Below Market Rate Housing Administration Services

Below Market Rate Housing Administration Services The City is issuing this Request for Proposals (“RFP”) for Below Market Rate (“BMR”) Housing Administration Services to support the City with the following tasks (a) BMR Program General Administration, (b) BMR Ownership Program Services, (c) BMR Rental Program Services, (d) BMR Program Inventory and Recordkeeping, and (e) evaluation of the existing program and implementing program improvements. The City will prefer proposals which do not to exceed $175,000 per year. The City may consider additional funding up to $225,000 per year total for specialized services, such as legal representation for compliance cases.Background The City of Campbell is in the West Valley area of Santa Clara County and encompasses 6.35 square miles.  The City was founded in 1887 and incorporated in 1952 as a general law city.  As of May 2021, the City’s population was 42,221. Campbell operates under a Council/Manager form of government and is organized into six departments - City Administration, Recreation and Community Services, Finance, Community Development, Police, and Public Works. Fire services are provided by contract with the Santa Clara County Fire Department.  The City provides library, animal control, solid waste collection and recycling, and storm water management services via Joint Powers Agreements (JPA’s).  Objective The intent of this Request for Proposals is to select a service provider to provide Below Market Rate Housing Program Administration services as part of the City of Campbell’s existing Below Market Rate Housing Program. The Below Market Rate Housing program consists of housing units produced because of the City’s inclusionary housing ordinance and density bonus housing program. There are currently 86 BMR ownership units and 51 BMR rental units, with additional units in the entitlement and construction pipeline.  Bidder’s ConferencePlease note a meeting will be held on April 2, 2025, at 1PM to answer any questions prospective agencies or firms may have about the RFP process. The City will provide answers to the questions received following the Conference. No further questions will be taken after this meeting. If you wish to participate in the Bidder’s Conference, please email Eloiza Murillo-Garcia at document.write('EloizaM'+'@'+'campbellca.gov')For security reasons, you must enable JavaScript to view this E-mail address. and a link to the Zoom meeting will be sent to you. The City will make available any and all materials and data at their disposal to support data gathering and research required in the RFP. The City is looking to contract with a service provider or consultant that can help administer the Below Market Rate Housing Program in City of Campbell. The City will consider different service models from firms with demonstrated experience in BMR program administration such as independent consultant services as well as city staffing services. Below Market Rate Housing program Administrative PrioritiesCoordinating with the City on implementing the City’s Inclusionary Housing and Density Bonus ordinances.Manage the sales and rental process for both new and existing units in the City’s BMR portfolio.Performing annual compliance monitoring to ensure that all properties are in compliance with the City’s BMR Program Guidelines. The scope of work outlined below illustrates the specific services requested. Scope of ServicesProject tasks shall include, but are not necessarily limited to, the following described below.  If the firm believes additional tasks are warranted, they must be clearly identified in the service proposal. Service providers responding to this RFP shall be prepared to begin services no later than July 1, 2025.  The project consists of furnishing all labor, materials, supervision, and travel necessary to complete the tasks outlined below. The City’s Inclusionary Housing Ordinance (Campbell Municipal Code Chapter 21.24) is a necessary part of the City’s efforts to meet its 2023-2031 Housing Element goals and its region wide affordable housing obligations. Through the Inclusionary Housing Ordinance, at least 15% of the units in a new housing development of five or more units must be restricted to low- and moderate-income households. The Density Bonus Ordinance (Campbell Municipal Code Chapter 21.20) furthers the City’s goals for affordable housing by providing incentives to developers for the production of housing for very low-, low- and moderate-income households, in compliance with State Law. The City’s BMR program requires long-term compliance monitoring and program administration. In accordance with all applicable Federal, State and local laws, the contract for BMR Program Administration services will include, but is not limited to the following: Task 1: General Program AdministrationConsultant will be the primary contact to the BMR Program and will handle all inquiries and correspondence from applicants, current BMR participants and property managers in buildings with units restricted under the BMR program.Consultant will advertise the BMR program, as needed, to solicit buyers and renters for available units and establish an eligibility list.Consultant will complete the initial set-up of the BMR program within 60 (sixty) calendar days from the contract kick-off meetingConsultant will develop and distribute information materials about the program to residents and property owners.Consultant will create and maintain a BMR program website presence that will link to the City’s housing website.Consultant will schedule monthly meetings with City staff to report on Program administration activities.Consultant will partner with the City to revise or create legal templates for BMR Program documents including, but not limited to: the Developer Affordable Housing Agreement, Resale Restriction Agreement and Deed of Trust.Consultant will be responsible for working with developers with an Inclusionary Housing and/or Density Bonus obligation to prepare an Affordable Housing Agreement prior to the issuance of building permit.Consultant will develop and implement a community outreach plan to advise to BMR applicants, current BMR participants and Property Managers/Owners about services available. The plan should include a variety of outreach methods, such as:Public meetingsOne-on-one meetingsEducational materialsSocial media campaignsConsultant will maintain an updated database of all first-time homebuyers, Redevelopment Agency (RDA) and other housing loans and will work with the City to process all paperwork and legal recordings required when first-time homebuyer loans and/or RDA loans are paid off or refinanced (as needed basis). Task 2: BMR Ownership Program Consultant will manage the entire sale process from advertising of available units to completing the closing on the BMR unit.Consultant will prepare and maintain the sales schedule for City approval.Consultant will ensure that each application is complete, verify eligibility, and confirm preference priorities.Consultant will enter applications into a lottery system, factoring in appropriate preference criteria.Consultant will be available to answer any questions regarding the BMR program and will help facilitate escrow closing, including the recordation of the resale restrictions, request for notice of default, subordination agreements, and any other applicable documents with the title company prior to close of escrow.Consultant will inspect prospective sales units, hold at least one open house for prospective buyers, assist buyers with locating a realtor, financing, coordinate appraisal, property and termite inspections, prepare disclosure statements, open and close escrows in accordance with accepted real estate practices, and coordinate close of escrow to meet program deadlines.Consultant must employ or subcontract with a licensed realtor to manage transactions for new unit sales or resales of existing unitsConsultant will provide or coordinate Home Buyer education consistent with the U.S. Department of Housing and Urban Development (HUD) standards.Consultant will monitor units annually to confirm program compliance and investigate and manage potential defaults.Consultant will review and process requests for refinancing of BMR homes and junior loans in accordance with the BMR program guidelines.Consultant shall review and update the BMR Homeownership Program Guide on an annual basis.  Task 3: BMR Rental Program Consultant will manage entire rental process including advertising of available units.Consultant will provide the property owner/manager of projects containing BMR units with the most current income and rent guidelines upon issuance by HCD and HUD each year.Consultant will monitor BMR unit rents annually to ensure compliance with the required affordable rent levels under the BMR program.Consultant will work with the property owner/manager on any compliance issues to bring the property into compliance.Consultant will verify the eligibility of prospective tenants, including income, household size and priority preferences.Consultant will enter rental applications into a lottery system, factoring in appropriate preference criteriaConsultant will manager the entire recertification process annually to ensure renters maintain BMR program eligibility.Consultant shall review and update the BMR Rental Program Guide on an annual basis. Task 4: BMR Program Inventory and Recordkeeping Consultant shall maintain the City’s existing records, databases, and files through a file retention and management system for the program. The Consultant will update the City’s records quarterly to ensure a coordinated seamless record-keeping process. Database access shall be provided to City staff involved in the BMR program administration. The database shall include the following at a minimum: For each BMR / RDA Development (new and existing): A list of all BMR / RDA units in the developmentThe date of the BMR / RDA developer agreementBMR / RDA units lost, including date, reason for loss, initial sales price, resale price, and actions taken For each owner unit (new and existing):The address for each ownership unitThe level of affordability (e.g., Very Low, Low, Moderate)The current owner of recordThe expiration date of the owner agreementThe last date of recertification The recertification status (updated annually)The original sales priceThe current resale restriction priceDates of owner turn-over, as applicable For each renter unit (new and existing):The unit number for each rental unitThe level of affordability (e.g., Very Low, Low, Moderate)The current tenant of recordThe last date of recertificationThe recertification status (updated annually) For each affordable housing loan:The type of loan (e.g., RDA, BEGIN, FTHB, etc.)The address associated with the loanThe current owner of record (this should be the loan recipient)The amount, term, and due date of the loanDates of payoff and interest collected, as applicableDates of refinance/subordination, as applicableDates of write-off and amount, as applicable Other information as requested and mutually agreed to.  Task 5: Evaluation Collect data on the number of inquiries received, the nature of the inquiries, and the resolution. In addition, consultant will identify trends and suggest areas for process improvements if necessary.Consultant will provide quarterly reports to the City on the status of the BMR program administration, including but not limited to: BMR inquiries and resolution, BMR compliance status, and Existing Loan Administration.Review existing BMR Ownership and Rental Program Guides and develop recommendations for improving the guides drawing from experiences and based on best practices.Review existing documents, including Developer agreements and homebuyer documents and develop recommendations for improving the program documents drawing from experience and best practices.