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2011 Rehab RFP training


									HOME Owner Occupied
Rehabilitation Program
     2011 RFP

     February 23, 2011
        Topic Summary
• Part I – Background & Program
• Part II – Minimum Qualifications and
• Part III – Evaluation Criteria
• Part IV – Program Standards
• Part V – Additional RFP Standards
• Application
                        Part I
HOME Owner Occupied Rehabilitation Program:
• Provides funds to eligible Offerors
   – To rehabilitate affordable housing occupied by eligible
      homeowner’s in order to improve:
       • Habitability
       • Health Elements
       • Safety Standards
Approximately $4,480,000 in HOME Funds reserved for the
Owner Occupied Rehabilitation Program:
       • Program funds
       • House by House
       • $100,000 Lead Based Paint
       • Admin
                              Part I
Purpose of RFP is to solicit proposals from qualified Offerors capable of
providing housing rehabilitation services.

Offeror’s must demonstrate:
    – Need for rehabilitation services and description of the needs of
      the community
    – Support from Local Government
    – Leveraging of other funding

                                 RFP Pg 4
                      Part I
• Feb 16, 2011 – RFP Release
• Feb 23, 2011 – RFP Training – FAQ opens
• Mar 17, 2011 – RFP deadline
• Mar 21, 2011 - Deficiency period begins
• Mar 28, 2011 – Deficiency period ends
• Apr 20, 2011 – Recommendation to BOD
• April 21, 2011 – Notification of awards
• May 11, 2011 - End of Protest Period (Deadline for Offeror to
  file Protest)
• June 30, 2011 – Contract negotiation ends
                           Part II
Minimum Threshold Requirements

Offerors must meet the following minimum requirements. Applications not
meeting the minimum requirements may be eliminated from further review.

•   Be either a state or local governmental agency, housing authority, tribal
    agency, non-profit or for profit organization and has amongst its purposes
    significant activities related to providing housing or services to persons or
    households of low or moderate income. Provide documentation of being
    duly organized in accordance with state or local law and is in good standing
    with any state authority such as the Public Regulation Commission and/or
    Charitable Registrar at the Office of the Attorney General (e.g. Articles,
    Bylaws, and Certificate of Good Standing for a Corporation, Operating
    Agreement, and Certificate of Good Standing for a Limited Liability
    Company; partnership agreement and certificate of limited partnership for a
    partnership; 501 (c)(3) designation for a non-profit);

•   Be in “good standing” as of the date of this RFP is issued. In order to be in
    good standing, Offeror must not have un-cleared findings older than 60 days
    from any funding source nor have “suspended” or “debarred” status
    conferred upon it by MFA and/or other funding sources;
                             Part II
          Minimum Threshold Requirements

•   Provide an independent financial audit for either FY2009 or FY2010
    prepared by a Certified Public Accountant. If an independent financial audit
    is unavailable, provide 12 months of interim financial statements. The
    financial audit must have no unresolved material financial audit findings that
    hinder the ability of Offeror to execute the Rehabilitation Program. At MFA’s
    discretion. MFA may make exceptions to this requirement on a case-by-
    case basis for documented extenuating circumstances beyond Offeror’s

•   Provide description of its outreach/marketing plan;

•   Recipients of 2010 Rehab program funds must have committed funds prior
    to the release of this RFP. 2010 House by House Eligible Partners must
    have a minimum of one (1) Reservation Verification and Notice to Proceed
    from MFA between July 1, 2010 and December 31, 2010;

•   Provide a letter of support by local government officials in each jurisdiction
    where rehabilitation activities are planned. The letter must be dated during
    the prior (6) six months from the date of the Response to the RFP.
                      Part II
• Proposal Requirements
  Offerors must report any and all housing rehabilitation funds
  received from other federal, state, local or tribal government
  funding sources as evidenced by a current letter from said
  entities that offerors are in good standing with their programs
• Offerors must not have material outstanding financial audit
  findings or material monitoring findings by MFA or by other
  funding agencies where HOME program funds are involved.
• Offerors must describe any material, current or pending
  litigation, administrative proceedings or investigations that
  could impact the reputation or financial viability of the firm;
                Part II
•   Evaluation of Proposals
•   Deficiency Period
•   Areas of Statistically Demonstrated
    Needs -
    Catron, Cibola, DeBaca, Harding, Hidalgo,
    McKinley, Mora, Rio Arriba, Roosevelt, San
    Juan, San Miguel, Sandoval, Socorro, and Taos.
    Colonias and Tribal Trust Lands are also
    designated Priority Areas.
                      Part III
• Evaluation Criteria - Scoring by Criteria

   – Criteria                         Maximum Score
     Community Need                             35
     Organizational Capacity                    50
     Project Readiness and Financial Resources  15
     Fiscal Management                          15
                   Total Points115
                         Part III
•   Scoring Details - Community Need

      •   Proposed Units. Points will be awarded based on the
          number of units proposed. Maximum points = 10

      •   Areas of Statistically Demonstrated Needs: Points will be
          awarded to agencies expanding coverage to current areas
          of statistically demonstrated needs.
               Maximum points = 25
                         Part III
•   Scoring Details- Organizational Capacity

      A. Rehabilitation Production History. Points will be awarded
         based on the cumulative percentage of number of units
         completed to the number of units awarded from MFA from
         July 1, 2009 through December 31, 2010.

      A completed unit is defined as final paperwork has been
      received and processed by MFA.

             Maximum points = 15
                        Part III
•   Scoring Details - Organizational Capacity
    B. Staff Experience on Rehabilitation Activities. Points
    will be awarded based on the current availability of
    staff currently on the payroll that perform the activities.
    Maximum points = 25.
    C. Agency has an executed MOU with a NM
    Energy$mart Service Provider.
    Maximum points = 10 points
                         Part III
•   Scoring Details - Project Readiness & Financial

     A. Leveraging. Leverage is other funds that are used in
      conjunction with HOME funds that reduces the overall amount
      of HOME funds invested in a project. Examples of leverage
      are CDBG, USDA, NAHASDA, Municipal funds, private
      donations, bank funds, etc. Points will be awarded for the
      amount of other funds used to reduce the average per unit
      cost set for HOME funds. Maximum points = 15.
                             Part III
•   Scoring Details - Fiscal Management
      A.   Audit Findings. Points will be awarded based on the results of
           Offeror’s independent audit for their most recent completed fiscal
           year; however, audit must not be for a fiscal year ending earlier
           than 2009. Audit materials must include management’s
           responses to any findings. Offerors that do not submit an audit or
           submits a FY2009 audit must also submit twelve (12) months of
           interim financial statements, reviewed and signed by an officer of
           the organization. Maximum points = 10
      B.   Fiscal Oversight. Two (2) points will be awarded for proof of
           bylaws requirement for a board of director’s oversight committee.
      C.   Checks and Balances. Three (3) points will be awarded for a
           sound organizational system of checks and balances in fiscal
           management documented in the organization’s policy procedures
           manual approved by Offeror’s board of directors.
                            Part IV
•       Program Standards

    –     Funding/Subsidy Limits/Administrative Fee changes
    –     Elimination of Schedule A – Soft Costs
    –     Terms
    Funding/Subsidy Limits/Admin Fees

• Subsidy Limit increased to $80,000 for all projects
   – No longer a difference between ASDN and Non-
     ASDN projects
   – All direct project related costs including salaries and
     soft costs are billed to the project
   – You tell MFA what your project costs will be
• Admin Fee set at up to 10% for non-project related
   – Accountant
   – Executive Director
          Elimination of Soft Costs
• MFA is no longer capping the soft costs
• Salaries for direct project related staff is now charged
  to the subsidy not to Project Management or Admin.
  You will be required to submit timesheets and/or
  payroll ledgers as backup.
• Agencies are in control of actual project costs

New Term Structure
• 0 – 59.9% AMI for deferred payment loan –
  due on sale, transfer, refinance
• 60% - 70% - 80% AMI - 20 year amortized
  loan at an interest rate of 1%,1.5% or 2%
  depending on AMI – No leverage
•       Section 1 - Community Need
    –     Proposed Units
          First block is for proposed units in ASDN – what community, county,
          how many at or under 59.9% AMI, how many over 60% AMI

    –     Second block is for proposed units in other areas

    –     Third block is for total units and % of total units in ASDN

    –     Local Support – provide copies of all letters of support from local gov’t
          officials – you must have at least one support letter per area.
•       Section II– Organizational Capacity
    –     Block A - is MFA Rehab production history – we are only looking for
          MFA history (CDBG, HOME, RHED) not all funding sources from July
          1, 2009 through December 31, 2010.
    –     Block B - is for the names of staff and consultants who will be
          performing the rehabs for the organization. Attach their resumes.
    –     Block C – Provide copy of executed MOU with NM Energy$mart
          Provider (if available)
• Section III – Project Readiness/Financial
   •   A. Schedule K – Total Construction Budget
   •   Block 1 – enter total # of proposed units and total proposed
       contract amount (units x $80,000)
   •   Block 2 – 4 sections
        • Construction (Hard Costs only)
        • Project related salaries to perform tasks previously
            part of the Soft Cost schedule
        • Project related Soft Costs – recording fees, appraisals,
            title searches, etc.
        • Admin – 10% for non project related activities that
            contribute to the rehab program
• Section III – Project Readiness/Financial

   B. Leverage – asking for leverage sources and
      dollar amounts.
   C.   Marketing Plan – description

   D.   Schedule of Completion – self-explanatory
•       Section IV– Fiscal Management
    –     A. Audit Info – if there are findings, you must submit a Management
          Response letter to the findings.
    –     B. Findings – must attach list of findings (if applicable) from all
          funding sources, including MFA
    –     C. Debarment – attach print screen of the EPLS page (
    –     D. & E. Fiscal Oversight and Management – provide bylaws and
          fiscal policies and procedure manual
    –     F. Financial info – self explanatory
    –     G. & H. Board Member List
    –     Offeror Certification – DON’T FORGET TO SIGN!!!!!
    –     Scoring Criteria Form

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