2/14/2024 RFP for Property Management Services
REQUEST FOR PROPOSALS:
PROPERTY MANAGEMENT SERVICES
Sound Communities, the development arm for the Norwalk Housing Authority, is seeking proposals from qualified property management companies, with experience managing LIHTC properties in Connecticut, to manage a 55-unit affordable housing development located in South Norwalk, CT.
KEY INFORMATION
RFP RELEASE DATE: 02/15/2024
SUBMISSION DEADLINE: Proposals must be submitted on or before March 15, 2024 at 5:00PM EST. Submissions received after the deadline will not be considered.
SUBMISSION PROCESS: All proposals must be submitted via email to Procurement@norwalkha.org.
CONTACT: Request for information (RFIs) should be directed in writing via email to Procurement@norwalkha.org with the subject line "RFI - PM RFP." RFIs must be received by March 1. Responses to RFIs will be sent via email to the inquiring party, as well as published on the Norwalk Housing Authority website on the "Doing Business" page under "About Us."
I. INVITATION TO SUBMIT PROPOSALS.
Sound Communities, Inc. is soliciting proposals from property management companies and other qualified consultants to provide management services for an affordable housing development in Norwalk, CT.
Complete proposals must be submitted via email to Procurement@norwalkha.org on or before Friday, March 15, 2024 at 5:00PM EST.
After review of all factors, including without limitation, qualifications, past performance and the bid amounts, Sound Communities, Inc. reserves the right to accept or reject any or all proposals or any part thereof, to waive defects in same, to waive technicalities, to accept any proposal and to award the contract to the bidder that Sound Communities, Inc., in its sole discretion, determines as the most responsible and qualified bidder, which may not necessarily be the lowest bidder.
II. ORGANIZATIONAL OVERVIEW.
Sound Communities, Inc. (Sound Communities) is an instrumentality of the Norwalk Housing Authority (NHA) and a 501(c)3 tax-exempt, non-profit organization. The purpose of Sound Communities is to create and preserve affordable and mixed-income housing. Project financing sources typically include Low Income Housing Tax Credits (LIHTC), Connecticut Department of Housing (DOH), Connecticut Housing Finance Authority (CHFA), and Section 8 housing vouchers, among others.
The Board of Directors of Sound Communities is made up of NHA executive staff. The NHA Board of Commissioners, members of which are appointed by the Mayor of Norwalk, provides additional governance and oversight to Sound Communities.
III. PROJECT OVERVIEW.
Sound Communities is redeveloping a public housing site owned by the Norwalk Housing Authority called Meadow Gardens, which is located on a 3.78-acre site at 45 Meadow Street in South Norwalk, CT. The property is being demolished so that Sound Communities can build new units on the site.
The new development consists of eight residential walk-up buildings and one standalone, single-story community center. The residential units are a mix of flats and two-story townhomes. Each unit has a private entry. There will be a total of 55 units, 36 of which will be restricted to 30% of area median income (AMI) and the remaining 19 to 50% of AMI. The proposed unit mix includes 7 one-bedroom units, 19 two-bedroom units, 22 three-bedroom units, and 7 four-bedroom units. Included in this count are 7 ADA-accessible units.
The community center is approximately 4,500 sq. ft. and will house the property manager's offices (private office, conference room, file storage), a package room, tenant gym, maintenance storage and a Learning Center. The Learning Center is an after-school and all-day summer program for K-5th grade students living at the property and is operated by Norwalk Housing Authority staff.
The development will have all electric utilities and current plans propose solar panels and electric vehicle charging stations. Owner pays for trash collection and common space utilities.
Original tenants of the public housing complex will be invited to return to the new property, provided they meet income requirements. There will be a Housing Assistance Payment (HAP) contract between the Norwalk Housing Authority and the owner for 30 project-based voucher units. There are plans for six (6) units to be subsidized by state Rental Assistance (RAP) vouchers through the Department of Developmental Services (DDS). Individuals in RAP units will receive supportive services that are funded by state sources and not part of the operating budget.
IV. PROJECT FINANCIALS.
Current project financial data at stabilization are as follows.
Budget Category Stabilized Projection
Effective Gross Income $1,472,093
Operating Expenses ($555,777)
Net Operating Income $916,316
V. SCOPE OF SERVICES.
Sound Communities is seeking property management services from a qualified firm with demonstrated experience in LIHTC, DOH, CHFA and HUD-assisted properties.
• Pre-Development (Spring/Summer 2024) - The property manager will be responsible for preparing project documents, such as the management agreement, Affirmative Fair Housing Marketing Plan, etc., for the Consolidated Application and financial closing.
• Lease-Up (Spring/Summer 2026) - Beginning at around 75% construction completion, the property manager will be responsible for advertising the apartments, accepting applications from qualified applicants, overseeing move-ins, and securing accurate first-year LIHTC certifications and files from all tenants. The property manager will also hire qualified staff and provide training, if necessary.
• Operations (2026 and on) - The property manager will oversee the property on behalf of Sound Communities and comply with all LIHTC, CHFA, DOH and HUD standards, including, but not limited to, procurement, insurance, recordkeeping, audits, and compliance reports. The property manager may be required by the owner to engage a file reviewer.
VI. PROPOSAL SUBMISSION INSTRUCTIONS.
A complete proposal must contain:
1. Proposal Cover Sheet (Appendix 1)
2. List of Current Managed Properties
a. Total Number of Units
b. Number of LIHTC Units
c. Number of Section 8 Units
d. Owner Name / Address
3. Financial Statements
a. 2022 and 2023
4. Company History / Background
a. Provide a description of the company background and history, general experience, etc.
b. Describe the company's prior experience in managing properties owned or co-managed by public housing authorities.
c. Certify the company is not currently in or expecting to enter a bankruptcy proceeding.
d. Certify the company is not currently or expecting to be in default to any government agency, lender, etc.
e. List any projects in which the company was involuntarily removed from management and explain why.
f. Provide current 2530 "previous participation" form.
5. Staffing / Certifications
a. List the regional manager / maintenance staff who will oversee the property and provide brief resumes.
b. Provide a copy of their current certifications (e.g. CHFA compliance).
c. Provide a signed copy of the Debarment Certification (Appendix 2).
6. Insurance
a. Provide a copy of your current Certificate of Insurance and Fidelity Bond.
7. Fees and Other Expenses
a. Describe in detail the proposed annual management fees and list any other management expenses charged to the property in addition to the management fee. The fee proposal should not exceed HUD and CHFA permitted amounts.
Firms responding to this RFP are required to submit by e-mail a complete, signed proposal by 5:00PM EST on Friday, March 15, 2024 to Procurement@norwalkha.org with the subject line "PM RFP." Late submissions will not be considered.
In submitting a proposal, the respondent acknowledges that Sound Communities will not compensate the respondent for any submission or contract negotiation costs, including costs for preparation, appearances, interviews, and/or travel expenses.
VII. OTHER TERMS AND CONDITIONS.
A proposal may be corrected, modified, or withdrawn provided that the correction, modification, or request for withdrawal is made by the respondent in writing and is received prior to the Submission Deadline. After the Submission Deadline, the respondent may not change the proposal fee or any other provision in its proposal in a manner prejudicial to the interests of Sound Communities and/or fair competition. Sound Communities reserves the right to retain submitted proposals and not permit withdrawal for a period of 90 days after the Submission Deadline.
Sound Communities reserves the right to require the contractor to keep accurate timesheets for all employees assigned to perform any project, task or assignment resulting from this RFP and any resulting contract.
The respondent certifies by submission of a proposal that it is not a debarred, suspended, or ineligible contractor by any Agency of Federal of State government. No proposal received from a debarred, suspended, or ineligible contractor will qualify for award.
VIII. INSURANCE REQUIREMENTS.
The company and its subcontractors must comply with the insurance requirements of the Project funders, at no additional cost to the Owner/Developer.
The company shall furnish evidence of the following forms of insurance from a company with A rating or better in the current edition of Best's Rating Guide.
• General Liability: $2,000,000
• Automobile Liability: $1,000,000 per accident, covering all owned, non-owned, leased or rented motor vehicles
• Workers' Compensation: Statutory
• Employers' Liability: Bodily Injury by Accident: $1,000,000
• Bodily Injury by Each Employee: $1,000,000
• Professional Liability: $5,000,000
The company must provide a copy of each applicable policy. Insurance coverage must be maintained until completion of the project. All insurances must include the following endorsements:
Sound Communities, Inc.
c/o The Housing Authority of the City of Norwalk
24 ½ Monroe Street
Norwalk, CT 06854
APPENDIX 1
PROPOSAL COVER SHEET
Company Name:
Company Address:
Proposal Contact Person:
Phone: Email:
Company Diversity Metrics
Company Ownership Company Employees:
Percentage of company owners and/or executive management who identify as:
% Black/African American
% Native American
% Asian
% Latino/Hispanic
% Women
Company Employees:
Percentage of full and part-time employees who identify as:
% Black/African American
% Native American
% Asian
% Latino/Hispanic
% Women
NOTE: Percentages will not total 100%. Informed estimates are acceptable.
WMBE Certification Number (if applicable, not required):
Verification Statement
The undersigned proposer hereby states that by completing and submitting this form s/he is verifying that all information provided in this proposal is, to the best of his/her knowledge, true and accurate, and agrees that if NHA discovers any information herein is false, that shall entitle NHA to not consider nor make award or to cancel any award with the undersigned party.
Signed: Date:
Print Name:
APPENDIX 2
DEBARMENT CERTIFICATION
The undersigned, a Respondent of the Request for Proposal (RFP) issued by Sound Communities, Inc. hereby certifies on behalf of itself and each member of Respondent's team, as follows:
In accordance with HUD 24 CFR 85.35, Respondent certifies that neither Respondent nor any member of the Respondent's team is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal Assistance programs under Executive Order 12549 "Debarment and Suspension."
Signed: Date:
Print Name:
Title:
Company Name: