Distribution of Rental Assistance

Agency: County of Dane
State: Wisconsin
Type of Government: State & Local
NAICS Category:
  • 532490 - Other Commercial and Industrial Machinery and Equipment Rental and Leasing
Posted Date: Feb 23, 2021
Due Date: Mar 5, 2021
Solicitation No: 121026
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Due Date Bid/RFP# Description
3/5/2021 121026
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Distribution of Rental Assistance

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DANE COUNTY

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

REQUEST FOR PROPOSAL (RFP)

Revised 02/2020

RFP NUMBER:

121026

RFP TITLE:

Distribution of Rental Assistance

RFP DEADLINE:

March 5, 2021 2:00 p.m. (CST)

PROPOSALS MUST BE UPLOADED TO:

Purchasing Bid Dropbox

www.danepurchasing.com

*Late, faxed, mailed, hand-delivered or unsigned proposals will be rejected*

DIRECT

ALL INQUIRES TO:

Carolyn A. Clow

Purchasing Officer

(608) 266-4966

Clow.carolyn@countyofdane.com

www.danepurchasing.com

PROPOSAL SUBMISSION CHECKLIST

Update Vendor

Registration

Read Entire RFP

Document

RFP Response

(Separate from Cost Proposal)

Cost Proposal

(Separate from RFP Response)

Upload RFP Response

and Cost Proposal to

Purchasing Bid

Dropbox

DATE ISSUED

February 5, 2021

1.0

2.0 GENERAL INFORMATION

2.1 Introduction

2.2 Clarification of the Specifications

2.3 Vendor Conference

2.4 Reasonable Accommodations

2.5 Addendums and/or Revisions

2.6 Calendar of Events

2.7 Contract Term and Funding

2.8 Submittal Instructions

2.9 Bid Opening and Summary Posting

2.10 Multiple Proposals

2.11 Proposal Organization and Format

2.12 Designation of Confidential and Proprietary Information

2.13 Cooperative Purchasing

2.14 Vendor Registration

2.15 Local Purchasing Ordinance

2.16 Dane County Sustainability Principles

2.17 Fair Labor Practice Certification

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Preliminary Evaluation

3.2 Proposal Scoring

3.3 Oral Presentations/Interview

3.4 Evaluation Criteria

3.5 Right to Reject Proposals and Negotiate Contract Terms

3.6 Award and Final Offers

3.7 Notification of Intent to Award

4.0 PROJECT OVERVIEW AND SCOPE OF SERVICES

4.1 Definitions and Links

4.2 Scope of Services/Specification Overview

5.0 PROPOSAL PREPARATION REQUIREMENTS

5.1 Attachment A – Vendor Information

5.2 Table of Contents

5.3 Program Description

5.4 Program Strategies and Activities

5.5 Specific Strategies to Serve Underserved Populations

5.6 Experience and Qualifications for the Proposed Program

6.0 COST PROPOSAL

6.1 General Instructions on Submitting Cost Proposals

6.2 Format for Submitting Cost Proposals

6.3 Fixed Price Period

7.0 ATTACHMENTS

7.1 Attachment A – Vendor Information

8.0 STANDARD TERMS AND CONDITIONS

1.0 GENERAL INFORMATION

1.1 Introduction

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

1.2 Clarification of the Specifications

All inquiries concerning this RFP must be emailed to the person indicated on the cover page of the RFP Document.

Any questions concerning this RFP must be submitted in writing by e-mail on or before the stated date on the Calendar of Events (Section 1.6).

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

1.3 Vendor Conference

There will not be a vendor conference.

1.4 Reasonable Accommodations

The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact the Purchasing Division at (608) 266-4131 (voice) or (608) 266-4941 (TTY).

1.5 Addendums and/or Revisions

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted on the Purchasing Division website .

It shall be the responsibility of the proposers to regularly monitor the Purchasing Division web site for any such postings. Proposers must acknowledge the receipt/review of any addendum(s) at the bottom of the Vendor Information Page.


1.6 Calendar of Events

Listed below are specific and estimated dates and times of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County website . There may or may not be a formal notification issued for changes in the estimated dates and times.

DATE

EVENT

February 5, 2021

RFP Issued

February 16, 2021

Last day to submit written inquiries (2:00 p.m. CST)

February 19, 2021

Addendums or supplements to the RFP posted on the Purchasing Division website

March 5, 2021

Proposals due (2:00 p.m. CST)

1.7 Contract Term and Funding

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run until completion of the project.

1.8 Submittal Instructions

Proposals must be received in the Purchasing – Bid Dropbox located on the www.danepurchasing.com website no later than the date and time indicated within the RFP Deadline field on the RFP Cover Page or addenda. Late, faxed, mailed, hand-delivered, or unsigned proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

All proposals must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the RFP# and name of business submitting proposal.

Example of how to name the files:

120012 – Vendor Name – RFP Response

120012 – Vendor Name – Cost Proposal

To Submit a Proposal:

1. Go to www.danepurchasing.com and click on Purchasing – Bid Dropbox or click on the Open RFP’s and Bids page link.

2. Click on the Submit a Bid button within the green Purchasing Bid Dropbox.

3. Type in the Email, First Name, Last Name and Company information and click Continue.

4. Drag and drop the RFP files one at a time into the “Drag files here” box.

5. After all files have been placed into the “Drag files here” box, click on the blue Upload button.

a. The file upload status can be seen for each document uploaded.

b. After each document reaches 100%, it will say “Uploaded”.

6. Confirm all files have been uploaded and then close out of the window.

1.9 Bid Opening and Summary Posting

Dane County Purchasing strives to complete a summary and post online the same day as the opening. The only information provided at an opening of an RFP is the name of each vendor submitting a proposal. Due to the pandemic, there will be no public bid opening.

1.10 Multiple Proposals

Multiple proposals from a vendor will be permissible, however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be clearly labeled as Proposal #1, Proposal #2, etc.

1.11 Proposal Organization and Format

Proposals shall be organized to comply with the section numbers and names as shown in Section 4.0: Proposal Preparation Requirements.

1.12 Designation of Confidential and Proprietary Information

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of Confidential and Proprietary Information” section.

Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

Failure to designate confidential and proprietary information within the Designation of Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of Confidential and Proprietary Information section of the Vendor Information Attachment.

1.13 Cooperative Purchasing

Participating in cooperative purchasing gives a vendor the opportunity for additional sales without additional bidding. Municipalities use the service to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20), Wis. Stats.

On the Vendor Information page, you will have the opportunity to participate in allowing other municipalities to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

1.14 Vendor Registration Program:

All proposers are strongly encouraged to be a registered vendor with Dane County. Registering allows a vendor the opportunity to receive notifications for solicitations issued by the County and provides the County with up-to-date company contact information.

Provide your Dane County Vendor # in the Vendor Information section of the proposal submission packet.

For Non-Registered Vendors:

Complete vendor registration by visiting www.danepurchasing.com . On the top menu bar, click Vendor Registration and then click Create Vendor Account. You will receive an email confirmation once your account is created and again when your vendor registration is complete. Retain your user name/email address and password for ease of re-registration in future years. Within 2-4 days of completing the registration, a vendor number will be assigned and emailed to you.

For Registered Vendors:

Check to make sure your vendor information including commodity codes is up-to-date by signing into your account at www.danepurchasing.com . On the top menu bar, click Vendor Registration and then click Vendor Log In.


1.15 Local Purchasing Ordinance

Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

County ordinance provides that a local vendor automatically receive five points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

1.16 Dane County Sustainability Principles

On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

• Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

• Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

• Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems);

• Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

1.17 Fair Labor Practice Certification

Dane County Ord. 25.09 (1) is as follows:

(28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years. The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

If you indicated that you have been found by the NLRB or WERC to have such a violation, you must include a copy of any relevant information regarding such violation with your proposal, bid or application.

Additional information can be found using the following links: www.nlrb.gov and http://werc.wi.gov .

2.0 PROPOSAL SELECTION AND AWARD PROCESS

2.1 Preliminary Evaluation

The proposals will first be reviewed to determine if requirements in Section 1 and Section 4 are met. Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

2.2 Proposal Scoring

Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in Section 2.4. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.

2.3 Oral Presentations/Interview

Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.4 Evaluation Criteria

The proposals will be scored using the following criteria:

Proposal Requirements

Percent

Program Description

(Section 4.3)

15%

Program Strategies and Activities

(Section 4.4)

15%

Specific Strategies to Serve Underserved Populations

(Section 4.5)

20%

Experience and Qualifications for the Proposed Program

(Section 4.6)

30%

Cost

Percent

Cost

(Section 5)

20%

Total

100%


2.5 Right to Reject Proposals and Negotiate Contract Terms

The County reserves the right to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.6 Award and Final Offers

The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2.7 Notification of Intent to Award

As a courtesy, the County may send a notification of award memo to responding vendors at the time of the award.

3.0 PROJECT OVERVIEW AND SCOPE OF SERVICES

3.1 Definitions and Links

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: www.danepurchasing.com

Fair Labor Practices websites: www.nlrb.gov and http://werc.wi.gov

Purchasing

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

3.2 Scope of Services/Specification Overview

The Dane County Department of Human Services’ (DCDHS) Housing Access and Affordability Division (HAA) is seeking proposals for the provision of an emergency rental assistance program to assist Dane County renters who live outside the City of Madison maintain their housing and achieve more housing stability.

As the COVID-19 pandemic continues, the related crisis of the nation’s economic downturn has created record unemployment and housing instability. While extensions of federal eviction moratoriums have helped stem a wave of evictions, the moratoriums do not cancel rent or fees for late payment of rent. Many renters have fallen behind on their rent due to continued economic hardship related to the COVID-19 pandemic’s effect on our economy.

On December 27th, 2020, the federal government authorized the $900 billion COVID-19 relief bill authorizing additional funding to respond to the pandemic across multiple areas of need. The act includes $25 billion in funding for Emergency Rental Assistance (ERA). Dane County has already received over $8.5 million directly from the relief bill, and anticipates receiving an additional estimated $10 million dollars from the State of Wisconsin’s federal ERA allocation.

The funding for this program must be administered in compliance with clear guidelines determined and enforced by the federal government that include eligible costs, applicant eligibility, how eligibility is verified by the provider, prevention of duplication of federal benefit, maintenance of applicant records and financial records, and more.

3.3 Objective

Dane County wishes to partner with a provider who can successfully connect tenants and landlords to emergency rental assistance to prevent evictions and increase housing stability for the tenant. Nationally, people of color have been disproportionately impacted by the COVID-19 pandemic. Proposals must include a robust response to help connect underserved populations to emergency rental assistance.

The County anticipates receiving approximately $10 million from the State of Wisconsin to assist rental households. Additional rental assistance funding from the State or Federal Government may be available in the future due to additional federal COVID 19 relief legislation. The funds that will be distributed through the contract resulting from this RFP will be distributed by the contractor to assist Dane County households outside the City of Madison.

Emergency rental assistance payments will include rental arrears incurred after March 12th, 2020 and payments of up to three months of future/forward rent.

The County will award funding to one respondent due to federal requirements that households benefiting from ERA funding may not receive duplicate assistance for rental liabilities. Agencies should include partnerships and collaborations through subcontracts with community partners capable of providing outreach and assistance to those needing rental assistance.

In the case of a collaborative application, one entity must serve as the lead contracting agency for the partnership and ensure compliance with all contract guidelines. The lead agency may then contract with other program partners for outreach and administration. The cost of any such sub-contracts must be included in the administrative allocation of the lead agency. The lead agency will be responsible for program administration, processing financial payments for applicants, reporting/record keeping, and coordinating all outreach efforts.

Respondent should provide their best estimate for anticipated costs related to program operations, as detailed in section 5.1 (General Instructions on Submitting Cost Estimate).

- Per the federal guidelines for this funding, at least 90%, or $9,000,000 of the total funding must be used for direct assistance to tenants.

- Up to 7.5% or $750,000 of the total funding may be used for administration and outreach costs related to the program.

3.4 Program Needs and Expectations

1. Provide rental assistance in the form of up to 12 months of rental arrears (arrears occurring after March 12th, 2020) and/or up to three months of future/forward rent to Dane County tenants who live outside the City of Madison.

2. Make payments directly to landlords and be positioned to issue form 1099’s to all landlords receiving payments.

3. Ensure eligible rental arrears are cleared before payment of future rent.

4. Prioritize assistance to households with incomes of no more than 50 percent of area median income (AMI) and to households in which one or more household member is unemployed and has been unemployed for 90 days.

5. Provide robust outreach regarding the emergency rental assistance program to make the resource known to potential applications.

6. Develop and implement an application process for funding that is accessible to persons in need of rental assistance.

7. Demonstrate that the provider can, through its own efforts or through collaboration with community partners, reach all segments of the population, including underserved populations.

8. Seek a landlord/tenant agreement that maximizes the amount a time a tenant will be protected from future eviction action for non-payment of rent.

9. Work collaboratively with landlords, other agencies, and systems to maximize the overall impact of emergency rental assistance funds.

10. Meet a 90% timeliness benchmark for the percent of grants processed that have an agreement between the landlord and tenant within 30 days of provider receiving a completed, eligible application.

11. Establish and document, in accordance with federal guidelines, eligibility for any household receiving emergency rental assistance.

12. Comply with all federal regulations that govern use of emergency rental assistance dollars, demographics, and financial reporting/record keeping. Program guidelines/regulations can be found in Section 3.5.

13. Implement financial controls necessary to protect against duplication of federal benefit requirements (see Section 3.5).

14. Provide regular program and demographics reporting to the Dane County Contract Manager for this program, including weekly financial payment detail reports.

15. Develop and implement a system to transfer electronic records to Dane County to meet federal program requirements when benchmarks for funding distribution are met.

3.5 Federal/Local Guidelines for Emergency Rental Assistance

Provision of the emergency rental assistance funds must be in compliance with the federal guidelines set by the US Treasury Department. These guidelines may also change or be further clarified during the period of program administration. The most up to date guidance from U.S. Treasury can be found at: https://home.treasury.gov/policy-issues/cares/emergency-rental-assistance-program .

Dane County, in partnership with the program provider, will implement additional requirements on these funds due to the need for assistance being greater than the funding available to respond (Section 3.5). Program details will be finalized during the contract negotiation process after the notification of the RFP award.

Federal Guidelines for Eligible Recipients:

Renter households with incomes no more than 80 percent of area median income (AMI) who meet the following conditions:

1. One or more individual in the household has qualified for unemployment benefits or has experienced a reduction in household income, incurred significant costs, or experienced other financial hardship due directly or indirectly to the coronavirus outbreak; and

2. One or more individual in the household can demonstrate a risk of experiencing homelessness or housing instability which may include:

- A past due utility or rent notice or an eviction notice;

- Unsafe or unhealthy living conditions; or

- Any other evidence of such risk as determined by the grantee

Grantees must prioritize assistance to households with incomes of no more than 50 percent of AMI and to households in which one or more household member is unemployed and has been unemployed for 90 days (the statute does not specify how these preferences may be made).

Additional prioritization may be required within federal guidelines to ensure Dane County’s highest-need populations receive assistance. Final prioritization will be addressed during contract negotiations with the selected provider.

Landlords and owners may apply on behalf of tenants meeting the eligibility requirements, so long as the tenant cosigns the application, the landlord provides documentation to the tenant, and the payments are used to satisfy the tenant’s rental obligation to the owner.

Federal Guidelines for Duplication of Benefit:

Grantees must, to the extent feasible, ensure that households receiving rental assistance provided under this program do not also receive funding under any other federally funded rental assistance program.

An eligible household that occupies a federally-subsidized residential or mixed-use property may receive ERA assistance, provided that ERA funds are not applied to costs that have been or will be reimbursed under any other federal assistance.

If an eligible household receives a monthly federal subsidy (e.g., a Housing Choice Voucher, Public Housing, or Project-Based Rental Assistance) and the tenant rent is adjusted according to changes in income, the renter household may not receive ERA assistance.

If a household receives rental assistance other than the ERA, the ERA assistance may only be used to pay for costs, such as the tenant-paid portion of rent costs that are not paid for by the other rental assistance.

Federal Guidelines for Income/Eligibility Determination:

Grantees must require applicants to document that they have (i) qualified for unemployment benefits or (ii) experienced a reduction in income, incurred significant costs, or experienced other financial hardship due directly or indirectly to COVID-19 that threaten the household’s ability to pay the costs of the rental property when due.

Grantees must also require applicants to demonstrate a risk of experiencing homelessness or housing instability, which may include past due rent and utility notices and eviction notices, if any, as part of the application process.

For eligibility purposes, grantees must only consider household income for 2020 or confirmation of the monthly income that the household is receiving at the time of application, as determined by the Treasury Secretary.

Grantees may choose between using the definition of “annual income” as provided by HUD in 24 CFR 5.609 and using adjusted gross income as defined for purposes of reporting under Internal Revenue Service (IRS) Form 1040 series for individual Federal annual income tax purposes.

For determining annual income, grantees should obtain at the time of application source documents evidencing annual income (e.g., wage statement, interest statement, unemployment compensation statement), or a copy of Form 1040 as filed with the IRS for the household.

For determining monthly income, grantees must obtain income source documentation, as listed above, for at least the two months prior to the submission of the application for assistance.

Local Guidelines for Eligible Activities:

At least 90% of funds must be used for payment of rent arrears or future rent. The maximum payment of rental arrears per household will be capped at 12 months, beginning March 12th, 2020.

Per the federal government, grantees may only provide future rent payments to the tenant after all rental arrears for the household have been cleared. Payment of future rent for a tenant will be capped at three months.

Up to 7.5% of funds may be used for administrative expenses (including data collection and reporting requirements) for the program.


Guidelines for Payment:

Grantees must make payments directly to a landlord.

Payments made on behalf of households are not treated as income of the household and are not considered a resource for purposes of determining eligibility for or extent of other benefits or assistance under other federal, state, or local programs.

Minimum Federal Reporting Requirements and Record Retention:

The Secretary of the Treasury in consultation with the Secretary of Housing and Urban Development must provide quarterly public reports on the use of funds.

At a minimum, in order to ensure that Treasury is able to fulfill its quarterly reporting requirements and its ongoing monitoring and oversight responsibilities, grantees should also anticipate the need to collect from households and retain records on the following:

• Address of the rental unit,

• Name, address, social security number, tax identification number or DUNS number, as applicable, for landlord.

• Amount and percentage of monthly rent covered by ERA assistance,

• Amount of outstanding rental arrears for each household,

• The number of eligible households that receive assistance and the number of individuals in each household;

• The number of applications received and the acceptance rate of applicants for assistance;

• The type(s) of assistance and total amount of each type of assistance provided to each household;

• The average amount of funding provided per household;

• Incomes of eligible households by income tier (less than or equal to 30 percent of AMI, between 30 and 50 percent of AMI, between 50 and 80 percent of AMI);

• The average number of monthly rental payments that each household received; and

• Gender, race, and ethnicity for the primary applicant for assistance.

The data above must be disaggregated by gender, race, and ethnicity of primary applicant.

Treasury may set alternative reporting requirements for Native American tribal entities and Native Hawaiians.

Treasury’s Office of Inspector General may require the collection of additional information in order to fulfill its oversight and monitoring requirements.

Treasury will provide additional information regarding reporting to Treasury at a future date.

Grantees will need to comply with the requirement in section 501(g)(4) of Division N of the Act to establish data privacy and security requirements for information they collect.

The County will also require the provider to partner to ensure the County receives copies of the relevant records above collected by the provider.

4.0 RFP RESPONSE PREPARATION REQUIREMENTS

Proposals shall be organized to comply with the section numbers and names as shown below. Each section heading should be clearly marked. Graphics may be included. The RFP sections which should be submitted/responded to are:

4.1 Attachment A – Vendor Information

4.2 Table of Contents

Provide a table of contents that, at a minimum, includes all of the sections as identified below. Listings of sub-sections and graphics/tables also may be included. Section dividers are encouraged.

4.3 Program Description

a. Describe your proposed program and how it is going to meet the needs described in the RFP. This should be an overview. Please include a timeline for program implementation.

b. Include your program’s mission, goals, and strengths in working with tenants, landlords, and other community partners to prevent eviction and maintain housing stability.

c. Please provide an overview of your organization. Describe the staffing that will be used to meet the needs and expectations described in the RFP. The proposer shall describe qualifications for staff who would be assigned to the project and indicate whether they are currently employed or to be hired.

d. Additionally, the proposer shall provide information illustrating the administrative capabilities and structure of its agency and how the Center program fits into existing agency operations.

e. Provide résumés of key staff and copies of licenses, if applicable, and a listing of the proposers board of directors. These may be separate attachments.

4.4 Program Strategies and Activities

a. Describe the specific strategies and activities to be used to achieve the stated objectives, expectations, and desired outcomes in the RFP.

b. Please provide relevant and recent performance measures and outcomes for work done in this area, including outcomes related to housing retention. If the agency has not provided services in this area before, please provide any relevant performance measures for similar services.

c. Please detail how the services outlined in the RFP will interact with and collaborate with other existing and relevant programs to support housing stability for tenants.

d. If applicant is the lead agency of a multi-partner collaborative, please detail how your agency will structure the partnership, including roles and responsibilities of all partners in the collaboration.

e. Please detail specific steps your agency will take to adhere to the reporting and record keeping requirements outlined in this RFP.

f. Please detail specific steps and controls your agency has/will have in place to avoid duplication of benefit as outlined in this RFP.

g. Please detail specific steps your agency will take to collect required program documentation to verify the eligibility of applicants.

h. Detail specific steps your agency will take to adhere to the reporting and record keeping requirements outlined in this RFP, including a description of the database/recordkeeping platforms that will be used for the program.

4.5 Specific Strategies to Serve Underserved Populations

a. Describe the strategies and activities that will be used to make this program culturally relevant and to promote racial equity.

b. Describe the specific strategies that will be used to help underserved populations access emergency rental assistance.

4.6 Experience and Qualifications for the Proposed Program

a. Include your agency’s mission statement and discuss how this proposed program aligns with that mission.

b. Describe the experience and qualification of your agency to provide programs that are welcoming to persons of all backgrounds and cultures. If improvement efforts are underway in this area, please include any explicit plans your agency is undertaking.

c. Describe the experience and qualification of your agency to provide the proposed program.


d. Submit 2 - 3 letters of reference. References should be specific to the service offered. References should be from agencies you have done business with or those with whom you have collaborated. [Reference checks may be conducted with these agencies and others in the community.]

e. Please detail specific trainings that staff are provided/will be provided that are relevant to the services outlined in this RFP.

f. Please detail specific and relevant experience working with landlords, organizations that represent landlords, and/or other potential partnerships to help increase awareness of emergency rental assistance and increase housing stability.

g. Please detail specific and relevant examples of community collaborations between the applicant and other agencies that provide services in the areas of rental assistance and eviction prevention, or connection to other housing stability services.

5.0 COST PROPOSAL

5.1 General Instructions on Submitting Cost Proposals

The Cost Proposal section of this RFP is a separate document and can be found on the www.danepurchasing.com as part of the posting for this RFP. The Cost Proposal section shall be completed and submitted separately from the RFP Response document.

The proposal will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

5.2 Format for Submitting Cost Proposals

The Cost Proposal section that accompanies the RFP posting shall be used. Additional pages can be added to the Cost Proposal Section if necessary.

a. Please indicate the total amount of funding you are requesting from the County in your proposal. List other funders and funding amounts, if applicable. Also include other information necessary to understand your budget such as a unit cost or a per person cost if appropriate.

b. Please indicate the number of clients to be served and the total number of units of service being proposed.

c. Please indicate how much of the total funds being requested from the County will be allocated for personnel costs/administration/outreach related to the program, and how much of the requested funds will be allocated to direct assistance to program participants. Administration/outreach costs will be capped at 7.5%.

d. Per federal guidelines, at least 90% of available funding must be spent on direct assistance.

The Cost Proposal submission shall be in PDF format with the document name including the RFP #, Vendor Name, and Cost Proposal.

(ie: 120012 – ABC Company – Cost Proposal)

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