35-22 Exhibit A - Extension of Agreement for Affordable Housing Administrative Services with CGPH - 2022.pdf

t the submission, which in the Township’s judgment serves its best interests. The firm selected must comply with all local, state and federal laws, rules and regulations applicable to this engagement and to the services to be performed hereunder. 2

The Firm will not assign any interest in the contract and shall not transfer any interest in the same without the prior written consent of the Township. By submitting a bid, the Firm is ensuring that there have been no judgments, claims or suits against them within the last three (3) years in which the Firm has been adjudicated liable for professional malpractice. In addition to the information required as described, a respondent may submit supplemental information that it feels may be useful in evaluating its Proposal. Respondents are encouraged to be clear, factual, and concise in their presentation of information. Term of successful vendor will be one year from date of award, with an additional one year extension when approved by Council through resolution. PURPOSE The Township of West Orange is soliciting proposals for the provision of services for the Administration of Affordable Housing Units in compliance with the Council on Affordable Housing regulations and the Uniform Housing Affordability Controls (N.J.A.C. 5:80-26.1 et seq) and N.J.A.C.5:97 et seq. BACKGROUND The Township of West Orange administers an affordable housing program for qualified applicants based on income eligibility. Currently, West Orange has existing low- and moderate-income age -restricted and family units as well as existing group home bedrooms. All of the existing affordable units have Administrative Agents in place. The Township expects to add 231 new, affordable family rental units between 2021 and 2025. All the affordable units will be included in inclusionary developments. SCOPE OF SERVICES The Township seeks the services of a professional and experienced affordable housing consulting firm to function as West Orange’s Administrative Agent (N.J.A.C. 5:80- 26.14). . The responsibilities shall include but not be limited to:  Implement the Township’s Affirmative Marketing Plan in accordance with N.J.A.C. 5:80-26.15.  Certify all applicants of affordable housing according to COAH and UHAC guidelines. 3

 Establish and maintain affordability controls and enforcement powers, in compliance with U.H.A.C. regulations, set forth in N.J.A.C. 5:80-26.1 et seq.  Prepare and/or update an Operating Manual for the Administration of Affordable Housing and Controls for submission to the Court and the Township, in accordance with N.J.A.C. 5:80-26.1 et seq.  Provide annual and monthly reports to designated authority as required.  Conducting an outreach process to insure affirmative marketing of affordable housing units in accordance with the provisions of N.J.A.C. 5:80-26.15.  Soliciting, scheduling, conducting and following up on interviews with interested households.  Conducting interviews and obtaining sufficient documentation of gross income and assets upon which to base a determination of income eligibility for a low-or moderate-income unit.  Providing written notification to each applicant as to the determination of eligibility or non-eligibility.  Creating and maintaining a referral list of eligible applicant households living in the COAH region and eligible applicant households with members working in the COAH region where the units are located.  Employing a random selection process when referring households for certification to affordable units.  Furnishing to attorneys, closing agents, or municipal housing liaison forms of deed restrictions for recording.  Creating and maintaining a file on each restricted unit for its control period, including a copy of the recorded deed with restrictions, as appropriate.  Instituting and maintaining an effective means of communicating information to low and moderate income households regarding the availability of restricted units for re-rentals. Providing annual reports as required.  The administrative agent will create and publish in plain English, and in such other languages as may be appropriate to serving its client base, a written operating manual, as approved by the Court, setting forth procedures for administering such affordability controls, including procedures for long-term control of restricted units. The administrative agent has the authority to take all 4

actions necessary and appropriate to carrying out its responsibilities hereunder. The operating manual will have a separate and distinct chapter or section setting forth the process for identifying applicant households seeking certification to restricted units, for reviewing applicant household eligibility, and for certifying applicant households in accordance with the household certification and referral requirements set forth in N.J.A.C. 5:80-26.16.  Such process will require that an applicant household to be notified in writing of the results of its application for certification within 20 days of the administrative agent’s determination.  At the discretion of the administrative agent, such process may include either or both an outreach requirement and a face-to-face applicant interview process.  The administrative agent will establish and maintain a ready database of applicant households as a referral source for certifications to restricted units. The administrative agent will also establish written procedures to ensure that selection among applicant households be via the database, and in accordance with a uniformly applied random selection process and all applicable State and Federal laws relating to the confidentiality of applicant records.  Upon request, the successful vendor will administer trust fund monitoring, midpoint review, CTM entry, group home credit worthiness, affordability assistance programs and extending controls. MEETINGS/COMMUNICATIONS Throughout the term of the contract, vendor shall be responsible to attend up to seven (7) meetings for a maximum of two hours each. These meetings shall be held during work hours Monday through Friday, 8:30 am – 4:30 pm. No additional compensation shall be given for these meetings. Unlimited electronic (phone/email) communications shall be included for no additional charge. QUALIFICATIONS/ EXPERIENCE Successful firm/individual must have completed administrative training as mandated in the UHAC regulations. REFERENCES List of at least five references within the last five years, with contact information, for these services. Include the following in your response:  Name of contracting company or government agency  Contact

t five years, with contact information, for these services. Include the following in your response:  Name of contracting company or government agency  Contact person’s name, position, and current telephone number  Dates, cost and scope of service 5

SUBMISSION REQUIREMENTS In addition to the forms as required on the “Bid Document Checklist” and any other information requested elsewhere in this RFP, the Respondent shall, as part of its Proposal, provide the following information: 1. Name of Firm. 2. Location of main office and any branches. 3. Year firm was established. 4. Description of ability to provide services and ability to provide them in a timely fashion (including staffing, familiarity and location of key staff). 5. Names and roles of the individuals who will perform the services. Submit their resumes and a description of their education and experience with the services contained herein including their education, degrees and certifications. 6. Detailed cost proposal (see Basis of Payment/Fee Proposal below). 7. List of at least five references as requested above. The Respondent may also submit any other information deemed relevant to this RFP. BASIS OF PAYMENT/FEE PROPOSAL On the attached proposal sheet, set forth the amount per unit that the submitter will charge to provide all of the above services as indicated in this request for proposal. The price per unit shall include payment for and the performance of all labor and services necessary for proper completion of the work outlined in this request for proposal. No additional fees of any kind shall be charged. The consultant shall also provide the hourly rate (valid for the term of the contract) of all individuals that may work on this project should we need additional work outside the scope of the project. 6

EVALUATION OF PROPOSALS The Township’s objective is soliciting Proposals and awarding a contract through the competitive contracting method, as prescribed by the New Jersey Local Public Contracts Law. The evaluation process is based on the most advantageous proposal using cost, management and technology as rating factors. The Township will consider the following as criteria for awarding the contract for this RFP: 1. Qualifications including experience and reputation in the field. 2. Experience working on projects of similar type and scale. 3. Knowledge of the subject matter addressed under the contract. 4. Availability to accommodate the required meetings of the Township 5. Existing knowledge of the subject matter to be addressed under the contract. 6. Compensation proposal. 7. History and experience of firm in performing this type of work. 8. The qualifications and experience of the proposed staff. 9. Past performance. 10. Availability to proceed and complete services in accordance with the completion time. 7

TOWNSHIP OF WEST ORANGE BID DOCUMENT CHECKLIST AFFORDABLE HOUSING ADMINISTRATIVE AGENT SERVICES COMPANY NAME In addition to any submittals required as indicated in this request for proposals, the following items marked with (X), as indicated below, MUST be included with your sealed submission. Please initial each item included and submit this form with the sealed submission Required Initials Proposal/Schedule of Prices X ____ Stockholder Disclosure Certification Form X ____ Insurance Requirements and Acknowledgement Form X ____ Affirmative Action Acknowledgement Form X ____ Iranian Disclosure Certificate X _____ Acknowledgement of Addenda X _____ Business Registration Certificate X _____ Reminder: Each submission shall be contained in a sealed envelope addressed to Township of West Orange Purchasing Division, 66 Main Street, West Orange, NJ 07052. Said envelope shall specify the professional service for which the submission is provided. The submission is to be clearly marked, “Sealed Submission Enclosed” and must be delivered at the place and time required or mailed so as to be received prior to the opening time set in the notice. Submissions received after the time herein named or in unsealed envelopes shall not be considered. 8

TOWNSHIP OF WEST ORANGE 66 MAIN STREET WEST ORANGE, NJ 07052 PROPOSAL (SCHEDULE OF PRICES) AFFORDABLE HOUSING ADMINISTRATIVE AGENT SERVICES Proposals shall be submitted to the Division of Purchasing, 66 Main Street, West Orange, NJ 07052 no later than: DATE: Friday, October 30, 2020 TIME: 11:00 AM ITEM DESCRIPTION AMOUNT 1 Price per rental per unit 2 Price per re-rental per unit 3 Hourly rate for work outside scope of RFP ARE THERE ANY EXCEPTIONS TO THIS REQUEST FOR PROPOSALS? YES NO IF YES, PLEASE SUBMIT A LETTER EXPLAINING FULLY WHAT EXCEPTIONS YOU ARE TAKING TO THIS RFP. COMPANY: YEAR FIRM WAS ESTABLISHED SIGNATURE: TYPED NAME AND TITLE: ADDRESS: CITY, STATE, ZIP: PHONE NO.: FAX NO. E-MAIL FEDERAL TAX ID # 9

STOCKHOLDER DISCLOSURE CERTIFICATION Name of Business: I certify that the list below contains the names and home addresses of all Stockholders, Partners, or Sole Proprietor holding 10% or more of the issued and outstanding stock of the undersigned.* OR I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the undersigned. * IMPORTANT NOTICE TO BIDDERS SEE NEXT PAGE Check the box that represents the type of business organization: Corp. Sign and notarize the form below, and, if necessary, complete the stockholder list below. Stockholders, Partners, or Sole Proprietor: Name: Name: Home Address: Home Address: Name: Name: Home Address: Home Address: Name: Name: Home Address: Home Address: Subscribed and sworn before me this ___ day of _________________________________ ___________, 2 __. (Affiant) (Notary Public) ________________________________ (Print name & title of affiant) My Commission expires: [CONTINUED ON NEXT PAGE] 10