Fill - Free fillable C S JOSEPH A. CURTATONE M ITY OF (City of Somerville) PDF form

ITY OF SOMERVILLE, MASSACHUSETTS

OMERVILLE AFFORDABLE HOUSING TRUST FUND

JOSEPH A. CURTATONE

AYOR

Mary Cassesso, Managing Trustee Trustees

Ben Ewen-Campen

Michael Feloney

Kathryn Gallant

Donna Haynes

Daniel LeBlanc

Andrea Shapiro



January22,2019

INVITATIONANDINSTRUCTIONSTOPROPOSERS



CITYOFSOMERVILLE

AFFORDABLEHOUSINGTRUSTFUND

TENANCYSTABILIZATIONPROGRAM 



INTRODUCTION



The City of Somerville Affordable Housing Trust Fund (SAHTF) is soliciting Proposals to operate and

administer the Tenancy Stabilization Program in anamount of up to $60,000 per year for up to three

years, of which up to 15 % shall be allocated to administrative fees. The contract term is  expected to 

beginJuly1,2019.Proposalssubmittedshouldindicatetheenddateofapreferredcontractterm.



ThepurposeofthisRequestforProposal(RFP)istoselectan agency/entity to administerandoperate



the Somerville Affordable Housing Trust Fun d’s  Tenancy Stabilization Program.This program provides

up to $3,000 in grant funds to eligible applicants who are in need of money for first and last month’s

rental payments, security deposits, and rental arrears in order to help stabilize clients’ housing

situations.Otheruses for

TenancyStabilizationProgramFundsmaybeallowedifthey aredetermined

to be eligible. Payments are made directly to landlords on behalf of tenants and must be tied to a

specifichousingunit.



This document is intended to provide a common and uniform set of instructions to guide Proposers

throughthe

proposalprocess.



BACKGROUND



TheSomervilleAffordableHousingTrustFund(SAHTF)wascreatedin1989,byacityordinance, andits

first programs began in 1991. Its purpose is to preserve and create affordable rental and

homeownershipunitsinSomervilleandcarryoutprogramstodirectlyassisthomeownersandrenters.



The Somerville

Affordable Housing Trust Fund operated a Renter Revolving Loan Fund from 1992

through 2006.The program was developed to provide stabilization to low‐income households who

foundthemselvesinrentarrearsandatriskofeviction.In2006,theSomervilleAffordableHousingTrust

FundendedtheRenterRe volvingLoanFundand

replaceditwiththeTenancyStabilizationProgramand

solicitedproposalsfromlocalagenciestoadministertheprogram.From2006to2012,theprogramhad

beenoperatedbytheSomervilleCommunityCorporation.From2012to2018,theSomervilleHomeless

Coalitionoperatedtheprogramandfrom2018to2019theprogramhas

beenoperatedby Just‐a‐Start

Corporation. The SAHTF is seeking an agency or other entity to administer the Tenancy Stabilization

Program,asoutlinedbelow.



PROGRAMREQUIREMENTS



TheSAHTFhasdevelopedseveralguidelinesfortheTenancyStabilizationProgram.Proposersmusttake

intoaccounttheserequirementswhenproposingaprogram.The

requirementsareasfollows:



1) Eligible Uses of Funds include first and last month’s rental payments, security deposits, and

rental arrears in order to help stabilize clients’ housing situations. Other uses of funds may be

allowed if they are determined to be eligible. Use of funding should be tracked by

 these

categoriesfortheTrust.Nofundsmaybeusedforineligiblepurposes.

2) PaymentsofTrustfunds  must be mad e directly to landlords on behalf oftenants and must be

tiedtoaspecifichousingunit.

3) Eligibleapplicantsmustha veincomesless thanorequalto80%of

AreaMedianIncome.

4) Applicantsmayreceiveupto$3,000fortheabovestateduses,butthegrantamountshallinno

caseexceedtheamountneededtocovertheeligibleuses.

5) Funds will be distributed to applicants as a grant rather than a loan, but applicants should be

offered

 the opportunity to enter into, and comply with, a grant a greement with the

agency/entity outlining how the applicants  will participate in supportive services or on‐going

counseling as a condition of receipt of funds. Such supportive services or on‐going counseling

mustbefundedusingsourcesotherthantheaward

fromtheSAHTF.



SCOPEOFSERVICES



Thecontractedagency/entitywillberesponsibleforoperatingtheTenancyStabilizationProgram,which

includes the following components.Proposers  may suggest alternative methodologies  if they believe

suchmethodologieswouldbemoreappropriate.



1.ConductOutreachtoPotentialEligibleRenters.



2.CertifyIncome Eligibility. Verify that renters have a household income lessthan or equa lto80%of

AreaMedianIncome.



3. Create Supportive Service Agreements with Grantees. The contracted agency/entity will be

expected to provide supportive services to grantees, and must leverage outside resources or

internalcapacitytoprovidetheseservices.



4. Submit Quarterly Progress Reports. Identify goals and define outcomes  on which to report and

submittoSAHTFonaquarterlybasis.



5. Distribute Funds for Assistance.The contracted  agency/entity will be expectedto make the initial

paymentforrentalassistancetobereimbursedbytheCityatalaterdate.Checksmustbedirectly

payabletothelandlord.



6. Prepare Requisitions for Funds.The City of Somerville administers the Trust’s finances.The

contracted agency/entity will submit invoices to SAHTF on a monthly basis for reimbursement of

expenses, with documentation of funds expended, such as copies of checks to landlords or rent

receipts.



CONTRACTTERM



Thiscontractwillbeforaperioduptothreeyears.Thecontractstartdateisexpectedto

beJuly1,2019.



PROPOSALREQUIREMENTS



Responses are due electronically by  10:00am on Tuesday, March 5, 2018 and respondents should  also

submit 10 printed copies  (collated), by hand‐delivery or by mail, postmarked on or before noon on

Tuesday,March5,2018.



Theelectroniccopyshouldbesentbyemail

toHeidiBurbidgeathburbidge@somervillema.gov.



Theprintedcopiesshouldbesentordeliveredto:

 SomervilleAffordableHousingTrust

 Attn:HeidiBurbidge

 CityHallAnnex,2

floor

 50EvergreenAvenue

 Somerville,MA02145



Ifyouhaveanyquestions,pleasedonothesitatetocontactHeidiBurbidgeat617‐625‐6600x2587orvia

emailattheemailaddresslistedabove.



REQUIREDSUBMISSIONS



A. ContactInformation



Including Agency Name, Principal Contact Name  and Position,  Phone

Number, Fax Number and Email

Address.



Pleaseincludethenameandemailaddressofthepersonwhowillbesubmittingthequarterlyprogress

reportsandthecontactinformationforthepersonwhowillbesubmittingthemonthlyinvoicing.



B. TransmittalLetter



The Proposal shall include a one‐page letter of transmittal signed by the principal(s) of the proposing

agency/entityandaddressedto:MaryCassesso,SAHTFManagingTrusteeattheaboveaddress.



C. Methodology



TheProposalshallincludeadetaileddescriptionoftheproposedmethodologyforconducting

theTenancyStabilization

ProgramgiventheProgramRequirementsandScopeofServicesdescribed

above,andadetaileddescriptionofhowtheProposermeetstheevaluationcriteriadescribedbelow.

Pleaseensurethatyouincludehowyouintendto:



1) Promoteopportunitiestosubmitprogramapplications

2) Determineapplicants’incomeeligibility

3) Determinethegrant

amountforeachapplicant

4) Createsupportiveserviceagreementswithgrantees

5) Provideproposedsupportiveservicestograntees

6) Coordinatewithlocalagencies

7) Encourageandinformpotentialgranteesofadditionalresources andservicesthattheycan

access, to both allow the grant monies to be stretched as far as

possible and to ensure

stabilization

8) Trackstabilization



D. ProjectBudget



OnePageProjectBudget:ThisshouldincludeTrustFundcontributionforassistanceaswellasleveraged

resourcesforsupportiveservices.



E. CompositionofTeam/ProfessionalQualifications



TheProposalmustincludea)agency/entity’sbackgroundand mission;b)agency/entity’squalifications

for

theadministrationoftheprogram;andc)proposedstaffingandqualificationsofstaff.



F. References



TheProposalshallincludethreereferencesattestingtotheagency’sbackgroundandabilitytoadminister

aprogramofthisscope.Pleaseincludeanameandcontactphonenumberforallreferences.



SELECTIONPROCESS



The

SAHT will review Proposals received at the April 2019 Trust meeting, and subsequent meetings as

necessary.



TheSAHTFshallevaluateallProposalsinaccordancewiththeproceduresetforthinM.G.L.

c. 30B, § 6.The Trust reserves the right to require a personal interview at which all team members

shouldbepresent.



EVALUATIONCRITERIA



ThefollowingcriteriawillbeconsideredinevaluatingProposals:



 WhethertheProposalincludesthefollowingbasicelements:



o MethodologyforadministeringtheTenancyPreservationProgram

o ExplanationofsupportiveservicestobeprovidedtoGrantees

o Aclearplanfordevelopingastabilizationdatacolle ction system 



 Experience



o Whethertheproposingagency/entityhassuccessfullyadministereda

similarprogram



 Somerville/Non‐ProfitPreference



o Whethertheproposingagency/entityisaSomervillebusiness

o Whethertheproposingagency/entityisanon‐profit



 References



o Whethertheproposingagency/entity’sreferencessuggestthatitwillperforminatimely,

competent,andprofessionalmannerandcanworkcollaborativelywith

theSAHTF.



RESERVATIONOF RIGH TS



The SAHTF reserves the right to extend the deadline for submission of Proposals and/or request

supplementaryinformationpriortothedeadlineforsubmission,towaiveminorinformalities,and/orto

rejectallProposalsifinthebestinterestsoftheSAHTF.



PROFESSIONALSERVICESCONTRACT 



Theselected

agency/entitywillbeexpectedtoexecuteaProfessionalServicesContract.



ADDITIONALINFORMATION



Foradditionalinformation,pleasecontactHei di Burbidgeattheaboveaddressorbytelephoneat(617)

625‐6600,x2587,byfaxat(617)666‐8035orbye‐mailathburbidge@somervillema.gov.

PROPOSERS’ CHECKLIST

Please ensure that the first two documents on this checklist are included with your

proposal, if applicable.

_____ Somerville Living Wage Form

_____ Campaign Contribution Ordinance and Disclosure Form (This form is applicable

for grant agreements of $50,000 and more. If the proposal is for less than $50,000,

this form is not required).

Required with Contract, Post-Award

(These documents will be required of respondents that receive funding awards. Do not

submit them now).

_____ Certificate of Good Standing from the Secretary of the Commonwealth of

Massachusetts

_____ Grant and Trust Disclosure Form. See blank form included in the RFP package,

for reference only. Do not provide this form with proposal. It must completed

post-award with current information at the time the contract is being drafted.

_____ Certificate of Signature Authority. This certificate will be required of respondents

that are awarded funds. Do not provide this now. It must be signed and dated the

same day, or after, the contract is signed by the recipient agency.

Form:___ CITY OF SOMERVILLE Rev. 04/9/18

Contract Number:________

Online at: www.somervillema.gov/purchasing Page 1 of 3

SOMERVILLE LIVING WAGE ORDINANCE CERTIFICATION FORM

CITY OF SOMERVILLE CODE OF ORDINANCES SECTION 2-397 et seq

Instructions: This form shall be included in all Invitations for Bids and Requests for Proposals

which involve the furnishing of labor, time or effort (with no end product other than reports) by

vendors contracting or subcontracting with the City of Somerville, where the contract price

meets or exceeds the following dollar threshold: $10,000. If the undersigned is selected, this

form will be attached to the contract or subcontract and the certifications made herein shall be

incorporated as part of such contract or subcontract. Complete this form and sign and date

where indicated below on page 2.

Purpose: The purpose of this form is to ensure that such vendors pay a “Living Wage” (defined

below) to all covered employees (i.e., all employees except individuals in a city, state or

federally funded youth program). In the case of bids, the City will award the contract to the

lowest responsive and responsible bidder paying a Living Wage. In the case of RFP’s, the City

will select the most advantageous proposal from a responsive and responsible offeror paying a

Living Wage. In neither case, however, shall the City be under any obligation to select a bid or

proposal that exceeds the funds available for the contract.

Definition of “Living Wage”: For this contract or subcontract, as of 7/1/2018 “Living Wage”

shall be deemed to be an hourly wage of no less than $12.80 per hour. From time to time, the

Living Wage may be upwardly adjusted and amendments, if any, to the contract or subcontract

may require the payment of a higher hourly rate if a higher rate is then in effect.

CERTIFICATIONS

1. The undersigned shall pay no less than the Living Wage to all covered employees who directly

expend their time on the contract or subcontract with the City of Somerville.

2. The undersigned shall post a notice, (copy enclosed), to be furnished by the contracting City

Department, informing covered employees of the protections and obligations provided for in the

Somerville Living Wage Ordinance, and that for assistance and information, including copies of

the Ordinance, employees should contact the contracting City Department. Such notice shall be

posted in each location where services are performed by covered employees, in a conspicuous

place where notices to employees are customarily posted.

3. The undersigned shall maintain payrolls for all covered employees and basic records relating

hereto and shall preserve them for a period of three years. The records shall contain the name and

address of each employee, the number of hours worked, the gross wages, a copy of the social

Copies of the Ordinance are available upon request to the Purchasing Department.

Form:___ CITY OF SOMERVILLE Rev. 04/9/18

Contract Number:________

Online at: www.somervillema.gov/purchasing Page 2 of 3

security returns, and evidence of payment thereof and such other data as may be required by the

contracting City Department from time to time.

4. The undersigned shall submit payroll records to the City upon request and, if the City receives

information of possible noncompliance with the provisions the Somerville Living Wage

Ordinance, the undersigned shall permit City representatives to observe work being performed at

the work site, to interview employees, and to examine the books and records relating to the

payrolls being investigated to determine payment of wages.

5. The undersigned shall not fund wage increases required by the Somerville Living Wage

Ordinance by reducing the health insurance benefits of any of its employees.

6. The undersigned agrees that the penalties and relief set forth in the Somerville Living Wage

Ordinance shall be in addition to the rights and remedies set forth in the contract and/or

subcontract.

CERTIFIED BY:

Signature: _________________________________

(Duly Authorized Representative of Vendor)

Title: ______________________________

Name of Vendor:_________________________________________

Date: ____________________________

Form:___ CITY OF SOMERVILLE Rev. 04/9/18

Contract Number:________

Online at: www.somervillema.gov/purchasing Page 3 of 3

INSTRUCTIONS: PLEASE POST

NOTICE TO ALL EMPLOYEES

REGARDING PAYMENT OF LIVING WAGE

Under the Somerville, Massachusetts’ Living Wage Ordinance (Ordinance No. 1999-1),

any person or entity who has entered into a contract with the City of Somerville is required to

pay its employees who are involved in providing services to the City of Somerville no less than a

“Living Wage”.

The Living Wage as of 7/1/2018 is $12.80 per hour. The only employees who are not

covered by the Living Wage Ordinance are individuals in a Youth Program. “Youth Program” as

defined in the Ordinance, “means any city, state or federally funded program which employs

youth, as defined by city, state or federal guidelines, during the summer, or as part of a school to

work program, or in any other related seasonal or part-time program.”

For assistance and information regarding the protections and obligations provided for in

the Living Wage Ordinance and/or a copy of the Living Wage Ordinance, all employees should

contact the City of Somerville’s Purchasing Department directly.

CITY OF SOMERVILLE CAMPAIGN CONTRIBUTION ORDINANCE SEC. 15-72

MANDATORY DISCLOSURE AND CERTIFICATION FORM

INSTRUCTIONS: APPLICANTS, PLEASE COMPLETE THE ENTIRE FORM AND FILE WITH THE

SAME CITY OFFICE OR AGENCY WITH WHOM YOU FILED OR WILL FILE BELOW APPLICATION.

PART I. APPLICATION FOR ITEM

Describe the item you have, or will apply for, relating to this disclosure:

ITEM:

TYPE (X):

__ Contract __ Zoning Relief __Real Estate __Financial Assistance

CITY DEPT. OR

AGENCY:

PART II. APPLICANT INFORMATION

Provide the following information for the Applicant:

NAME:

ADDRESS:

TELEPHONE NO.:

E-MAIL:

On Schedule A, you must also provide the same information for the Applicant’s principals, chief executive

officer, president, chief financial officer, treasurer, chief operating officer, chief procurement officer, directors,

or persons performing similar functions, or shareholders in excess of ten percent and managing agent to the

extent applicable. Please complete Schedule A. If not applicable, please check N/A on Schedule A.

PART III. CAMPAIGN CONTRIBUTION DISCLOSURE

On Schedule B, Applicants must disclose all contributions made by the applicant during the 12 months prior to

the application (identified in Part I), to any person who was a candidate for elective office of the City of

Somerville (mayor, board of aldermen, and school committee). The attribution rules in Section 15-73 of the

Somerville Code of Ordinances shall apply to the contributions that must be disclosed. On Schedule B,

applicants must also disclose such contributions made by persons attributed to the applicant under the

ordinance. If the applicant is an individual, any such contributions made by the individual, any spouse of the

individual, and any children of the individual must be disclosed. If the applicant is not an individual but a

corporation, partnership or limited liability corporation, then any contributions made by any of its chief

executive officer, president, chief financial officer, treasurer, chief operating officer, chief procurement officer,

directors, members, managers, principals, or persons performing similar functions, or shareholders in excess of

ten percent, and their spouses and children, must be disclosed. Please complete Schedule B. If disclosure is

not required, please check N/A on Schedule B. Note: Contributions made before January 1, 2017 are not

required to be disclosed.

Please see the Pay to Play and Campaign Contribution Ordinance for definitions and all requirements.

v1.12.17

PART IV. SUBCONTRACTOR INFORMATION

Have you applied for a Contract and intend to use a subcontractor on this Contract?



Yes



If “Yes”, complete Schedule C. If “No”, proceed to Part V.

PART V. SIGNATURE, CERTIFICATION, AND ATTESTATION:

I, the undersigned applicant, hereby further certify as follows: If awarded the item that is applied for (as

identified above) under subsections (a), (b), (c), or (d) in Section 15-72 of the Somerville Code of Ordinances,

the Applicant, and anyone attributed to the Applicant, and if the application is for a contract any subcontractor

used on the contract, will not make any contribution in any calendar year in an amount in excess of $500.00 to

any individual incumbent or to any individual candidate for elective office of the City of Somerville for the next

four (4) calendar years following the award of the item, or for the duration of the term of the contract,

whichever is longer.

Signed under the pains and penalties of perjury:

Signature of Affiant:________________________________Title:_______________________________

Printed Name of Affiant:___________________________ Date:______________________

Subscribed and sworn before me this ___ day of

___________, 2___.

My Commission expires:

(Witnessed or attested by)

(Seal)

THIS FORM SHALL BE OPEN TO PUBLIC INSPECTION

SCHEDULE A – APPLICANT INFORMATION

INSTRUCTIONS: FOR EACH OF APPLICANT’S PRINCIPALS, CHIEF EXECUTIVE OFFICER,

PRESIDENT, CHIEF FINANCIAL OFFICER, TREASURER, CHIEF OPERATING OFFICER, CHIEF

PROCUREMENT OFFICER, DIRECTORS, OR PERSONS PERFORMING SIMILAR FUNCTIONS, OR

SHAREHOLDERS IN EXCESS OF TEN PERCENT AND MANAGING AGENT TO THE EXTENT

APPLICABLE, COMPLETE THE FOLLOWING. ATTACH ADDITIONAL PAGES IF REQUIRED.

IF NOT APPLICABLE, CHECK HERE: ___.

NAME POSITION E-MAIL ADDRESS PHONE NO. ADDRESS

SCHEDULE B– CONTRIBUTION DISCLOSURE INFORMATION

INSTRUCTIONS: FOR EACH CONTRIBUTION, YOU MUST DISCLOSE THE FOLLOWING

INFORMATION. ATTACH ADDITIONAL PAGES IF REQUIRED.

Note: Contributions made before January 1, 2017 are not required to be disclosed.

IF NOT APPLICABLE, CHECK HERE: ___.

NAME OF

CONTRIBUTOR

RELATIONSHIP

TO APPLICANT

NAME OF

RECIPIENT

DATE OF

CONTRIBUTION

(MM/DD/YYYY)

AMOUNT OF

CONTRIBUTION

($.$$)

SCHEDULE C – SUBCONTRACTOR INFORMATION

INSTRUCTIONS: LIST THE NAME, BUSINESS ADDRESS, AND PHONE NUMBER OF EACH

SUBCONTRACTOR AND THE AMOUNT OR PERCENTAGE TO BE PAID TO EACH

SUBCONTRACTOR. ATTACH ADDITIONAL PAGES IF REQUIRED.

NAME

AMOUNT OR

% PAID

PHONE NO.

BUSINESS ADDRESS

GRANT AND TRUST FUNDS DISCLOSURE FORM

PURSUANT TO CITY OF SOMERVILLE CODE OF ORDINANCES CHAPTER 15

(copies of the Ordinance are available upon request)

Instructions: All applicants for grant and/or trust funds administered by the City must complete this form as

part of its application submission to the City of Somerville. Complete all sections of this form.

Section 1

Legal Name of Applicant:

Indicate whether the applicant had any grant, contract, or agreement with a federal, state or local agency

terminated within the last three (3) years.

Check One:

Yes (If yes, please identify the grant, contract, or agreement including parties, term,

and cause of termination on an additional page.)

Section 2

Applicants are required to disclose any circumstances constituting a conflict of interest or potential

conflict of interest arising from or relating to the proposed grant or trust disbursement, whether real or

apparent.

Conflict of Interest Prohibited. No employee, officer or agent of the grantee shall participate in any

particular matter, including but not limited to, the selection, or in the award or administration of a

contract, grant or subgrant, or employment agreement administered by way of funds received by the

City of Somerville if a conflict of interest, real or apparent, would arise. Such a conflict would arise

when:

1) an employee, officer or agent, or

2) any member of his or her immediate family, or

3) a business organization in which he or she is serving as officer, director, trustee, partner, or

employee; or

4) any person or organization with whom he or she is negotiating or has any arrangement concerning

prospective employment,

has a financial or other interest in the person or entity selected for an award, or a contract, grant,

subgrant, or employment agreement of the grantee or the funds for which originate from or are awarded

through the city.

Check One: No Conflict Of Interest

Potential or Actual Conflict of Interest (If checked, disclose in detail all

relevant facts, including names of individuals or organizations, relevant contract,

grant, subgrant or employment agreement, and source of funding on an additional

page.)

Section 3

Attach a copy of applicant’s policy addressing conflicts of interest that may arise involving management,

employees and the members of its board of directors or other governing body. See the City of Somerville

Code of Ordinances Section 15-42(c) for complete requirements. Should the policy be revised during the grant

term, a copy of the revised policy must be submitted to the City within thirty (30) days of being revised.

Section 4

Identify all officers, employees, contractors, subgrantees or other persons providing any type of service in

relation to the proposed grant activity, in the following format. Use additional page(s) as necessary.

Name (Individual or

Entity)

Association Service Provided Value of

Service ($)

Amount of City

Funds

Supporting

Service ($)

Mark “X” if

individual or

entity has had

any grant,

contract, or

agreement with

a federal, state

or local agency

terminated

within the last 3

years.*

*If yes, please identify the grant, contract, or agreement including parties, term, and cause of termination on an additional page.

Section 5

This form is hereby completed on behalf of the applicant named above. Through the undersigned

individual, the applicant hereby certifies that the completed form is true and accurate. The applicant

acknowledges that it has read, understands, and agrees to comply with, the requirements of City of

Somerville Code of Ordinances Chapter 15.

During the term of any grant, grantees have a continuing obligation to submit an updated Disclosure

Form to the City of Somerville immediately as to any circumstances which constitute a potential or actual

conflict of interest.

Signature:

Print Name of Authorized Individual:

Title:

Date:

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C S JOSEPH A. CURTATONE M ITY OF (City of Somerville)

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