REQUEST FOR PROPOSALS FOR AFFORDABLE HOUSING ADMINISTRATIVE SERVICES RFP #15-27

Description: NOTICE OF REQUEST FOR PROPOSALS FOR AFFORDABLE HOUSING ADMINISTRATIVE SERVICES Notice is hereby given that, in accordance with NJSA 19:44-20.5 et seq. through a fair and open process the Borough of Tinton Falls is requesting sealed proposals for the following: RFP #15-27 Affordable Housing Administrative Services. The Borough is soliciting proposals for the provision of professional services to the Borough for the contract year January 1, 2027, through December 31, 2027. Proposals will be accepted for the specific professional services set forth in the Public Notice. Proposals/Submissions will be received by the Purchasing Agent, at the Borough of Tinton Falls, 556 Tinton Avenue, Tinton Falls, NJ on the date and time noted in the notice. Firms do not need to be present and may mail or deliver the proposal package to the attention of the Purchasing Agent at the above address prior to the date and time noted. Respondents are required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq., PL 2004, C.1. Successful contractors will also be required to comply with all terms imposed by NJ Election Laws NJSA 19:44A-20.27 subject to campaign funding limits and with the Borough of Tinton Falls "Pay to Play" Ordinance #05-1146. Responsibilities of the Administrative Agent The Administrative Agent will be responsible to perform the duties and responsibilities of an Administrative Agent as set forth in the UHAC regulations, including those set forth in Sections 5:80-26.14, 15, 16 and 18 thereof, as well as additional responsibilities regarding the provision of affordable housing in the Borough of Tinton Falls. The Administrative Agent's specific responsibilities will include the following: 1. Affirmative Marketing (a) Revising and assisting the Borough of Tinton Falls with the development of an Affirmative Marketing Plan and implementing that plan relative to specific projects that contain affordable housing units; (b) Conducting an outreach process to insure affirmative marketing of affordable housing units in accordance with the Affirmative Marketing Plan of the Borough of Tinton Falls and the provisions of N.J.A.C. 5:80-26.15; (c) Attending continuing education opportunities on affordability controls, compliance monitoring, and affirmative marketing as offered or approved by COAH or the State of New Jersey, at their own expense; (d) Providing counseling services to low and moderate income applicants on subjects such as budgeting, credit issues, mortgage qualification, rental lease requirements, and landlord/tenant law. 2. Household Certification (a) Soliciting, scheduling, conducting and following up on interviews with interested households; (b) Conducting interviews and obtaining sufficient documentation of gross income and assets, as per N.J.A.C. 5:80-26.16, upon which to base a determination of income eligibility for a low- or moderate-income unit; (c) Providing written notification to each applicant as to the determination of eligibility or non-eligibility; (d) Requiring that all certified applicants for restricted units execute a certificate substantially in the form, as applicable, of either the ownership or rental certificates set forth in Appendices J and K of N.J.A.C. 5:80-26.1 et. seq.; (e) Creating and maintaining a referral list of eligible applicant households living in the housing region and eligible applicant households with members working in the housing region where the units are located; and (f) Employing a random selection process, as mandated by UHAC and provided by the Affirmative Marketing Plan of Tinton Falls, selecting and contacting an appropriate household and the waiting list and referring an applicant to an available affordable unit. 3. Affordability Controls (a) Furnishing to attorneys or closing agents forms of deed restrictions and mortgages for recording at the time of conveyance of title of each restricted unit; (b) Creating and maintaining a file on each restricted unit for its control period, including the recorded deed with restrictions, recorded mortgage and note, as appropriate; (c) Ensuring that the removal of the deed restrictions and cancellation of the mortgage note are effectuated and properly filed with the appropriate county's register of deeds or county clerk's office after the termination of the affordability controls for each restricted unit; (d) Communicating with lenders regarding foreclosures; (e) Ensuring the issuance of Continuing Certificates of Occupancy or certifications pursuant to N.J.A.C. 5:80-26.10. 4. Resale and rental (a) Instituting and maintaining an effective means of communicating information between owners and the Administrative Agent regarding the availability of restricted units for resale or rental; (b) Instituting and maintaining an effective means of communicating information to low- and moderate-income households regarding the availability of restricted units for resale or re-rental. 5. Processing requests from unit owners (a) Reviewing and approving requests from owners of restricted units who wish to take out home equity loans or refinance during the term of their ownership; (b) Reviewing and approving requests to increase sales prices from owners of restricted units who wish to make capital improvements to the units that would affect the selling price, such authorizations to be limited to those improvements resulting in additional bedrooms or bathrooms and the cost of central air conditioning systems; (c) Notifying the Borough of Tinton Falls of an owner's intent to sell a restricted unit; (d) Processing requests and making determinations on requests by owners of restricted units for hardship waivers. 6. Enforcement (a) Securing annually lists of all affordable housing units for which tax bills are mailed to absentee owners and notifying all such owners that they must either move back to their unit or sell it; (b) Securing from all developers and sponsors of restricted units, at the earliest point of contact in the processing of the project or development, written acknowledgement of the requirement that no restricted unit can be offered, or in any other way committed, to any person, other than a household duly certified to the unit by the Administrative Agent; (c) Posting annually in all rental properties, including two-family homes, of a notice as to the maximum permitted rent together with the telephone number of the Administrative Agent where complaints of excess rent can be made; (d) Sending annual mailings to all owners of affordable dwelling units, reminding them of the notices and requirements outlined in N.J.A.C. 5:80-26.18(d)4; (e) Establishing a program for diverting unlawful rent payments to the municipality's affordable housing trust fund or other appropriate municipal fund approved by the DCA; (f) Reviewing and approving requests from owners of restricted units who wish to take out home equity loans or refinance during the term of their ownership; (g) Creating and publishing a written operating manual, as approved by COAH, setting forth procedures for administering such affordability controls; (h) Providing annual reports to the Borough of Tinton Falls, COAH, DCA or Courts as required; (i) Such other responsibilities as may be necessary to carry out the role of Administrative Agent as defined by COAH. 7. Other Duties (a) The Administrative Agent will have the authority to take all actions necessary and appropriate to carry out its responsibilities hereunder; (b) Attend Borough Council and other Borough meetings as requested. STATUTORY AND OTHER REQUIREMENTS A. Mandatory Affirmative Action Certification: No firm may be issued a contract unless it complies with the affirmative action regulations of N.J.S.A. 10:5-32 et seq. All successful vendors must submit, within seven days after the receipt of the notice of intent to award the contract or the receipt of the contract, one of the following: a photocopy of a valid letter for an approved Federal Affirmative Action Plan; a photocopy of an approved Certificate of Employee Information Report; or, if none, the public agency will provide the vendor with an initial Affirmative Action Employee Information Report (AA-302). B. Stockholder Disclosure: Chapter 33 of the Public Laws of 1977 requires disclosure of names and addresses of stockholders owning 10% or more prior to receipt of the proposal or accompanying the proposal. C. Non-Collusion Affidavit: The Non-Collusion Affidavit enclosed with the RFP shall be properly executed and submitted with the proposal. D. New Jersey Business Registration Requirements: NJSA 52:32-44 requires that each vendor submit proof of business registration with the RFP package. Proof shall be a copy of the Business Registration Certificate (BRC). E. Pay-To-Play Disclosure: Successful contractors must comply with NJ Election Laws NJSA 19:44A-20.27 and the Borough of Tinton Falls "Pay to Play" Ordinance #05-1146. The Borough reserves the right to reject any or all proposals if evidence submitted or investigation fails to satisfy that the respondent is properly qualified. The owner reserves the right to waive any minor informality in the RFP. The successful respondent will be notified of the award of contract upon a favorable decision by the Governing Body.