THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION For: Housing Specialist/Landlord Liaison (HS/LL) Support: Housing Placement and Retention Services 1. Responses to this RFI Sources Sought must be in writing. The purpose of this RFI Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of VETERAN OWNED SMALL BUSINESSES(SDVOSB/VOSB), OR SMALL BUSINESSES interested and capable of performing the work below. Responses to this announcement will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published on FBO. Responses to this sources sought are not considered adequate responses to an impending solicitation posted to www.FBO.gov. All interested offerors will need to respond to that solicitation. 2. The NAICS for this requirement is 624229 HOUSING ASSISTANCE AGENCIES. 3. Interested and capable Contractors should respond to this notice not later than 5/04/2018 by providing a list of project/s the vendor has successfully completed or currently performing to the following via email: [email protected] BACKGROUND/OVERVIEW The U.S. Department of Veterans Affairs (VA) is seeking a Contractor to assist with the marketing, recruitment, relationship development, and tenancy management support of community landlords in order to increase the availability of community-based apartments for Veterans admitted to the HUD-VASH program of the Greater Los Angeles Healthcare System (GLAHS). The HUD-VASH program is a partnership between the U.S. Department of Housing and Urban Development (HUD) and the VA Supportive Housing (VASH) program; its mission is to provide Veterans who are experiencing homelessness immediate access to permanent housing with supportive services using HUD Section 8 Housing Choice Vouchers that are paired with VA case management services. Most of the Veterans served by HUD-VASH have long histories of homelessness and co-morbid disabling conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. HUD-VASH is a national program serving Veterans and their families throughout the country. This program continues to expand and has become one of the largest VA interventions to assist homeless Veterans. It represents one of VA s most significant efforts to achieve the goal of ending homelessness among Veterans. To be eligible for the HUD-VASH program, Veterans must: Be eligible for VA health care as determined by the local VA medical center. Experience long term homelessness based on the HUD definition [see Reference section for additional information]. Qualify as chronically homeless and/or rate as among the most vulnerable, high-risk Veterans. The target population for HUD-VASH also includes Veterans with frequent emergency room visits, multiple treatment failures, and limited access to other social supports. Generally, Veterans who are homeless and need case management are those eligible for the program. HUD-VASH utilizes the Housing First approach to working with Veterans to ensure rapid housing placement and stabilization. Housing First is a program that centers on providing all services from a Veteran-centric perspective: e.g., Veterans who are homeless and request housing are provided with housing as quickly as possible, and are then provided with other services and treatment in the sequence and intensity that is suitable for them. What differentiates Housing First from other programs is that there is a focus on helping individuals and families on their own terms which typically involves quick access to housing and services and intensive support to maintain the housing. Housing First programs deliver services to Veterans using a community-based, interdisciplinary team approach that best meets the needs of Veterans with multiple, complex conditions. The supportive service team typically brings treatment and support services to Veterans in their own environment, such as their apartment, or in other community-based locations. A key goal of the supportive service team is to provide continuity of care, particularly for Veterans with long histories of fragmented or regularly interrupted treatment from a variety of systems such as, medical, mental health, addiction, or criminal justice systems. The supportive service teams provide highly individualized services and continuity of care at the Veteran s pace with a focus on problem solving and supporting integration into their community, and the development of a meaningful and productive life. With rental markets tightening, demand for housing units increasing, and available housing inventory levels dwindling, landlords across Los Angeles are becoming more discerning regarding tenant underwriting and leasing decisions. This has led to new challenges for VA staff seeking to house homeless Veterans. An insufficient number of landlords is currently participating in the HUD-VASH program which has resulted in long delays between time of program admission and time taken to place a Veteran into an apartment with supports. Additionally, inadequate and untimely communication with landlords involved in the HUD-VASH program, who have been experiencing problematic tenancies, have promoted numerous evictions involving Veterans. Increasing landlord engagement for HUD-VASH is more important than ever. Our VA community partners in the greater Los Angeles area have found that similar initiatives that provide Housing Specialists/Landlord Liaison service staff (Referred subsequently in this PWS as HS/LL ) to focus on landlord engagement and landlord tenancy support have been effective. Several community agencies have reported significant success with landlord recruitment and Veteran placement into housing by hiring specialized staff who prioritize the landlord s needs. These HS/LL staff provide an efficient and productive experience for property owners and their management firms, which has expanded available landlord networks, accelerated leasing activity, and increased housing stability rates. In order to identify and secure a large number of safe, decent, affordable apartment units in the greater Los Angeles area in a timely manner, the VA is seeking a Contractor to provide HS/LL services to recruit, engage and enroll landlords for this program. The services sought by this contract should be aimed at bolstering the effectiveness of the case management services by providing support for the housing and property management dimension of the HUD-VASH program. The two goals of the HS/LL Contract are to: (1) expedite the placement of eligible HUD-VASH Veterans and their families in affordable, decent, permanent housing, and (2) work closely with landlords to promote both tenant retention (reduce evictions) and landlord retention (landlords continuing to rent to HUD-VASH participants). The VA HUD-VASH supportive service team focuses on supporting the Veteran; the HS/LL team helps support the landlords on behalf of the Veteran s tenancy. The Contractor will provide all services related to increasing landlord engagement, increasing availability of housing units, reducing evictions, and provide data tracking to demonstrate all activities. The services provided by the Contractor will be primarily focused on the GLA HUD-VASH program but will also include the HUD-VASH programs operated by community partners. The Contractor will coordinate with other housing location services across Los Angeles, including those funded by Public Housing Authorities (PHAs) and the Los Angeles Homeless Services Authority (LAHSA). Contractor must be familiar with the Section 8 and housing inspection process, as well as the requirement for all housing units secured for this program to meet Housing Quality Standards (HQS) and pass inspection by the local PHA. [See Reference section for additional information on housing inspections.] Contractors are not expected to provide housing as part of this contract, but they are expected to increase the number of housing leads and units available for Veterans. The Contractor will hire appropriately experienced and trained staff that will enhance and improve the landlord recruitment, and relationship management process, reduce time for Veterans to find housing, and increase housing retention for Veterans. Qualifications of HS/LL personnel are that the candidates will have backgrounds in marketing, real estate and business management, or related fields or experience. Contractor personnel will demonstrate successful completion of training in areas including landlord engagement, mediation services, dispute resolution, landlord tenant laws, national and local policies and procedures regarding the HUD-VASH program, and local PHA processes. The Contractor will build a team of specialists with excellent customer service and conflict resolution skills, along with the necessary competence to navigate the PHA application process and the rental market environment. The HS/LL staff will serve as guides for landlords, including walking them through the various steps involved with the PHA process and related documentation requirements, and ultimately helping landlords provide housing to Veterans as quickly as possible. (See Appendix A for Contract Housing Specialist/Landlord Support Staff Job Requirements ) Demonstration of quality customer service is a key component to successful implementation of the Contract; therefore, the HS/LL team members must be knowledgeable, professional, and demonstrate consistency in communication processes and points of contact. Applying the same standards of customer service throughout each Los Angeles County Service Planning Area (SPA) is essential to engender trust and confidence from the landlords in the greater homeless services system. PERIOD OF PERFORMANCE: The period of performance for this contract will be for a Base Year plus one (1) Option Year. CONTRACT TYPE: Firm Fixed Price Incentive Contract. PLACE OF PERFORMANCE: Performance will occur at the Contractor s location unless otherwise required by the Performance Work Statement. The expectation is that staff will operate primarily in community (field) settings, such as PHAs, meeting with landlords at rental units, attending community meetings, etc. CONTRACT AWARD MEETING: The Contractor shall not commence performance on the tasks in the awarded Performance Work Statement until the Contracting Officer has conducted a kick off meeting or has advised the Contractor that a kick off meeting is waived. GOVERNMENT FURNISHED PROPERTY: Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense. METHOD OF INSPECTION AND ACCEPTANCE: The Contracting Officer s Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COR. A Quality Assurance Surveillance Plan will be used by the COR to measure performance success and/or failure. DESCRIPTION OF SERVICES GENERAL REQUIREMENTS The Contractor HS/LL team will work closely with the HUD-VASH program. This team will assist with engaging, managing, and retaining landlord and property management company relationships for the VA and the VA s community partners. The HS/LL team will provide landlord outreach and engagement services to recruit and retain landlords wishing to rent their units to HUD-VASH participants using Housing Choice vouchers.  HS/LL staff must provide targeted customer service and mediation support to participating property owners to promote long-term tenancy and partnership.  HS/LL staff will work to find creative solutions to accelerate housing occupancy levels for Veterans, and support landlords to help resolve landlord/tenant disputes, reduce evictions, and promote continued landlord participation in HUD-VASH.   CONTRACTOR HOUSING LEADS DEVELOPMENT/LANDLORD ENGAGEMENT DUTIES Cultivate and maintain robust lists of online and community-based available housing inventories. This portfolio will be created through such methods as but not limited to: utilization of apartment search engines; networking with agencies, coalitions and landlord-related groups; aggressive exploration of neighborhoods such as driving through areas looking for For Rent signs, and handing out flyers; soliciting word-of-mouth contacts from landlords currently participating in HUD-VASH; and follow-up with former landlord participants in HUD-VASH. Develop and maintain relationships with landlord groups and individual landlords to promote new housing leads. Re-contact former landlord participants and encourage their re-entry into HUD-VASH renting. For landlord participants, provide education on PHA/HUD procedures and regulations, landlord/tenant rights, and --with assistance of HUD-VASH staff-- potential issues associated with housing formerly homeless individuals. Ensure new landlords have all necessary paperwork for HUD-VASH participation such as proof of property ownership. Develop and manage a housing resource database. Ensure that the database contains updated and useable information on specific properties, property management companies, and private landlords who are amenable to leasing housing units to homeless/recently homeless Veterans. CONTRACTOR PARTICIPATION IN MOVING HUD-VASH PARTICIPANTS INTO HOUSING DUTIES Provide to HUD-VASH team multiple housing leads based on expressed client preference such as geography, access (proximity to transportation, VA campus), and neighborhood amenities. Serving as a liaison/broker, be present at initial on-site meetings between landlord, prospective tenants, and HUD-VASH staff. Help landlords review prospective tenants standardized rental applications (already completed by Veterans before first on-site meetings). Assist landlords in completing Request for Tenancy Approvals (RFTAs) and other PHA/HUD paperwork. Help landlords follow-up with PHAs if a significant amount of time elapses between RFTA submission and when a PHA inspection is scheduled; and between a PHA inspection and PHA notification of the inspection results. Help landlords with reviewing the PHA Housing Assistance Payment Contracts. Disburse Contract funding to incentivize landlord participation and promote quicker housing placement. This may include landlord remuneration for: credit check/application fees; apartment repairs to pass PHA inspection, and damage mitigation (monies above security deposit). Contractor will provide receipts for all funding used for such purposes. CONTRACTOR LANDLORD SUPPORT/RETENTION DUTIES Establish a 24/7 hotline for landlords to call when problems or questions arise. The Contractor shall respond directly and notify the HUD-VASH team for follow-up as appropriate. The Contractor shall also be responsible for tracking necessary follow-up actions through resolution to promote ongoing positive relationships with landlords (See table below that clarifies protocols). Collect Performance Improvement feedback from Landlords and share with HUD-VASH staff quarterly. This will involve summarizing anecdotal information, maintaining a log of landlord preferences and complaints, periodically administering landlord and Veteran satisfaction surveys, and demonstrating corrective actions based on survey results. Working with HUD-VASH staff, develop ways to acknowledge landlords such as special events and award ceremonies. CONTRACTOR PERFORMANCE REQUIREMENTS: Each month, contractor will identify ten (10) Landlords who have not participated in VASH previously. Each month, contractor will identify 30 new prospective units for rent by HUD-VASH participants. Contractor will provide comprehensive education to new landlord partners. Contractor will attend initial apartment site meetings between Landlord, Veteran and HUD-VASH staff. Contractor will identify and provide housing leads that meet Veterans preferences, including geographic region and local amenities (e.g., access to public transportation, VA clinic, religious institutions, recreational opportunities). At least 65% of Veterans referred will move into housing within 60 days of the referral date. Increase the number of prospective properties/apartments units for program participation by 25% from the time the Contract is fully operational to the close of the base contract year and any subsequent option year. The number of Veterans placed into housing by HUD-VASH will increase 20% between the 12 months prior to the contract s full implementation and the 12 months following the contracts implementation. The average monthly rate of housed Veterans negatively discharged by HUD-VASH will decrease 20% following the contract s full implementation. CONTRACTOR REPORTING REQUIREMENTS: Contractor shall provide monthly written status reports including, but not limited to, the number of landlords engaged and trained, Veterans referred to Contractor for prospective apartments, number of completed RFTAs, number of completed requests for tenancy applications, and number of Veteran move-ins. Contractor shall notify VA of any negative incident occurring with the Veteran or of a pending eviction immediately after being informed or aware of the incident. Contractor shall complete a written incident report within 24 hours of notification. The Contractor shall provide documentation, if required by the VA COR describing the incident, analysis of cause and effect, and corrective action taken. Incidents include but are not limited to contacts with the landlord or property management office that was of an emergency nature: fire, 911 call (police/fire department/ other), neighbor problems, or other untoward events. QUALIFICATIONS- FACILITY/ACCREDITATION /LICENSING/STAFF: The VA is seeking a Contractor with demonstrated experience in property management, social services, and providing housing for populations served by social services. Demonstrated experience is defined as: At least three years of experience as an operational provider of either housing or services for homeless individuals and/or Homeless Veterans, or an HCHV provider with an active contract in good standing with the local VA medical center; OR At least three years of experience as an operational VA Homeless Provider s Grant & Per Diem grantee in good standing with the local VA medical center; OR A current HUD-VASH case management contract holder in good standing with the local VA medical center; OR Other City, State, or Federal projects, programs or contracts deemed relevant by the VA that demonstrate the Contractor s ability to meet the immediate housing and service needs of homeless Veterans. The Contractor may be a direct provider of housing placement and retention services or may subcontract with other agencies meeting the same criteria and capable of performing the work outlined herein; The Contractor is expected to demonstrate the ability to begin project operations no later than 60 days after the contract start date. The Contractor must demonstrate a plan for rapid implementation of the program. The Contractor is expected to initiate the approved project promptly in accordance with the requirements of the PWS. The Contractor personnel shall meet the below requirements. Basic Life Support (BLS), (American Heart Association preferred) is required for contractor staff. Staffing is described as follows: (1) Housing Specialists/Landlord Liaisons (HS/LL) Team Coordinator: full-time with experience supervising staff, strong administrative and interpersonal skills, and experience working in real estate and with vulnerable populations. The Coordinator will: supervise the HS/LL staff, direct landlord engagement activities, serve as the lead liaison to PHAs and VA HUD-VASH staff, facilitate coordination with community contractors and other Veteran housing programs, and create and monitor key housing-related metrics. (2) Housing Specialists/Landlord Liaisons (HS/LL): full-time staff with experience working with landlords/property management companies, and knowledge of community resources and housing placement practices. Individuals with experience in sales, marketing, and excellent customer relations skills who can work independently are required. HS/LL staff will work closely with HUD-VASH supportive service teams to ensure that homeless Veterans obtain and retain housing.

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