsultants, and their individual areas of responsibility. A resume for each professional and technical person assigned to the contract, including partners and/or subconsultants, shall be submitted. The rdsum6s shall include at least three references from previous assignments. 5. Organization Chart/Proposed Project Team - An organization chart containing the names of all key personnel and subconsultants with titles and their specific task assignment for this contract shall be provided in this section. 6. Availability — Describe the availability of project personnel to participate in this project in the context of the consultant firm's other commitments. 7. Estimated Hours by Task - Provide estimated hours for each proposed or optional task, including the time required for meetings, conference calls, etc. 8. Schedule of Rates and Cost by Task - Provide a schedule of rates and an anticipated cost of each task identified in the section "Scope of Work Considerations" or for tasks that are recommended as part of this planning effort. Fees These services will be awarded based on a Not -to -Exceed Time and Reimbursable Direct Cost Basis Agreement. Upon the selection of the consultant, the final fee will be negotiated with input from the consultant based upon the negotiated scope of services stipulated in the contract. Please provide an allocation of the proposed budget by area of expertise and team member. As indicated above, funding for the preparation of the Al has not been secured. Staff will be making an application to utilize the City's Affordable Housing Fund to cover the consulting costs. A decision on funding will be made by the City Council in mid -November 2011. RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 8 of 21 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 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: EMAIL: CELL: BACKUP: Compensation and Contract Process FAX: EMERGENCY: 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. 2. 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. 3. The selected Contractor shall be expected to sign the City's standard Professional Services Agreement prior to commencing Services (see sample attached to this Proposal). RFP 7271 Analysis of Impediments to Fair Housing Choice for the City of Fort Collins Page 9 of 21