REQUEST FOR PROPOSALS
FOR
Real Estate Services for Single Family Homes
1. INVITATION
Insight Development Corporation (Insight), is seeking to procure the services of a qualified and experienced Real Estate Broker/firm to provide real estate consulting services fora single family residential home project. It is the intent of this RFP to have the successful Broker/firm to enter into a Professional Services Contract with Insight to supply the real estate services as outlined in this RFP. The initial properties in the project are currently undergoing major renovation and will feature a multitude of energy efficient features, completely new mechanical systems including heating and air conditioning, and updated floor plans and modern appliances. There are up to eight single family homes that will be part of the first year contract with the qualified Broker/firm. The renovation project is anticipated to complete 50 homes for sale over the next 3-5 years. Incentives including significant down payment assistance and first time home initiatives are available to assist in securing buyers.This is a neighborhood in transition that is attractive to new homebuyers who are seeking close proximity to downtown, IUPUI, and Butler University.
Target Market Opportunities
1)Affordable, and first time home buyers
2)Neighborhood in upward transition
3)Down Payment Assistance
4)Surrounding employers providing incentives for employees
5)Buyers interested in neighborhoods close to downtown or IUPUI
2. INTRODUCTION
Insight Development, is the not for profit development arm of the Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana. Insight is governed by a nine-member Board of Directors. Insight receives funding from a variety of sources including federal dollars including HOME, Community Development Block Grants, the state of Indiana and local private funds including the Indianapolis Neighborhood Housing Partnership and Local Initiatives Support Corporation. Their experience securing mixed-source financing to support the development, rehabilitation and operation of public and affordable housing enables Insight Development and the Indianapolis Housing Agency to creatively address the housing needs of the Indianapolis community.
Insight Development has been engaged as the housing developer to implement the strategies outlined in the Indianapolis Northwest Quality of Life Plan. Insight has worked in conjunction with the Housing Committee and local leadership to devise Rock n Riverside, the first step in an ongoing housing strategy whereby Insight will acquire, renovate and make for sale approximately 50 single family homes to affordable homebuyers over the next 3-5 years. The inventory varies from large doubles that have been converted to single family homes to small bungalow style homes. This RFP is to secure real estate service to sell these homes to qualified buyers. Insight is seeking a creative approach that will generate ongoing interest in the Riverside neighborhood as it continues to become more vibrant and livable. This is a neighborhood that requires an innovative approach to marketing the homes as one component a comprehensive revitalization strategy. All homes are required to be sold within nine months of the listing.
3. SCOPE OF SERVICES
The successful Responder shall either provide or retain brokers at his/her own expense for the technical assistance necessary to develop the work for the following specialties, if needed:
A)Perform market analysis[JG1]
B)Listing the properties for sale on the MLS /BLC
C)Develop strategies for the sale of single family homes including identifying special neighborhood events, technology, and homebuyer fairs and other ways to attract the specific buyers to the program
D)Host open houses
E)Coordinate the real estate closing transactions
F)Coordinate the support services with buyer home readiness programing and mortgage service providers[JG2]
G)Ability to work closely with potential buyers to explain the incentives and qualifications for being a homeowner in Rock n Riverside
4.BROKER’S QUALIFICATIONS
A)Must be licensed and in good standing with the Marion Indianapolis Board of Realtor (MIBOR)
B)Must have an excellent reputation in the real estate community
C)Must have demonstrated knowledge of affordable housing regulations and experience with affordable home buyers
D)Must demonstrate knowledge of the local real estate market and specifically the northwest area of Indianapolis
E)Must demonstrate innovative approaches to marketing urban real estate
5. INSURANCE REQUIREMENTS
For proposal purposes, Brokers must submit copies of certificates of insurance for general liability and workers compensation. The successful contractor must provide original certificates prior to commencing services.
6. FEE SCHEDULE
The proposal shall include the commission or flat rate for selling properties.
If there are other anticipate costs relative to the marketing of the properties, those fees should be provided in the RFP.
7.TERM OF CONTRACT
The contract period for the successful broker/firm shall be for two years with renewable options for up to 3 years. The contract may be terminated by either party with 60 days written prior notice.
8.EVALUATION AND AWARD PROCESS
Issuance of the RFP does not commit Insight Development to award a contract. Insight reserves the right to postpone receipt date, accepting or rejecting any or all of the proposals received in response to this RFP, or to negotiate with any of the brokers/firms submitting an RFP, or to cancel all or part of the RFP.
4. RESPONSEREQUIREMENTS
Interested firms are requested to submit a response with the following information:
- Letter of introduction of the firm and its organizational structure
- Narrative Responsedetailing unique qualifications, marketing approaches, expertise or involvement with the neighborhood revitalization process or with incentives for affordable or first time homebuyers or other characteristics which distinguish your firm from others.Describe experience with selling residential real estate in Indianapolis urban neighborhoods.(Maximum 2 pages)
- Project Experience Past Five (5) years. Responder shall include similar real estate projects that are comparable to the types of real estate that may be awarded under the Agreement. List number of properties sold and sales price in the last 5 years, with addresses.
- Three references (other than IHA or Insight) including names, addresses, phone numbers and a brief description of the services provided.
- A resume of the broker and key personnel who will be involved with the Rock n Riverside project.
- Copies of current professional licenses or certifications of staff involved with the project.
- Additional services provided by your firm.
- Listings of current litigation, if any.
- Fee Schedule including any anticipated additional costs relative to marketing the homes within the project.
- MBE/WBE/DBE certification and experience, where applicable
- HUD forms 5369 B (On web site)
- Certificate of current insurance to include, general, vehicular, workers compensation and errors and omissions.
- Non-Collusive Affidavit (On web site)
- Certificate of Non-Organizational Conflict of Interest (On web site)
- Certificate of Non-Segregated Facilities (On website)
- E-Verify Affidavit
- MBE/WBE/VBE/DOBE Contractors Initial Response Form
17.EEO Policy Statement:Each responder must include with its proposal a certification signed by an officer of the firm indicating its firm’s understanding of the provisions of the City of Indianapolis’ Equal Employment Opportunity Program and the firm’s assurance of non-discriminatory treatment of employees in their hiring practices because of race, age, color, religion, sex or origin. Each responder must also complete a self-certification concerning its policy and EEO compliant.
Failure to include any of the aforementioned forms will render the RFQ response non-responsive.
5.EVALUATION OF FIRMS AND SELECTION CRITERIA
This is an official Request for Qualifications (RFQ) as required by and meeting the criteria established by HUD. An evaluation panel convened by Insight will review, evaluate and rate each responsive submittal based on criteria outlined in the following section of this document. A contract will be required of the successful respondent(s).
Insight reserves the right to request additional information from any respondent after the response deadline. Insight also reserves the right to reject any and all parts of this RFQ, postpone or cancel the RFQ process at any time, and to waive any minor irregularities in this RFQ or in the responsesreceived.
Responses shall be evaluated according to the following criteria and respective weight:
Responders & Teams Qualifications0 to 20points
Responders Project Experience0 to 20 points
Responders Approach to Marketing 0 to 25 points
Fee Schedule0 to 15 points
MBE/WBE/VBE/DOBE Certification0 to 20 points
TOTAL (100 max.)
6.CONDITIONS
Respondent must provide verifiable references demonstrating experience in their field and corroborating the RFQ response.
Insight reserves the rights to negotiate with one or more respondents, and as a result of that process, enter into a best and final negotiation or contract with one or more respondents.
Insight reserves the right to reject all proposals and waive any minor informalities in the RFQ process. Insight shall be the sole judge of minor informalities. A respondent may, at the sole discretion of the Insight, correct minor omissions, such as incomplete references, within five (5) business days of the submission date. Lateness of response is not considered a minor informality.
Insight reserves the right to reject a proposal as non-responsive that deviates from the scope of the RFQ and/or omits any of the required submission forms.
An executed contract with the successful respondent(s) is subject to the approval of Insight’s President and Board of Directors and may also be subject to approval by the local HUD office.
All respondents are advised that attempts to influence or discuss this RFQ with Insight staff or board members prior to the award of a contract may result in disqualification of the response.
Insight assumes no liability for costs incurred by respondents in the preparation and delivery of a response or for attendance at any subsequent meetings relative to this RFQ.
The person signing the RFQresponse must be authorized to execute a contract or conduct negotiations or discussions on behalf of the respondent if required.
7.MINORITY, WOMEN, DISABLED, & VETERANS BUSINESS ENTERPRISESPOLICY
MBE/WBE/VBE/DOBE PARTICIPATION REQUIREMENTS
1.It is the policy of the Indianapolis Housing Agency and Insight Development that Women’s Business Enterprises (WBE), minority business Enterprises (MBE), Veteran Business enterprises (VBE), and Disability- owned business enterprises (DOBE) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Owner has established the following percentage goals for MBE, WBE, VBE, and DOBE participation on this Project, based on the Contract Price as awarded to the successful Bidder:
MBE: fifteen percent (15%) WBE: eight percent (8%) VBE: three percent (3%) DOBE: one percent (1%)
2.Initial evaluation and review of a Bidder’s compliance with the requirements set forth herein in respect of MBE/WBE/VBE/DOBE participation, including review of documentation and information submitted by Bidders, shall be undertaken by IHA/Insight.
3.ABidders shall complete the Bidders itemized Proposal and Declarations form for construction or goods & services to disclose the status of its ability to meet the MBE/WBE/VBE/DOBE goals as of the submittal due date. Failure to do so shall deem the response non-responsive.
BAny Bidder who does not meet a project goal must petition IHA/Insight for relief from that goal by filing an application for a waiver, which application shall be submitted with the other required bid documents. The application for the waiver shall show withdetailed documentation all good faith efforts that were made by the Bidder for the purpose of fulfilling the project goal and to assure that MBE, WBE, VBE, and DOBE firms are used as sources of supplies, equipment, construction and services. Theapplication for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA/Insight, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202 or via phone at 317-261-7184. The application shall be submitted as a 72 hour post-bid submittal.
CExamples of good faith efforts for MBE/WBE/VBE/DOBE shall include, at a minimum, all of the following:
1Documentation of any advertising that the Bidder performed in search for prospective MBE/WBE/VBE/DOBE for the contract in general circulation, trade, and minority-focused media.
2Documentation of any written notifications that the bidder provided to MBE/WBE/VBE/DOBE firms notifying them of contracting opportunities in sufficient time to allow them to participate, and to minority business assistance agencies for the purpose of locating prospective MBE/WBE/VBE/DOBE for the contract. Documentation must also include written notification to IHA for assistance in locating prospective MBE/WBE/VBE/DOBE firms for the contract.
3Documentation of the Bidder’s efforts t select portions of the work to be performed by MBE/WBE/VBE/DOBE firms in order to increase the likelihood of achieving the stated goals, including the division of contracts into economically-feasible units to facilitate participation.
4Documentation of direct contact and negotiations with MBE/WBE/VBE/DOBE firms and/or partnerships for specific sub-bids, including at a minimum the following information;
AThe names, addresses and telephone numbers of MBE/WBE/VBE/DOBE firms that were contacted;
BA description of the information provided to MBE/WBE/VBE/DOBE firms regarding the plans and specifications for portions of the work to be performed;
CA statement of why prospective agreements with MBE/WBE/VBE/DOBE firms were not reached.
5Documentation of technical assistance provided to MBE/WBE/VBE/DOBE firms for obtaining bonding, insurance or a needed line of credit for the project.
6Documentation relevant to any other efforts the Bidder has made to assist MBE/WBE/VBE/DOBE firms in overcoming the traditional barriers of participation in the industry affected by the contract.
7Documentation of efforts to research other possible areas of participation, including, but not limited to, any of the following:
ASuppliers;
BShipping or transport enterprises;
CEngineering enterprises; and
DAny other role that may contribute to the production and delivery of the product or service specified in the contract.
DThe bidder shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE/WBE/VBE/DOBE firms and shall provide full access to these records to the owner upon its request to inspect them.
4.The apparent successful Bidder shall, within three (3) business days after notification by the Owner, provide the application for Program Waiver (if Bidder has not met all goals as set out in section 1 above), and any supporting documentation deemed necessary by the owner to demonstrate utilization of good faith efforts to achieve or maximize MBE/WBE/VBE/DOBE firms, participation goal levels as set out in section 1 , which shall serve as an additional condition to the Bidder being found responsible and responsive.
5.The decision of the Owner concerning whether or not a Bidder has satisfactorily demonstrated good faith efforts shall be conclusive and binding upon such Bidder.
6.Where a Bidder proposes to utilize a MBE/WBE/VBE/DOBE firm that has not been certified as such by the City of Indianapolis, Office of Minority & Women Business Development shall submit a completed certification application for such MBE/WBE/VBE/DOBE. The MBE/WBE/VBE/DOBE must become certified by OMWBD to count toward attainment of the MBE/WBE/VBE/DOBE goals for the project. Bidders must obtain copies of the certification from OMWBD at Suite 1260, City-County Building, 200 E. Washington Street, Indianapolis, IN 46204. Phone is 317-327-5262; Fax is 317-327-4482.
7.For the purposes of determining the degree of participation for MBE/WBE/VBE/DOBE firms operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:
AA Joint Venture Bidder consisting of one or more MBE/WBE/VBE/DOBE parties will be credited with MBE/WBE/VBE/DOBE participation on the basis of percentage of the dollar amount of the work to be performed by the MBE/WBE/VBE/DOBE. For example, if such Joint Venture proposes to perform fifty percent (50%) of the dollar amount of the work quoted at $1,000,000 and fifty percent 950%) of the work is to be performed by the MBE/WBE/VBE/DOBE Joint Venture partner, MBE/WBE/VBE/DOBE participation will be credited as twenty-five percent (25%) of the work or $250,000.
BA Bidder will receive sixty percent (60%) toward goal attainment for the use of minority suppliers who are not manufacturers, i.e. where a Bidder proposes to purchase $10,000 worth of construction materials from a minority Supplier who did not manufacture the materials, $60,000 will be credited toward the Bidder’s minority participation goal. However, where the minority Supplier is the manufacturer of the product supplied, the Bidder will receive MBE/WBE/VBE/DOBE credit of one hundred percent (100%) of the dollar amount of the supply contract.