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Home My WebLink About2025-01-23 Housing & Human Services Committee PACKET Housing And Human ServicesCommittee Agenda Siskiyou Roomof the Community Development and Engineering Building Note: Anyone wishing to speak at any Housing and Human Services Advisory Committeemeeting is encouraged to do so. If you wish to speak, please rise and, after you have been recognized by the Chair, give your name and complete address for the record. You will then be allowed to speak. Please note the public testimony may be limited by the Chair. Zoom Link: January 23, 2025 REGULARMEETING AGENDA I.CALL TO ORDER: 4:00 p.m. II.APPROVAL OF THE AGENDA III.CONSENT AGENDA A.Approval of November 14, 2024,Minutes B.Approval of January 2, 2025,Minutes IV.PUBLIC FORUM (4:05-4:15 p.m.) A.Public Forum. V.NEW BUSINESS A.Review of the Annual HHSC Grant Scheduleand Workplan (4:15-4:35p.m.) B.Beach Creek Request for Proposals Review and Recommendation(4:35-5:05p.m.) VI.UNFINISHED BUSINESS A.Community Engagement Planning Event Workgroup Report and Event Finalization (5:05-5:40p.m.) VII.INFORMATIONAL ITEMS A.Liaison Reports B.General Announcements VIII.AGENDA BUILDING –Future Meetings IX.ADJOURNMENT:6:00 p.m. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email linda.reid@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Page 1of 1 Housing And Human ServicesCommittee Draft Minutes City Council Chambers Note: Anyone wishing to speak at any Housing and Human Services Advisory Committeemeeting is encouraged to do so. If you wish to speak, please rise and, after you have been recognized by the Chair, give your name and complete address for the record. You will then be allowed to speak. Please note the public testimony may be limited by the Chair. November 14, 2024 Draft Minutes CommissionersPresent:CouncilLiaison: Bob Kaplan –Arrived Late Echo Fields Brittney BassDylan Bloom-Absent Vincent TuftsStaffPresent: Crystal MunozLinda Reid; Housing Program Specialist Rich RohdeKendall Escuin; Admin Support Ashley Laube Montana Hauser Commissioner’sAbsent:SOULiaison: Tiana Gilliland -Absent I.CALL TO ORDER: 4:06 p.m. II.APPROVAL OF THE AGENDA Bass/Munozm/s. Voice Vote: ALL AYES.The agenda has been approved as presented. III.CONSENT AGENDA A.Approval of October 24, 2024, Minutes Laube/Tuftsm/s. Voice Vote: ALL AYES. The Minutes from October 24, 2024, have been approved with one minor correction. IV.PUBLIC FORUM (4:05-4:15 p.m.) A.Public Forum. N/A V.NEW BUSINESS A.Rent Burden Public Hearing(4:15-4:35 p.m.) HB 4006 was passed in 2018 and required Cities with a population over 10,000 whose residents that experience severe rent burden at a rate greater than 25% annually hold a public meeting to discuss the issue of rent burden, and opportunities for addressing and reducing rent burden. Severe rent burden is defined by the Department of Housing and Urban Page 1 of 3 Housing And Human ServicesCommittee Draft Minutes Development as those who pay 50% or more of their income toward rent costs. The location of the Committees Rent Burden Event will be at the Unitarian Church on Thursday, February 27, 2025,and will take the place of that month’smeeting. B.Sunstone Update and AHTF Request and Recommendation (4:35-5:00) Krista Palmer with Sunstone gave a presentation on the progress of their plans since being awarded theirgrant money. Palmer also explained their revised plans to the committee in hopes of receiving recommendations which will be presented to City Council. Sunstone is requesting atransfer of the use of the Ashland Housing Trust Fund Grantthat they were awarded. The grantwas originally approved for land acquisition, they now seek to allocate the grant towards covering pre- development services, specifically payable to Arkitek Design and Architecture for creating the Master Plan and to Housing Development Center of Portlandfor their role as RFP consultant. Tufts/Munoz m/s. Voice vote: All AYES. The committeeunanimously voted that the revised reallocation of grant funds be approved by the City Council as presented. C.Update from the Ashland Community Land Trust Organizing Committee (5:00- 5:20) Jessica Therkelsen with the Ashland Community Land Trust Organizing Committee (ACLTOC) gave a presentation on what a land trust is andtheir process. 2024/25objectives include- o Establishing a high functioning & representative board and committee structure. o Creating a vision & plan for sustainable growth. o Determining first project(s) in their pipeline. o Developing partnerships & community awareness to ensure equitable access to future GACTL projects. VI.UNFINISHED BUSINESS A.Education and Community Engagement Planning Discussion Continued (5:20-5:45 p.m.). Committee member Montana Hauser has been elected as chair of the Rent Burden Event working group. VII.INFORMATIONAL ITEMS A.Liaison Reports Councilor Bob Kaplanreported that City Council willbe looking at the 2200 Page 2 of 3 Housing And Human ServicesCommittee Draft Minutes AshlandStreet Master Plan Ad Hoc Committees recommendationsat the Study Session on Monday, November 18, 2024. B.General Announcements Chair Echo Fieldsshared that the city of Medford will be holdingtheir rent burden event on TuesdayNovember 19, 2024, from5:30-7:30 p.m. in the Prescott Room. VIII.AGENDA BUILDING – Future Meetings IX.ADJOURNMENT:6:00 p.m. Munoz/Bass m/s/. Voice Vote: ALL AYES. The meeting was adjourned at 6 p.m. Next Meeting Date: December 12, 2024 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email linda.reid@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Page 3 of 3 Housing And Human ServicesCommittee Special Meeting Draft Minutes Siskiyou Roomof the Community Development and Engineering Building Note: Anyone wishing to speak at any Housing and Human Services Advisory Committeemeeting is encouraged to do so. If you wish to speak, please rise and, after you have been recognized by the Chair, give your name and complete address for the record. You will then be allowed to speak. Please note the public testimony may be limited by the Chair. Zoom Link: https://zoom.us/j/99735891106?pwd=eKNNTW2qaG0RSMXqMZPbKLY8AKe1Tr.1 January 2, 2025 SPECIAL MEETING Draft Minutes CommissionersPresent:CouncilLiaison: Bob Kaplan -Absent Echo Fields Brittney Bass-Presentover ZoomDylan Bloom-Absent Jim DykstraStaffPresent: Montana HauserLinda Reid; Housing Program Specialist Rich RohdeKendall Escuin; Admin Support Commissioner’sAbsent:SOULiaison: Ashley LaubeTiana Gilliland Crystal Munoz Vincent Tufts I.CALL TO ORDER: 3:30 p.m. II.ACTION PLAN SUBSTANTIAL AMENDMENT OVERVIEW Linda Reid gave a brief overview on the amendment proposed by City Council. This entails the reallocation of $112,112 in Community Development Block Grant Funds from a provisional allocation to Sunstone Housing Collective, to public facilities improvements to a cityowned emergency shelter located at 2200Ashland Street. III.PUBLIC HEARING A.Public comment on substantial amendment to the 2024 Action Plan The City received six public comments via email. No public comments were submitted at the meeting. HHSAC members requested that staff provide information about the proposed work that needs to be done on the 2200 Ashland Street, to make that building suitable for use as an inclementweather shelterin the minutes. Staff referenced two documents from the 2200 Ad Hoc Committee minutes that provided information about the potential changes to that building. o Please reference page 5 of the agenda packet from 2200 Ashland St. Ad Hoc Page 1of 2 Housing And Human ServicesCommittee Special Meeting Draft Minutes Committees meeting on September 4, 2024. https://ashlandor.portal.civicclerk.com/event/249/files/agenda/613 o 2200 Ashland St. Building Code Requirement Spreadsheet. Copy of 2200 Ashland St Building Code Requirement Based on Use Final Draft (version 1) (002).xlsx IV.REVIEW AND APPROVAL OF ACTION PLAN AMENDMENT The committee members reviewed the public comments submitted to the Housing Program Manager prior to themeetingwhich were included in the packet materials. The Committee accepted the proposal to reallocate the provisional award of $112,122 originallymade to Sunstone Housing Collective, to a new eligible activity, needed health and safety updates to the City owned emergency shelter building located at 2200 Ashland Street. With the condition that the Committee receive a detailed list of the updatesneeded, the urgency of each item, and the total budget amount for each item. Fields/Gilliland.M/S. Voice Vote: ALL AYES. V.ADJORNMENT 4:00 p.m. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please email linda.reid@ashland.or.us. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). Page 2of 2 Memo DATE: January 23, 2025 TO: Housing and Human Services Advisory Committee FROM: Linda Reid, Housing Program Manager DEPT: Planning RE: Annual HHSC Grant Schedule and Workplan Below is a spreadsheet that outlines the various timelines for CDBG and Affordable Housing Trust Fund Grants for the 2025grant year, as well as the other scheduled workplan items scheduled for the year. MONTHH&HS MEETINGCDBGAHTFWorkplan items January RFP Issued-first RFP Issued Last Review Beach week of Januaryweek of JanuaryCreek RFP February Regular meeting RFP Due-February Proposals Due-Community thst (receive CDBG 14February 21Resource Event and AHTF apps for Beach Creek review)RFP issued thth March CDBG App. Review March 27-Public March 27Review Update on and Hearing/presentatand Make Beach Creek Recommendationions/RecommendRecommendationsTimeline Consolidated Plan ations Review and Recommendation thth April Officer ElectionApril 15Council April 15-Review Review Beach review and final and final allocation Creek allocation/Annual by CouncilApplications Action Plan Public and make Noticerecommendati ons nd May Review and May 22-Annual *Manufactured Approval of the Action Plan Public Home Park CDBG Annual Hearing/ApprovalOrdinance Action PlanOpen House June*Review Draft Manufactured Planning Department 20 East Main StreetTel:541.488.5300 Ashland, Oregon 97520Fax:541.552.2059 ashland.or.usTTY: 800.735.2900 Memo Home Zone Ordinance July Equitable Housing Plan Public-Joint SERJAC meeting? August Rent Burden Event Equitable Planning Kick-offHousing Plan Kick-off th September Review and September 25 Approval of the Consolidated CDBG CAPERAnnual Performance Evaluation Report Review and Approval October Finalize Rent Finalize Burden Event Equitable DetailsHousing Plan Event Details November Rent Burden Equitable Public HearingHousing Plan Public Engagement Event December Goal Setting Review Draft RetreatEquitable Annual Housing Plan Presentation to the Council *Subject to change. Planning Department 20 East Main StreetTel:541.488.5300 Ashland, Oregon 97520Fax:541.552.2059 ashland.or.usTTY: 800.735.2900 Memo DATE: January 23, 2025 TO: Housing and Human Services Advisory Committee FROM: Linda Reid, Housing Program Manager DEPT: Planning RE: Review of the Draft Beach Creek RFP Attached to this memo is a draft Request for Proposals (RFP) for the six lots in the Beach Creek subdivision that were recently dedicated to the City. The Housing and Human Services Advisory Committee members will review the draft and make recommendations regarding any changes or clarifications. A draft of the RFP along with a memo outlining the HHSAC recommendations will be forwarded to the Council for review and approval in February. Planning Department 20 East Main StreetTel:541.488.5300 Ashland, Oregon 97520Fax:541.552.2059 ashland.or.usTTY: 800.735.2900 Memo DATE: January 23, 2025 TO: Housing and Human Services Advisory Committee FROM: Linda Reid, Housing Program Manager DEPT: Planning RE: Community Resource Event Workgroup Update and Finalization The Community Resource Event Workgroup will provide a final update on the Community Resource Event Planning. Planning Department 20 East Main StreetTel:541.488.5300 Ashland, Oregon 97520Fax:541.552.2059 ashland.or.usTTY: 800.735.2900 Request for Proposals HOUSING DEVELOPMENT BEACH CREEK SUBDIVISION March 1, 2025 Offered by: The City of Ashland City Council Submittals due by email to Linda.Reid@ashland.or.us no later than April 11, 2025 Questions on content please contact: Linda Reid, Housing Program Manager, Department of Community Development, 541-552-2043 or Linda.Reid@ashland.or.us 1 CITY OF ASHLAND DEPARTMENT OF COMMUNITY DEVELOPMENT REQUEST FOR PROPOSALS and REQUEST FOR QUALIFICATIONS HOUSING DEVELOPMENT BEACH CREEK SUBDIVISION TABLE OF CONTENTS PAGE I. PROPERTY CHARACTERISTICS ............................................................ 5-6 II. LEGAL REQUIREMENTS ........................................................................ 7-8 III. PROPOSAL CONTENTS ......................................................................... 9-10 IV. EVALUATION CRITERIA FOR SELECTION ...................................... 11 V. PROPOSAL EVALUATION & SELECTION .......................................... 12-14 VI. REVIEW SCHEDULE .............................................................................. 15-16 2 The City of Ashland is seeking proposals from affordable housing developers, non-profit organizations, and private developers for development of six City owned lots in the Beach Creek subdivision. The City is soliciting proposals with the purpose of creating affordable and/or workforce housing. Proposals should address key findings identified in the City of Ashland 2021-2041 Housing Capacity Analysis, such as the unmet housing need for households of low-and middle-income. On August 20, 2024, the Ashland City Council directedStaff to move forward with accepting six residential lots within the Beach Creek Subdivision and developing an RFP that focuses on development of needed housing. The City has identified a need for additional housing opportunities targeted to low-income households, householders engaged in the workforce earning the area median income, and housing that is purchased or developed with assistance from area employers. The City of Ashland invites proposals from not-for-profit or for-profit developers for the creation of affordable housing on one or more of six deed-restricted lots within the Beach Creek subdivision. Proposals must specify whether the developer intends to purchase one or more lots, or seeks the property to be granted or provided at a reduced cost. The City seeks a development proposal that provides affordable housing opportunities for moderate, low, or very-low-income households, consistent with the deed restrictions recorded on the properties. As the lots are located within an established subdivision, proposals must comply with the subdivision design standards and the conditions imposed during the subdivision’s approval. Proposals should align with the following general objectives, which reflect the City's priorities for this project. While these objectives are not strict requirements, proposals that effectively address them are more likely to meet the City’s goals for the development of affordable housing: Number and Type of Affordable Housing Units: Proposals that provide between six and eight affordable housing units that address the needs of Ashland residents and employees, and comply with the Beach Creek subdivision approval, will be prioritized. o The land includes two single-family lots, each capable of accommodating an Accessory Dwelling Unit (ADU), and four individual cottage lots, each suitable for 800 sq. ft. or smaller cottages. Affordability Period: Proposals that extend affordability beyond the minimum 30-year term established by the annexation approval criteria will be ranked higher. Projects securing housing affordability in perpetuity through proven mechanisms, such as a land trust model, will receive the highest consideration. Organizational Experience and Capacity: Proposals must demonstrate the organization’s experience and ability to develop and maintain affordable housing projects. This includes a proven track record of successfully completing similar projects and the capacity to ensure the ongoing management and maintenance of the housing throughout the affordability period. 3 Proposals showcasing well-established management plans, sustainable practices, and a history of long-term stewardship of affordable housing will be ranked higher. Timeliness of Development: Proposals must include a clear timeline for project completion. Projects that can proceed and be completed in a timely fashion will be given priority. Design Quality and Sustainability: Proposals should emphasize energy efficiency, architectural creativity, and innovation. They should use the natural features of the landscape to their greatest advantage, provide high-quality living environments, and reduce the impact of development on the natural environment and neighborhood. o Proposals that stress affordability, economic feasibility, sustainability, and livability through good design will be ranked higher. Applicants are encouraged to consult with the Ashland Planning Division for questions related to development standards and to ensure compliance with all applicable regulations. The City of Ashland intends to select a proposal that can demonstrate expertise in affordable housing development, outline adequate financial capacity, describe a compelling design concept and program, and describe how the proposed project will ensure that it will benefit households earning 80% of the Area Median Income or below for the required period of affordability which is 30 years at a minimum. This RFP represents the initial step in the development of the Site. Responses to this RFP should demonstrate the developer's understanding of the City’s goals and specific expertise in developing high quality affordable housing projects. Respondents must disclose financial capability to undertake the proposed development. The selected developer will be responsible for obtaining all required approvals for their projects. However, City staff will work closely with the selected developer during the predevelopment process, including permitting and public review. City staffwill assist the selected developer by facilitating coordination with all City departments and applicable City commissions. This RFP and the selection process shall in no way be deemed to create a binding contract or agreement of any kind between the City and any respondent. 4 I. PROPERTY CHARACTERISTICS The Beach Creek Subdivision is a 7.9-acre property located at 192 North Mountain Avenue. The subdivision consists of 52 residential units which included eight lots deed- restricted to be affordable at 80% of the Area Median Income. The City is offering six lots required to be developed as affordable housing through this RFP process. Four of the 1 lots must be developed as cottage housing units (less than 800 square feet) and two lots can be developed as single-family homes with or without an accessory dwelling unit. These lots are subject to the development requirements detailed in Planning Action PA- T1-2021-00173. 1 The size of a cottage dwelling may not be increased beyond the maximum floor area in subsection 18.2.3.090.C.2.a. A deed restriction shall be placed on the property notifying future property owners of the size restriction. 5 Applicants are encouraged to consult with the Ashland Planning Divisionwith questions pertaining to the development standards. Applicants can submit an application for one or any combination of lots. 6 II. LEGAL REQUIREMENTS Applicants are cautioned not to make any assumptions as the implied meaning or intent of any part of the RFP. Applicants should request clarification if needed. Every request for information on or clarification of the RFP, must be submitted to Linda Reid, Housing Program Manager, in writing at least ten days prior to the date set for the deadline for proposals. Any prospective applicant who contends that the provisions of this RFP or any aspect of the procurement process will encourage favoritism in the award of the contract for services, or substantially diminish competition, must file a written protest to the RFP at least ten days prior to the date set for the opening of proposals. Failure to file a protest will be deemed a waiver of any claim by an applicant that the procurement process violates any provision of ORS Chapter 279, the City of Ashland Local Contract Review Board Rules or the City's procedures for screening and selection of personal service contractors. The provisions of this RFP cannot be modified by oral interpretations or statements. If inquiries or comments by applicants raise issues that require clarification by the City, or the City decides to revise any part of this RFP, addenda will be provided to all persons who receive the RFP. Receipt of an addendum must be acknowledged by signing and returning it with the proposal. A. ASHLAND BUSINESS LICENSE The selected developer must have a current City of Ashland business license prior to conducting any work in the City of Ashland. B. EVALUATION CRITERIA and PROFFESSIONAL QUALIFICATIONS The selection of the development proposal for the project shall be based on weighted criteria as cited in Section IV. Standard criteria include, but is not limited to; number of units provided, income affordability targets, period of affordability, professional experience, references, and schedule (readiness to proceed). C. PROFESSIONAL RESPONSIBILITIES The development and management team shall perform the work using the standards of care, skill and diligence normally provided by a professional in the performance of such services in respect to similar work and shall comply with all applicable codes and standards. The selected developer shall be responsible to comply with any additional federal or state requirements that may apply to the project. D. INSURANCE REQUIREMENTS Upon selection of a developer and entering into a contract agreement the developer shall, at its own expense, at all times during the term of the contract, maintain in force: 1. A comprehensive general liability policy including coverage for contractual liability for obligations assumed under this contract, blanket contractual liability, products and completed operations and owner's and contractor's protective insurance. 7 2. A professional errors and omissions liability policy; and 3. A comprehensive automobile liability policy including owned and non-owned automobiles. 4. Grantee shall, at its sole expense, obtain and maintain during the term of this Agreement, a policy or policies of liability insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. The insurance required in this Section 15 shall include the following coverages: • Comprehensive General or Commercial General Liability, including personal injury, contractual liability, and products/completed operations coverage; and • Automobile Liability. 5. Liability coverage shall be provided on an "occurrence" basis. "Claims made" coverage will not be acceptable, except for the coverage required by subsection 13.1.2. 6. Certificates of insurance acceptable to the City shall be filed with City prior to the commencement of any work by developer. Each certificate shall state that coverage afforded under the policy cannot be cancelled and any change in or cancellation of coverage cannot be made until at least 30 days prior written notice has been given to City. A certificate which states merely that the issuing company "will endeavor to mail" written notice is unacceptable. E. OWNERSHIP OF DOCUMENTS Final original documents prepared for this project shall be deemed to be owned by the City of Ashland and shall be delivered to the City at the project close-out. F. ADDITIONAL TERMS 1. The city Reserves the right to wave irregularities or deficiencies in a proposal if the city determines that waiver is in the best interest of the city. 2. The city may request supplemental written information from an offeror concerning the offeror's ability to perform services. If an offeror fails to provide supplemental information within the time stated in the request, the city may refuse to consider the offeror's proposal. 3. The city may request an interview with any offeror. If a proposal is unclear, or appears inadequate, the offeror may be given an opportunity in the interview to explain how the proposal complies with the RFP. 4. The city reserves the right to make such investigation as it deems appropriate to determine whether an offeror is qualified to provide services. If an offeror fails to cooperate with the investigation, or if an offeror provides false, misleading, or incomplete information, the city may refuse to consider the offeror's proposal. 5. In cases of doubt or differences of opinion concerning the interpretation of this RFP, the city reserves the exclusive right to determine the intent, purpose and meaning of any provision in this RFP. 8 III. PROPOSAL CONTENTS The consultant shall submit one electronic copy of the proposal for consideration by the City in PDF format. The proposal shall address each of the following listed items and shall be organized in accordance with this section. The proposal shall be less than 20 pages. Please provide site-plans and conceptual designs on pages sized to be no larger than 11" x 17" when printed at full resolution. The proposal will be evaluated using criteria in section IV. At a minimum, the proposal shall include the following information: A. Information about Development entity 1. State the name, address, telephone number, e-mail and primary contact person of the lead organization or firm making the proposal. 2. If a joint venture or team is submitting the proposal, state this information for each of the firms and each firm's responsibility for the completion of the project. 3. Describe the experience of each organization or firm and key personnel. 4. Describe recent and current projects the organization is engaged in, especially as they relate to building and managing affordable housing. 5. Non-profit organizations shall provide a list of current Board Members. B. Description of Project 1. Executive Summary 2. Number of units proposed by size and number of bedrooms 3. Level of affordability proposed for the mix of dwelling units using the current Department of Housing and Urban Development Area Median Incomes for the Medford-Ashland Metropolitan Service Area. 4. Proposed period of affordability. 5. Describe the City and/or other agency approvals necessary for this project. 6. Proposers shall provide a detailed project development schedule through completion that contains time and performance benchmarks. Include all predevelopment activities, and any plans for phased development. The Project schedule shall address all phases of the project including acquisition, entitlements, design, construction, marketing, and tenant selection(s). Provide a pro-forma for the project describing the source and use of funds for construction and the operating cash flow on the project through the period under developer ownership/management. Specify any city, state or federal grants, tax credits, or other subsidies sought as funding for the proposed project. 7. Property management program for project. Describe how the completed project will be managed throughout the period of affordability. 8. Describe the anticipated use of the property (including ownership, maintenance, and management). 9 9. Provide important project data, preferably in table form, such as gross floor area, number of residential units (broken down by unit type/size and affordability levels). 10. Provide summary information regarding green building/sustainability targets proposed for the development. 11. Conceptual Site Plan: Include a conceptual site plan and building elevations that shows all parcels involved in the Proposal. 12. Conceptual Floor Plans: Provide rough floor plans for the proposed project that show the arrangement of various uses and functions and floor areas. 13. Conceptual Elevation Sketches: Include elevation drawings that show the architectural treatment of key elevations at a conceptual level of detail, heights of key building elements, and the arrangement of ground floor frontage treatments. C. References Provide information on the project team qualifications and experience. Provide references (names, address, phone numbers, and contact persons) for similar projects completed or underway. 10 IV. EVALUATION CRITERIA FOR SELECTION Proposal Evaluation Criteria Each proposal shall be evaluated as to how it addresses the following criteria: 1. PROJECT PROPOSAL MAX SCORE 30 PTS Period of affordability (the longer the period of affordability the higher the score) The project addresses an unmet or under met housing need as identified in adopted City documents. Income level targeted. Energy conservation measures. 2. ORGANIZATIONAL CAPABILITIES & RESOURCES MAX SCORE 25 PTS This relates to the organizations capabilities in completing the proposed development. The response should address the following: Management and organizational structure. The agency submitting the proposal has the capacity to carry out the project and has had demonstrated success completing projects of a similar scope. Applicant demonstrates ability to secure funding. Experience and current duties of key members who will be performing the work on this project. Experience as a team on similar or related projects. Other on-going projects. Readiness to proceed. 3. DEVELOPMENT SCHEDULE MAX SCORE 15 PTS Provide a development schedule for completion of the project. Project Benchmarks are well-defined and realistic Contingencies are planned and realistic The timeline is thorough and fully considers all requisite steps. The project is ready for implementation 4. PROJECT FUNDING SOURCES MAX SCORE 25 PTS The proposal shall include a project pro-forma including identification of all potential funding sources for the project development. Applicants are encouraged to provide information on any competitive and/or non-competitive Local, State or Federal low-income housing assistance sought for the development. Should any of these funding streams require a specific period of affordability and/or target income qualifications the proposal should note those requirements. 5. REFERENCES MAX SCORE 5 PTS Identify any similar projects the developer has completed. Include the name, mailing address and phone number of their principal representation and a brief description of the project. 11 V. PROPOSAL EVALUATION & SELECTION Proposals will be evaluated by the Housing and Human Services Advisory Committee, which will provide recommendations to the City Council. The City Council will make the final selection and award. The City reserves the right to reject any or all proposals. During the selection phase of the process, City Staff and/or consultants retained by the City will evaluate the submittals. At their discretion, they may contact references and industry sources, investigate previous projects and current commitments, interview some or all the development team members, and take any other information into account in their evaluation of the responses. The City reserves the right to request clarification or additional information from respondents and to request that respondents make a presentation to the City Council. The City, pending approval by the City Council, will execute a Disposition and Developer Agreement (DDA) with the preferred developer. Prior to finalizing the DDA the City and the developer will discuss all issues relevant to the project. This would include the development schedule, project financing-including construction and permanent, management of the development-both housing and other uses, and design elements. Selected developers will be responsible for obtaining all required approvals for their projects. This RFP and the selection process shall in no way be deemed to create a binding contract or agreement of any kind between the City and any respondent. If a developer is selected, it is expected that a DDA will be negotiated between the parties. All legal rights and obligations between the selected developer(s), if any, and the City will come into existence only when a DDA is fully executed by the parties and then approved by the City Council. The legal rights and obligations of each party shall be only those rights and obligations which are set forth in the DDA and any other documents specifically referred to in that DDA and executed by the parties. Each respondent to this RFP agrees that the preparation of all materials for submittal to the City and all presentations are at the respondent’s sole cost and expense, and the City shall not, under any circumstances, be responsible for any costs or expenses incurred by a respondent. In addition, each respondent agrees that all documentation and materials submitted with a proposal shall remain the property of the City. Submittals are public records subject to disclosure under the Public Records Act. If negotiations with the preferred developer do not proceed in a timely or satisfactory manner, an alternative developer may be selected, or the City may reissue the RFP. The final selection will be made solely by the City of Ashland. The City is under no obligation to select any set of qualifications or proposals submitted and may at its discretion reject any and all qualifications. 12 The selected developer will be solely responsible for receiving all necessary approvals including financial, development and environmental from both the City and outside agencies. All approvals must be completed within the project schedule. The City will provide the developer with a reasonable period of time to obtain approvals. The City will make no guarantee about the granting of the requested approvals. Selection of the development team in no way obligates the City to enter into a DDA with the preferred developer. Agreements must be approved by City Council. 13 Review Summary A. EVALUATION CRITERIA Each proposal will be judged as a demonstration of the applicant's capabilities and understanding of the type of development requested. Evaluation factors and points will be as follows: Maximum Criteria Score 1Understanding of Project Approach and Vision 30 2Firm’s Capability & Resources 25 3Development Schedule 15 4Project Funding Sources 25 5References 5 Total 100 Points B.CITY RESERVATION The City of Ashland reserves the right to waive irregularities or discrepancies in a proposal if the City determines that the waiver is in the best interest of the City. C.ADDENDA TO THE RFP The provisions of this RFP cannot be modified by oral interpretations or statements. If inquiries or comments by offerors raise issues that require clarification by the City, or the City decides to revise any part of this RFP, addenda will be provided to all persons known to the contact person who have received or will subsequently receive the RFP. Receipt of addenda must be acknowledged by signing and returning it with the proposal. D. PROTEST Any prospective developer who contends that the provisions of the RFP or any aspect of the procurement process will encourage favoritism in the award of the contract, or substantially diminish competition, must file a written protest to the RFP at least ten days prior to the date set for the opening of proposals. Failure to file a protest will be deemed a waiver of any claim by an offeror that the procurement process violates any provision of ORS Chapter 279, the City of Ashland Local Contract Review Board Rules or the City’s procedures for screening and selection of persons to perform personal services. E. CONTRACT The developer selected by the City will be expected to enter into a written contract (Disposition and Developer Agreement) with the City of Ashland. Unconditional refusal to accept the contract provisions proposed by the City, without offering acceptable alternatives, may result in disqualification of the offeror or a less favorable evaluation of its proposal. 14 VI. REVIEW SCHEDULE The dates and milestones below are tentative, and the City reserves the right to alter them as necessary to select the most appropriate Proposal. The City may, at any time, terminate discussions with either party, choose to not proceed with the project, or take other actions it deems in its best interest, without incurring any obligation to proposers. Proposers acknowledge that their participation and costs associated with that participation are borne solely by them. Publication of RFP: March 1, 2025 The RFP will be published, and Developer’s will be invited to submit Proposals to the City. The RFP may be viewed, printed or downloaded from the City’s website. Proposal Submittal Deadline: April 11, 2025 In order to receive consideration, Proposals must be received by the City no later than 4:30 p.m., Pacific Standard Time on \[Date\]. Proposal Presentations April-May 2025 At separate meetings, each invited development team shall present their Proposals to the City selection panel to review the proposals. Selection of Preferred Developer: June-July 2025 Following completion of selection panel reviews, City staff will provide the results of the selection panel and will recommend to the City Council a preferred Developer to begin negotiations for the appropriate development agreement. In making their final decision, the Council may consider, among other factors, the following information: qualifications of the proposers; the conceptual designs submitted in the Proposals; the project objectives as described in this RFP; and the potential benefits for the City. The City reserves the right to choose whichever Proposer it prefers and is under no obligation to select either. CONTACT/INQUIRIES All questions regarding the RFP must be addressed in writing, addressed to Linda Reid, Housing Program Manager: Linda R. Reid, MSW Housing Program Manager City of Ashland , Housing Division 20 E. Main, Ashland , Oregon 97520 Linda.reid@ashland.or.us 541-552-2043, TTY - 800-735-2900 15 REQUEST FOR PROPOSALS AFFORDABLE HOUSING DEVELOPMENT BEACH CREEK SUBDIVISION Proposals must be received by 4:30 on April 11, 2025 The respondent shall provide one electronic copy of the proposal as a PDF document for consideration by the City. The proposal shall be less than 20 pages. Please provide site-plans and conceptual designs on pages formatted to print at full resolution on pages no larger than 11" x 17". This request for proposals and request for qualifications has been initiated by the City of Ashland Community Development Department and approved by the Ashland City Council. By Order of the City Council Ashland, Oregon Brandon Goldman Dept. Community Development 16