REQUEST FOR PROPOSALS 2016 RENOVATION FUNDING - NON … · request for proposals 2016 renovation...

REQUEST FOR PROPOSALS

2016 RENOVATION FUNDING - NON PROFIT PORTFOLIO

RFP#: PMB2016 - 01

Issued By: Manitoba Housing

Issue Date: November 24, 2016

Submission Deadline: December 22, 2016

4:00 p.m. Central Standard Time

Proposals should be enclosed in a sealed envelope addressed to:

Manitoba Housing Department of Families 600 – 352 Donald Street Winnipeg, MB R3B 2H8 Attn: Portfolio Management The RFP#, Submission Deadline, and the Proponent’s name and return address should appear on the face of the envelope.

RFP for 2016 Renovation Funding – Non Profit Portfolio of 16

Table of Contents

1.0 INTRODUCTION ...................................................................................................... 3 1.1 Background ............................................................................................................ 3 1.2 Definitions .............................................................................................................. 3

2.0 PROJECT SPECIFICATIONS ................................................................................. 5 2.1 Objective ................................................................................................................ 5 2.2 Eligible Proponents ................................................................................................ 5 2.3 Eligible Activities .................................................................................................... 5 2.4 Project Schedule .................................................................................................... 6 2.5 Financial Assistance .............................................................................................. 6 2.6 Funding Conditions ................................................................................................ 7 2.7 Reporting Responsibilities ...................................................................................... 7

3.0 INSTRUCTIONS TO PROPONENTS ...................................................................... 8 3.1 Submission Address and Deadline ........................................................................ 8 3.2 Proposal Inquiries .................................................................................................. 8 3.3 Addenda ................................................................................................................. 9 3.4 Proposal Format..................................................................................................... 9 3.5 Proposal Conditions ............................................................................................. 10

4.0 PROPOSAL EVALUATION AND SELECTION ...................................................... 12 4.1 Evaluation Committee .......................................................................................... 12 4.2 Evaluation Process .............................................................................................. 12 4.3 Mandatory Requirements ..................................................................................... 13 4.4 Evaluation Criteria ................................................................................................ 14 4.5 Acceptance of Proposal ....................................................................................... 15 4.6 Estimated Timetable ............................................................................................ 15 4.7 Clarification............................................................................................................ 16 4.8 References ........................................................................................................... 16

5.0 PROCUREMENT GUIDELINES and THRESHOLD CONDITIONS ....................... 16 6.0 CONFLICT OF INTEREST ..................................................................................... 16 APPENDICES: APPENDIX “A”: SUBMISSION APPLICATION FORM APPENDIX “B”: PROCUREMENT GUIDELINES and THRESHOLD CONDITIONS APPENDIX “C”: CONFLICT OF INTEREST AGREEMENT


1.0 INTRODUCTION:

1.1 Background

Affordable Housing is a key priority for the Province of Manitoba. To assist in achieving this goal, The Manitoba Housing and Renewal Corporation (Manitoba Housing) plans to deliver federal funding under the bi-lateral Investments in Affordable Housing Agreement with Canada Mortgage and Housing Corporation (CMHC). Manitoba Housing is requesting proposals for capital repairs from non-profit housing providers.

The intent of this Request for Proposals (RFP) is to solicit proposals from qualified non-profit housing Proponents for eligible capital repairs and for Manitoba Housing to subsequently enter into a Financial Assistance Agreement.

A competitive selection process is being used to ensure that the most appropriate, sound and cost-effective Proposals are selected. Further details on the selection process can be found in Section 4 of this RFP.

1.2 Definitions

For the purpose of this RFP:

“Accepted Proponent” means a Proponent who’s Proposal provides high value in meeting the Evaluation Criteria and is selected to receive Financial Assistance for capital repairs.

“Affordable Housing” means housing units that are targeted to moderate income households and made available at median market rents.

“Commitment” means the issuance of a Conditional Allocation Letter followed by the signing of a Financial Assistance Agreement for Financial Assistance.

“Conditional Allocation Letter” means a letter to an Accepted Proponent outlining the Financial Assistance to be awarded, and any conditions to be met prior to the issuance of a Financial Assistance Agreement.

“Disbursement” means the issuance of funding from Manitoba Housing to the Accepted Proponent.

“Evaluation Committee” means the group of individuals brought together by Manitoba Housing for the purpose of assessing how well the Proposals meet the Evaluation Criteria.

“Evaluation Criteria” means those criteria against which Proposals will be assessed to determine how well they meet the requirements.


“Financial Assistance” means a one-time financial contribution through a forgivable loan as described in Section 2.5 and 2.6 that will be provided by Manitoba Housing to an Accepted Proponent.

“Financial Assistance Agreement” or “FAA” means the contract to be entered into between an Accepted Proponent and Manitoba Housing setting out the terms and conditions under which any Financial Assistance will be provided to the Accepted Proponent. The form, content and Terms and Conditions of the FAA will be provided by Manitoba Housing.

“Mandatory Requirements” means the minimum elements that a Proposal must contain in order to receive further consideration, as set out in Section 4.3.

“Project” means the capital renovation proposed to be completed by a Proponent responding to this RFP.

“Project Start up”means the issuance of a purchase order or the execution of a signed contract with a professional consultant for engagement of services or a general contractor for award of the work.

“Proponent” means a non-profit corporation that submits a Proposal to Manitoba Housing in response to this RFP.

“Proposal” means a written submission by a Proponent in response to this RFP, which includes all of the documentation necessary to satisfy the submission requirements of the RFP.

“Request for Proposals or RFP” means this Request for Proposals package in its entirety, inclusive of all schedules and appendices and all addenda that may be issued by Manitoba Housing in respect of the RFP.

“Social Housing” means housing units that are targeted to very low-income households and made available on a rent geared-to-income or similar basis.

“Shall” and “Must” denote a requirement that Manitoba Housing regards as mandatory. If a Proposal does not contain or comply with a Mandatory Requirement, the Proposal will be rejected and not evaluated further.

"Submission Deadline" means the date and time set out on the title page of this RFP or any amendment to that date and time made by Manitoba Housing by way of addendum to that date and time.

“Will” or “Should” denote a requirement that Manitoba Housing regards as an important objective. Failure of a Proponent to acknowledge the requirement and


affirm its ability to meet the requirement will result in a reduced rating in the evaluation of the Proposal.

2.0 PROJECT SPECIFICATIONS:

2.1 Objective

The objective of this RFP is to address the capital requirements of non-profit housing providers in order to preserve Social and Affordable Housing units for low-income and moderate-income households in Manitoba. 2.2 Eligible Proponents must

Be a valid and existing non-profit housing corporation without share capital, duly

registered under the laws of the Province of Manitoba.

Have a current operating agreement with Manitoba Housing or be in receipt of a

funding extension as part of the provincial strategy to support the continuance of

social housing at the end of an operating agreement.

Be in receipt of funding (or a funding extension) under one of the following

programs under the 1998Social Housing Agreement between Canada Mortgage

and Housing Corporation and The Manitoba Housing and Renewal Corporation:

POST 85 - SECTION 26 / 27 - URBAN NATIVE

Only those Section 26/27 projects that offer elderly persons housing are eligible.

Personal care homes are NOT eligible.

2.3 Eligible Activities

The following activities are eligible for Financial Assistance under this RFP:

Capital renovation Projects that extend and sustain the life of the asset including: o The replacement or reconstruction of worn out or obsolete major building

or site components; o The replacement or reconstruction of major building systems and services, o The replacement or reconstruction of basic facilities and equipment;

kitchen and bathroom facilities, walkways and sites; and o Upgrading any of the foregoing to modest modern standards or to improve

energy efficiency or water efficiency.

Examples of eligible Projects:

Fire life & safety upgrades: fire alarm system, security entry systems, elevator modernizations

Building mechanical systems: heating and ventilation systems, boilers, air make up / hrv systems

Building plumbing systems: water supply lines, sanitary drain lines


Exterior envelope upgrades: roofing systems, windows, entrance doors, wall finishes, insulation upgrades to exterior walls, attics, basements and crawlspaces, raingear, balcony upgrades, landings and decking

Site upgrades: sidewalks, steps, fencing, grading, parking lots

Modifications for accessibility: wider door / entranceways, suite reconfiguration

Electrical upgrades: electrical panels / distribution systems, auto door openers, exterior lighting, common area lighting, parking plugs and timer limiting systems

Water saving building upgrades: low flow toilets, shower heads and spouts

Interior upgrades: common areas and suites, flooring, cabinets, countertops, doors, electrical devices and lighting, plumbing, painting, bathtub / shower retrofit

Environmental remediation when completed as part of an eligible project

Consulting Services for projects that require structural/ mechanical engineering or architectural expertise.

2.4 Project Schedule

Funding Milestone Deadlines Deadline Date

Provincial Funding Commitment March 15, 2017

Project start up Within 3 months of

Commitment

Project completion Within 2 years of

Commitment

All forms of Financial Assistance under this RFP must be cash flowed and expenditures reported by no later than March 15, 2019. Projects must demonstrate progress toward this deadline by reaching milestones in an approved schedule. Due to funding deadlines, Projects that do not reach milestones in a timely manner may result in Manitoba Housing withdrawing the funding and terminating the FAA.

2.5 Financial Assistance

A financial contribution is available through a fully forgivable loan secured by a registered mortgage that does not have to be repaid if specific terms and conditions are adhered to. Accepted Proponents must enter into a Financial Assistance Agreement with Manitoba Housing. Release of financial assistance will be subject to the following conditions being met.


Financial Assistance Disbursement of Financial Assistance

under $100,000.00 90% available at construction tender award

10% available at 100% completion of Project

$100,000.00 -$500,000.00 40% available at construction tender award

50% available at 50 % completion of Project


over $500,000.00 30% available at construction tender award.




2.6 Funding Conditions The loan referred to in section 2.5 will be forgiven on a monthly basis over 10 years from the date of the final Disbursement conditional on the Accepted Proponent meeting the following conditions:

Continuing to be a valid and existing non-profit housing corporation without share capital, duly registered under the laws of the Province of Manitoba; and

Continuing to make available as Affordable Housing all housing units that have benefitted from the receipt of Financial Assistance

Continuing to operate, manage, maintain and repair the Housing Complex in accordance with the FAA, all applicable laws and regulations including, without limitation, The Residential Tenancies Act (Manitoba), The Public Health Act (Manitoba) and The Human Rights Code (Manitoba), and good business practices

2.7 Reporting Responsibilities Each Accepted Proponent will be expected to collect and report information about the use of Manitoba Housing Financial Assistance at least quarterly until project completion including, but not limited to:

Project activity and progress, including comparison to submitted schedule timelines and milestones

Funds budgeted and expended

Beginning and ending dates of activities

Contract amounts

Changes to the contracts (change orders)

Other data needed to support Manitoba Housing’s reporting requirements and performance measures

Manitoba Housing will provide a template for reporting purposes.


3.0 INSTRUCTIONS TO PROPONENTS:

3.1 Submission Address and Deadline

Proponents must submit four (4) hard copies of their proposal and an electronic copy on a USB drive, in a sealed package that is clearly identified on the outside and delivered to:

Manitoba Housing Department of Families 600 – 352 Donald Street Winnipeg, MB R3B 2H8 Attn: Portfolio Management The package should identify the RFP number, the Submission Deadline, and the Proponent’s name and return address on the face of the package. Proposals submitted by facsimile transmission (fax) or electronic mail (e-mail) will not be accepted. The Submission Deadline is as set out on the title page to this RFP. Manitoba Housing may extend the Submission Deadline by issuing an addendum at any time before the Submission Deadline or before the date and time previously specified in any addendum extending the Submission Deadline. Addenda will be posted on Manitoba Housing’s website at:

http://www.manitoba.ca/housing/mh/progs/rfp-nonprofitreno.html

It is the responsibility of potential Proponents to check Manitoba Housing’s website for any addenda. Proposals received after the Submission Deadline will not be accepted and will be returned to the Proponent unopened. The appropriate signing officer or officers of the Proponent must sign Proposals in ink. Proposals, once submitted, become the property of Manitoba Housing. All Proposals will be kept in the strictest of confidence subject to such disclosure as may be required under the provisions of The Freedom of Information and Protection of Privacy Act or The Personal Health Information Act. It is solely the Proponent’s responsibility to ensure that the Proposal is received at the designated location prior to the Submission Deadline. 3.2 Proposal Inquiries Proponents shall be solely responsible for obtaining all information that may be necessary in order to understand the requirements of this RFP and submit a Proposal in accordance with the terms and conditions of this RFP. No allowance shall be made for the failure of a Proponent to obtain such information or to make such investigations.



Proponents shall examine the RFP as soon as possible after receipt. Should a Proponent discover any errors or omissions, the Proponent shall notify the RFP Coordinator as soon as possible so further instructions may be issued to all Proponents before the Submission Deadline. All inquiries related to this RFP are to be received, in writing, at least five (5) business days prior to the Submission Deadline as set out on the title page to this RFP. Inquiries received after this date may not be answered. Written inquiries are to be directed to:

Manitoba Housing Portfolio Management 600-352 Donald Street

Winnipeg, Manitoba R3B 2H8 Fax: (204) 948-1313

Attention: David Besant, RFP Coordinator Email: [email protected]

3.3 Addenda

The RFP coordinator may, at any time before the Submission Deadline, issue addenda

correcting errors, discrepancies, or omissions in the RFP or clarifying the meaning or

intent of any provision therein. Addenda will be posted on Manitoba Housing’s website

at: http://www.manitoba.ca/housing/mh/progs/rfp-nonprofitreno.html.

It is the responsibility of potential Proponents to check Manitoba Housing’s website for any addenda. The Proponent shall acknowledge receipt of addenda on the Submission Application Form (Appendix “A”). Failure to acknowledge receipt of addendum may render a Proposal non-compliant. 3.4 Proposal Format Proponents must submit their Proposal completing all the information requested in the Appendix “A” – Application Form of this RFP and any relevant comments. Simplicity and clarity of responses are important. Proponents should avoid including extraneous or irrelevant information. Supportive documentation that may include pictures or assessment reports that can better describe the rationale for the requested upgrade is encouraged. Failure to fully complete the Application Form will reduce the assessed value of the Proposal. Failure to respond to any of the Mandatory Requirements will result in the rejection of the Proposal.

The Proponent must also identify at least two (2) individuals who may be contacted by Manitoba Housing for information on the Proponent’s reporting responsibilities related to the objectives of this RFP. The following information must be provided for each Contact:

o name of primary contact and position



o telephone number for primary contact o e-mail address for primary contact

3.5 Proposal Conditions

A Proponent should clearly understand, and by submitting a Proposal agrees, that its Proposal or any part of its Proposal is subject to the following conditions, in addition to any other terms and conditions set out in this RFP: A. Disqualification

No Proposal will be considered which is received after the Submission Deadline. No Proposal will be considered from a Proponent where Manitoba Housing determines that a potential conflict of interest exists. Conflict of Interest Guidelines can be found in Appendix “C” of this RFP. No Proposal will be considered that is in any way conditional or that proposes to impose conditions on Manitoba Housing that are inconsistent with the requirements of this RFP and the terms and conditions stipulated herein.

B. Right of Rejection The submission of a Proposal, the receipt of a Proposal by Manitoba Housing and the opening of a Proposal, or any one of those, does not constitute acceptance, in any way whatsoever, of a Proposal. A Proposal is not and shall not be deemed in any way to be a unilateral contract. It is an offer by the Proponent to Manitoba Housing to carry out the provisions set out in this RFP. A Proposal may be accepted or rejected at the discretion of Manitoba Housing. A Proposal, or any part of a Proposal, is not accepted unless Manitoba Housing accepts it in writing and the written acceptance has been delivered to the Accepted Proponent. Manitoba Housing reserves the right to waive deficiencies in any Proposal. The decision as to whether a deficiency will be waived or will require that a Proposal be rejected will be made by at the discretion of Manitoba Housing. Manitoba Housing may reject or accept all or any part of a Proposal or any of the Proposals submitted in response to this RFP. Manitoba Housing is under no obligation whatsoever to accept the Proposal in its entirety and may approve a portion or part of the proposed work.

C. Right to Re-issue RFP

Manitoba Housing reserves the right to re-issue the RFP where, in the opinion of Manitoba Housing, it would be in the best interest of Manitoba Housing to do so.


D. Cost of Proposal Manitoba Housing is not liable for any costs incurred by Proponents in the preparation, presentation, or submission of a response to this RFP. Manitoba Housing shall not be responsible for any liabilities, costs, expenses, loss or damage occurred, sustained or suffered by any proponent, prior to or subsequent to, or by reason of any delay in the acceptance of a Proposal.

E. Decisions of Evaluation Committee

All decisions on the degree to which a Proposal meets the stated criteria or the score assigned to a Proponent or to part of a Proposal will be determined solely by the Evaluation Committee. The Evaluation Committee’s determinations in this regard are final and may not be appealed by a Proponent.

F. Proposal Ownership and Confidentiality Proposals, once submitted, become the property of Manitoba Housing. All Proposals will be kept in confidence by Manitoba Housing subject to such disclosure as may be required for internal approvals and process or under the provisions of The Freedom of Information and Protection of Privacy Act or The Personal Health Information Act or other law, or to satisfy a court order.

G. Conflict of Interest

Manitoba Housing may reject any Proposal if Manitoba Housing, in its sole discretion, determines that an actual or potential conflict of interest exists.

H. Amendment of RFP

Manitoba Housing may amend or clarify this RFP by one or more addenda issued before the Submission Deadline. Manitoba Housing will not issue an addenda later than 48 hours before the Submission Deadline except for an addenda which extends the Submission Deadline.

I. No Contract A and No Claims

This RFP process is not intended to create and shall not create a formal, legally binding bidding process and shall instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitation:


(a) this RFP shall not give rise to any Contract A–based tendering law duties or any other legal obligations arising out of any process contract or collateral contract; and

(b) neither the Proponent nor Manitoba Housing shall have the right to make

any claims (in contract, tort, or otherwise) against the other with respect to the outcome of the RFP process, including any decision by Manitoba Housing to enter into an Agreement with a Proponent, any decision by Manitoba Housing not to enter into an Agreement with a Proponent or a decision by a Proponent to withdraw its Proposal.

J. No Contract until Execution of Written Agreement

No legal relationship or obligation regarding the procurement of any good or service shall be created between the Proponent and Manitoba Housing by this RFP process until the signing of a written Agreement.

K. Non-binding Price Estimates

While the pricing information provided in Proposals will be non-binding prior to the execution of a Financial Assistance Agreement, such information will be assessed during the evaluation of the Proposals and the ranking of the Proponents. Any inaccurate, misleading or incomplete information, including withdrawn or altered pricing, could adversely impact any such evaluation or ranking or the decision of Manitoba Housing to enter into a Financial Assistance Agreement.

L. Cancellation of RFP

Manitoba Housing may cancel this RFP at any time, with no liability whatsoever to any Proponent.

4.0 PROPOSAL EVALUATION AND SELECTION:

4.1 Evaluation Committee

The Evaluation Committee will be made up of representatives from Manitoba Housing. The Evaluation Committee will be responsible for evaluating the Proposals received in response to this RFP and recommending the Proposal(s) in which Manitoba Housing wishes to proceed with a conditional allocation with the intent to enter into a Financial Assistance Agreement for the Project. 4.2 Evaluation Process The RFP evaluation process is a selection procedure. It will be finalized through completion of the following stages:


1) Proponents to submit Proposals to Manitoba Housing in response to this RFP. 2) The Evaluation Committee will screen each Proposal to ensure that the Proposals meet all the Mandatory Requirements of this RFP. Proponents of Proposals that fail to meet all of the Mandatory Requirements will be notified by Manitoba Housing and will be given three (3) business days to rectify the noted deficiencies. Failure of the Proponent to satisfy the identified deficiencies within three business days will result in Proposal rejection. 3) Proposals that meet the Mandatory Requirements of this RFP will be evaluated and ranked by the Evaluation Committee in accordance to the criteria identified in Section 4.4 to determine which Proposals are most responsive to the requirements detailed in this RFP and provide the best overall value to Manitoba Housing.

4.3 Mandatory Requirements

Proposals received by the Submission Deadline will be assessed to determine which fulfil the mandatory submission and eligibility requirements. Proposals received after the Submission Deadline will not be accepted and will be returned to the Proponent unopened. The mandatory requirements are as follows:

Submission of four (4) hard copies of the Proposal and one electronic copy on a USB drive.

The submission must include the Application Form (Appendix “A”), signed by an appropriate signing authority and completed in full with all required information.

Proponent Group must have a current operating agreement with Manitoba Housing or be in receipt of a funding extension as part of the provincial strategy to support the continuance of social housing at the end of an operating agreement.

Proponent must be in receipt of funding under one of the following programs: Post 85, Section 26 / 27, Urban Native

If a Proposal fails to satisfy any of the Mandatory Requirements, Manitoba Housing will issue a rectification notice to the Proponent. The rectification notice will identify the deficiencies and provide the Proponent with a period of three (3) business days (the “Rectification Period”) to rectify the identified deficiencies. If the Proponent fails to


satisfy these Mandatory Requirements within the Rectification Period, its Proposal will be excluded from further consideration.

4.4 Evaluation Criteria

Proposals that meet the Mandatory Requirements of this RFP will be evaluated on the basis of the Evaluation Criteria outlined below. The Evaluation Criteria is the leading tool for evaluation, but is not the sole criterion for a decision. Proponents are advised to carefully review the Evaluation Criteria prior to completing the Submission Application Form in response to this RFP. 1. Proponent Capacity

a) Compliance with current operating agreements: Proponents will be evaluated on the

basis of their compliance with their current operating agreements and meeting of

requirements to supply quarterly and/or annual reporting.

b) Experience: Proposals will be evaluated on the applicant’s experience in relation to

undertaking projects of a similar complexity to the one proposed. The evaluation will

include projects undertaken directly by the organization and those undertaken by a

consultant on the organization’s behalf.

c) Project Schedule: Proposals will be evaluated on their planned project delivery

schedule, with preference given to Proposals which demonstrate a reasonable ability to

meet the Project schedule, as outlined in Section 2.4.

2. Type of Project

a) Extends useful life: Proposals will be evaluated on the basis of the extent to which

the proposed project will result in repairs or improvements that will extend the useful life

of the asset(s). Preference will be given to Proposals that involve upgrades to building

envelope(s) or major systems over those that involve cosmetic upgrades.

b) Benefits to quality of life: Proposals will be evaluated on the extent to which the

quality of life for tenants will be improved relative to health and safety and a comfortable

living environment.

c) Water and/or energy efficiency: Proposals will be evaluated on the extent to which

the repairs or improvements will result in water or energy efficiencies.

3. Value for Money

a) Financial estimates: Evaluation of the financial estimates will take into account the reasonableness of the assumptions and the risk of additional associated work that could have financial implications. The overall soundness of the project financial implications


and likelihood the project can be completed as proposed will be taken into consideration. b) Cost-effectiveness: The evaluation will consider the total amount of funding

requested from Manitoba Housing. Preference in this category will be given to

proposals that request a lower per unit Financial Assistance relative to other Proposals.

c) Strategic objectives: The evaluation will consider how this project will advance

provincial objectives; including ensuring that housing is available in areas of need, that

the housing stock is being used effectively and that Financial Assistance being offered

under this RFP will assist in retaining Social housing beyond the expiry of current

project operating agreements.

4.5 Acceptance of Proposal

Upon the completion of an evaluation of a Proposal, Manitoba Housing will signify its acceptance in writing to each successful Proponent by way of a Conditional Allocation Letter. Subject to the requirements of The Freedom of Information and Protection of Privacy Act, no scores will be released to any party, other than the Proponent’s own score being released to the Proponent, upon request.

Manitoba Housing reserves the right to not accept any Proposal. Proponents will be notified in writing should their Proposal not be accepted. Once all conditions outlined in the Conditional Allocation Letter are satisfactorily met, a Financial Assistance Agreement (FAA) will be issued by Manitoba Housing. The Accepted Proponent will have a specified amount of time to fully execute the FAA after which Manitoba Housing may cancel the FAA. 4.6 Estimated Timetable Proposals submitted under this RFP proceed through an application and review process as outlined below. The following dates are targets only and are subject to revision.

Milestone Projected Date

Release of Request for Proposals (RFP) November 24, 2016

Last day for Proponents to submit inquiries December 15, 2016

Submission Deadline for Proposals December 22, 2016

RFP Conditional Allocation Letters January 2017

Financial Assistance Agreement fully executed March 2017

Expected construction start date March 2017

Expected construction completion date Fall 2018


4.7 Clarifications

As part of the evaluation process, the Evaluation Committee may make requests for further information with respect to the content of any Proposal in order to clarify the understanding of the Proponent’s response. The clarification process shall not be used to obtain required information that was not submitted by the submission deadline, provide new information or to promote the Proponent’s submission. The Evaluation Committee may request this further information from one or more Proponents and not from others. Clarification requests may have a response time that must be met by the Proponent. 4.8 References

Manitoba Housing may contact references provided by proponent, as well as staff internal to Manitoba Housing to determine an organizations capacity.

5.0 PROCUREMENT:

Accepted Proponents should note that all Project procurement activities will have to meet the requirements set out in Appendix “B” - Procurement Guidelines and Threshold Conditions.

Bid documentation must be forwarded to Manitoba Housing for review and approval. No contract is to be awarded for the Project without the written approval of Manitoba Housing.

6.0 CONFLICT OF INTEREST:

Accepted Proponents will be required to have all staff and Board members engaged in the procurement of or execution of the Project will be required to submit a signed copy of the Conflict of Interest Statement as set out in Appendix “C” prior to Manitoba Housing making its’ first Disbursement.

Manitoba Housing | Renovation Funding – Non Profit Portfolio 1

APPENDIX “A” – SUBMISSION APPLICATION FORM

Building Data

Project / Property Name: ________________________________________________

Project # _________________________

Physical Address: Mailing Address:

_________________________________ ________________________________

_________________________________ ________________________________

Building Type: (Please mark one)

Motel Style ___ Low Rise ___ Mid-Rise ___ High Rise ___

Other _________

Total # of floors ___ Client Type ____________ (Elderly, Family, Other)

Total # of units in building _____

How many of each unit size (please mark below)

Studio ___1 Bdrm ___ 2 Bdrm ___ 3 Bdrm ___ 4 Bdrm ___ 5 Bdrm ___

Total # of units that will be affected by the proposed work _____

Mandatory Requirements Section

Program Type:

Post 85 Section 26 / 27 (PCDs Excluded) Urban Native

Proponent is under a current Operating Agreement with Manitoba Housing - Yes

Operating Agreement Expiry Date: ______________

Current Number on waiting list: _____________


Please note: Space is provided for you to print or type in. All

supplemental documentation (photos, reports etc.) will be reviewed

and considered in support or your application. You may add any

additional materials to this application as an attachment.

Capacity:

The Proponent must have the organizational capacity and relevant experience to

undertake and complete the project. The applicant must illustrate:

Ability to follow the required procurement guidelines.

Ability to start and complete the project within the required timelines.

Please use space below to list any previous projects (including schedule and budget

performance that demonstrates your group’s experience undertaking projects of a

similar nature or complexity). Please indicate any projects undertaken by a Consultant

on the organization’s behalf.


Proposed Project Schedule Estimated Dates

Consultant engagement

Start of Request for Quotations or Tender issued

Close of Request for Quotations or Tender closing

Construction Contract Award

Start of Construction

Completion of Construction

Final payments of contract/s

Provide any additional schedule information that demonstrates an understanding and

ability to complete the project within the required timelines:


Type of Project:

Please use space below to provide detailed description of the work scope.

Breakdown should be itemized to provide a clear understanding of the proposed work.


Please use space below to explain why you need to do this project.

Rational should include criteria such as:

need for the work

existing condition and age of the component(s) being replaced

how the useful life of the Asset/Property will be extended

Please use space below to illustrate how this project will improve the lives of tenants

relative to health, safety and a comfortable living environment.


Does the work proposed have an energy or water saving component? Yes / No

Please use space below to explain any improvements and efficiencies that will be

achieved:

Value for Money:

Total Estimated Cost (including all applicable taxes and consultation fees)

$ _________

Detailed Cost Breakdown:

Please use space below to provide detailed project budget.

Breakdown should be itemized to provide a clear understanding of the estimated costs.


Cost Effectiveness:

Please provide financial justification of the project- (i.e. - project cost in relation to the

overall value of the Asset, averaged project cost per suite, etc.)


Strategic Objectives:

Please illustrate how the project meets the Provincial objectives.

Rational should include criteria such as:

ensuring housing is available in areas of need

housing stock is being used effectively

assist in retaining social housing beyond expiry of operating agreement


Addenda:

I /We acknowledge receipt, review and inclusion of the following addenda(s) issued for

this RFP #

Please list and attach any Addenda(s) that were issued for this RFP# PMB201601

as per http://www.manitoba.ca/housing/mh/progs/rfp-nonprofitreno.html

Please check if no addenda(s) were issued

Project Contact Person: _______________________________

Phone#: _______________ Position: _____________________

Email Address: _________________________________

Board Chair Name: _____________________________

Phone#: _______________

Email Address: _________________________________

Property Manager Name: _________________________

Phone#: _______________

Email Address: __________________________________

Two (2) Authorized Signatures of the Proponent Group

Name / Title (Printed): ________________________________

Signed: _______________________________________

Name / Title (Printed): ________________________________

Signed: _______________________________________

Date: __________________________________


2016 RENOVATION FUNDING – NON PROFIT PORTFOLIO

1

Appendix “B”: Procurement Guidelines and Threshold Conditions

Contractors or consultants who are currently barred or suspended from engaging in work funded by Manitoba Housing will not be eligible to undertake any activities related to a Project proposed under this RFP. Accepted Proponents are advised to contact the RFP Coordinator for such a listing prior to undertaking any procurement activities.

Proposals accepted for Financial Assistance based on the RFP Evaluation Criteria are subject to the following Procurement Guidelines and Threshold Conditions:

1. Financial Assistance under $100,000:

The Accepted Proponent will be required to provide:

copies of the request for quotation including the specified scope of work for the Project;

proof of a minimum of three (3) quotes submitted to Manitoba Housing for review and approval prior to any contract award for construction; and

support for awarding the work via board resolution.

2. Financial Assistance between $100,000 and $199,999:


Proof of a minimum of three invitational or public tenders (excluding consultant activities) for the Project submitted to Manitoba Housing for review and approval prior to any contract award for construction;

support for awarding the work via board resolution; and

at the sole discretion of Manitoba Housing, the Proponent may be required to engage a consultant for project design, tendering, and/or project and construction management. It is mandatory to retain the services of a professional consultant where Engineered stamped drawings are required. It is recommended to retain the services of a professional consultant where the scope of work is of a complex nature so as to act as the project manager, to inspect the work and be able to provide statutory declarations as it relates to the progress draw process.

2016 RENOVATION FUNDING – NON PROFIT PORTFOLIO

2

3. Financial Assistance of $200,000 or greater:


Proof of a public tender (excluding consultant activities) for the Project submitted to Manitoba Housing for review and approval prior to any contract award for construction;

support for awarding the work via board resolution; and

at the sole discretion of Manitoba Housing, may be required to engage a consultant for project design, tendering, and/or project and construction management. It is mandatory to retain the services of a professional consultant where engineered stamped drawings are required. It is recommended to retain the services of a professional consultant where the scope of work is of a complex nature so as to act as the project manager, to inspect the work and be able to provide statutory declarations as it relates to the progress draw process.

APPENDIX “C”: CONFLICT OF INTEREST STATEMENT

BOARD OR STAFF MEMBER NAME:________________________________ The COMPANY NAME acknowledges conflict of interest situations arise. COMPANY must make impartial decisions based on material facts presented, fairly analyzed and determinations made without influence by personal gain, relationships or favoritism. By completing this form, you are required to declare any known potential conflicts of interest. Should a conflict of interest situation arise, you agree to remove yourself from any discussions or decision-making processes regarding the issue. Your absence during such discussions and decisions is considered an act of professional respect for the duties of the and its members, directors and employees. In the event that a conflict of interest situation arises, you may excuse yourself or may be asked to excuse yourself for that portion of the discussion. Such absence shall be clearly noted in the minutes or other relevant correspondence as “Excused from discussion due to Conflict of Interest”. Each member or employee of the COMPANY NAME are responsible for declaring conflicts of interest. I hereby declare the following potential conflict of interests. 1. I am a tenant residing in a COMPANY NAME NAME property

Yes No Initial______

Address:____________________________________________________ 2. I have a personal relationship, a family connection or kinship to an

employee and/or board member and/or contractor of COMPANY NAME NAME. No Yes (State name(s) & relationship)__________________

Initial______

3. I have or am involved in a business that offers supplies or services that

may create a perceived or real conflict of interest. No Yes (Describe)___________________________________________________

Initial______

4. Other potential conflict of interests:_______________________________

By signature of this agreement, I declare that these are the only conflicts known to me at this time. Should future conflicts of interest arise, I agree to advise the Board of Directors in writing. I acknowledge that I have received a copy of, read and understand the conflict of interest of policy and agree to declare any conflicts of interest now and in the future. I understand that non-compliance with this Conflict of Interest Agreement may be deemed a breach of fiduciary duty. Determination of non-compliance may result in disciplinary action as deemed appropriate by unanimous resolution of the remaining board members. ________________ ________________________________ Date Signature

REQUEST FOR PROPOSALS 2016 RENOVATION FUNDING - NON … · request for proposals 2016 renovation...

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