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RFQ 2022-0021 Civic Center Addendum #1

Description:  This Addendum, including all articles and corrections listed below, shall become a part of the original Request for Qualifications (“RFQL”) package and shall be taken into account in preparing your response.  The above-numbered solicitation is amended as set forth below. Vendors must acknowledge receipt of this addendum via e-mail. Failure to acknowledge receipt in  the response may subject your firm to disqualification.  In order to ensure that all firms are given an equal opportunity to submit a competitive response, the following are responses to questions and/or requests for clarification concerning RFQL #2022-0021: Developer for Atlanta Civic Center.

QUESTIONS/RESPONSES

  1. Might there be a procurement issue if the team is originally identified with team members in a to-be-formed JV partnership with an initial lead master developer? The nature of the partnership and the details of its framework must necessarily be determined when the development challenge is clarified within the RFP. Please confirm we can respond as “team members” even if we then form a JV partnership comprised of some or all of the team members included in the RFQ in conjunction with the RFP, without creating a procurement issue.  You must identity proposed Partnerships and Joint Ventures, and the Developer participants must separately express their intention to work with the Respondent in participating in the proposal to the RFP should the Respondent be shortlisted from the RFQL. All Developer partners and JVs must perform a commercially useful function.  At a minimum, a draft Joint Venture agreement must be included in the proposal. Prior written consent from intended JV partners identified in the RFQL, but not included in the RFP, will be required. Atlanta Housing reserves the right, at its sole discretion, to disqualify any Respondent who materially changes the proposed participants in the Development entity without prior written request and approval from Atlanta Housing.  Not more than 30 days from a Notice of Intent to Award, the Respondent shall submit any and all fully executed Partnerships and Joint Venture Agreements with Development partners.
  2. Can the Southface parking license be unilaterally revoked? If this will be outlined in the RFP we can wait for this response upon issuance of the RFP.  Additional information about Southface and the terms of the parking license will be provided in the RFP.
  3. Are you able to share the structural report regarding the existing Exhibition Hall that confirms the ability to partially demolish the building in an “un-intrusive” manner?  While appearing and functioning as one large conditioned space, the Exhibition Hall was designed as two separate but connected halves to facilitate structural movement over the building’s length. This includes two parallel roof trusses and an expansion joint in the floor at the building’s midpoint. More information can be found in the original construction drawings for the Exhibition Hall, which can be accessed by using the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  4. Will the results and recommendations of the AEA engagement on the cultural resources be available to shortlisted respondents in advance of the issuance of the RFP?  Atlanta Housing will make available at a minimum an executive-level abstract of the results and recommendations from the AEA study in the RFP. The RFP materials will include enough information so that shortlisted respondents will be able to plan accordingly and incorporate the cultural analysis findings into their proposal response. Atlanta Housing reserves the right to competitively procure a development entity and/or operator(s) for the redevelopment and long-term programming of the cultural facilities.
  5. Does a respondent have the ability to add or subtract RFQ team members without penalty from the RFQ submission to the RFP submission without being disqualified? If so, do we need to clarify who the lead is and ensure that the lead respondent is intact to avoid any implication of a team member change?  See answer to Question #1. In addition, Respondents will have the ability to add or subtract Developer team members without being automatically disqualified; but clarity as to who makes up the Development team and what commercially useful functions they perform must be detailed and approved by Atlanta Housing and supported by executed agreements by the Developer partners submitted to Atlanta Housing. Any requests for substitutions or removals to Atlanta Housing must be accompanied by supportable business rationale whose sufficiency shall be at Atlanta Housing’s sole discretion. Approvals shall not be unreasonably withheld.
  6. Will bidding master developers be able to present additional members of the development team (e.g. architects, engineers, consultants, etc.) during the RFP stage if selected to participate in that round of bidding?  Refer to responses to Question #1 and Question #5.
  7. Will the responses to the RFQ be private and confidential? If so, for how long?  Submission of Qualifications and Proposal are responses to a public solicitation and therefore subject to the Georgia Open Records Act and Freedom of Information (FOIA) statutes. Very limited exceptions to a request for information are available and Respondents are encouraged to consult with their legal counsels regarding any required dissemination of information received during public procurements. Respondents may mark any information containing intellectual property or trade secrets they wish to remain private with a Confidential Stamp or watermark, but Atlanta Housing does not warrant that information so marked can be kept confidential if validly requested under applicable laws requiring disclosure.
  8. Will AHA be the sole decision maker on what will be the programming for the Exhibit Hall? When will that decision be made?  Atlanta Housing will be responsible for procuring a development entity and/or  operator(s) for the redevelopment and long-term programming of the cultural facilities, including the Exhibition Hall. Atlanta Housing will consider any feedback provided by developers during the RFQ and RFP stages. A timeline for engaging a development entity and/or operator(s) for the cultural facilities is still being determined. Shortlisted respondents will have the opportunity to incorporate this role into their response to the RFP; however, this will not be a requirement for responses.
  9. We see no mention of prevailing wage requirements, but assume that will be triggered by some of the funding. Can you clarify this?  Davis Bacon Prevailing Wage requirements will apply. Atlanta Housing will publish the applicable wage rates as required by the Department of Labor within the prescribed timeframes once an agreement is being considered.
  10. Are there any soil boring studies or geotech reports that we can see?  Atlanta Housing is in possession of a geotechnical study for the site prepared in December 2016. This study assumed demolition of the cultural facilities and redevelopment of the western portion of the site. The study noted that the site contains up to 18’ of generally clean fill, with portions of the site exhibiting partially weathered rock at depths ranging from 13’ to 68’ below grade. The study also recommended that although preliminary analysis supports the construction of a five-story building on shallow foundations, additional subsurface exploration should be conducted after a site plan is finalized. Atlanta Housing will make this document available as part of the RFP but do not warrant its findings.
  11. Can you provide Phase I and Phase II environmental reports?  Laboratory analytical results reported detectable concentrations of SVOCs and RCRA metals in soil and VOCs, RCRA metals, and chlorinated pesticides in groundwater in excess of the Georgia Environmental Protection Division’s (GA EPD) Notification Concentrations (NCs) in samples collected at the site. Upon discovery of these exceedances, Atlanta Housing submitted a release notification to the GA EPD and a Brownfield application.  On March 2, 2018, Atlanta Housing received a provisional limitation of liability letter from GA EPD contingent upon implementation of the approved Corrective Action Plan and certification of compliance with the risk reduction standards for soil. On March 16, 2018, Atlanta Housing received a letter from GA EPD regarding the release notification. The site will not be listed on the hazardous site inventory, since the concentration of groundwater did not exceed the reportable quantity. GA EPD deferred evaluating the soil concentrations since the site is in the Brownfield program.  Since acceptance into the Brownfield program, Atlanta Housing has collected additional sampling data to help delineate remediation boundaries. Isolated soil removal actions have also taken place. However, additional soil remediation is still required to meet the Brownfield program requirements.  The GA EPD submittals and correspondence, and Phase I and II reports will be provided in the RFP.
  12. Can you expand on the limitations to demolition of existing buildings (e.g. historical overlays, façade protection, etc)?  Atlanta Housing’s goal is to preserve the Auditorium, all or a portion of the Exhibition Hall, and the connecting Plaza and return them to active, community-supporting uses. There are currently no historic restrictions in place; however, the State Historic Preservation Office (SHPO) has determined that the buildings are eligible for listing on the National Register. A preservation assessment prepared by Atlanta Housing’s historic consultant will be included in the RFP.
  13. Do you have the location plan, sections, structural capacity on the storm detention/sewage system at the South Side of the site?  The vault at the southeast corner of the site is a self-contained tank intended to provide temporary overflow storage for a trunk line sewer that handles drainage from portions of downtown during periods of intense rain. It does not serve the Civic Center facilities or provide storm water control for the site - it is an independent sewer improvement project for the Clear Creek watershed. However, the vault is capable of supporting two levels of parking on its upper surface as designed by the City of Atlanta.  More information on the vault is available at the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  14. Can you share the existing electrical infrastructure on site?  Electrical service to the existing buildings is provided through a Georgia Power transformer vault at the southwestern corner of the Auditorium. All buildings are supplied with power through this vault and associated main switchgear inside the Auditorium basement. The only other site electrical infrastructure consists of a distribution system for outdoor lighting. You can access a full civil survey containing information on existing site electrical infrastructure using the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  15. What are the site setbacks, easements, and ROW’s?  The site is currently zoned as ‘Special Public Interest’ (SPI-1 SA4). Refer to the City of Atlanta zoning code for information on the site setbacks.  Pages 18-19 of the RFQ identifies the vault and trunk line easement that runs through the site in association with the subterranean storm water vault which services the combined sewer catchment area of the surrounding community. Other than what is noted in the RFQ, AH is not aware of any easements, setbacks and ROWs on the property.
  16. Is there an existing site plan with surface parking and the current space counts?  There are approximately 430 surface parking spaces on the site, as well as potentially +/- 80 additional spaces on the Southface license area. You can access a full civil survey containing information on the existing parking layout by using the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  17. Please provide a remediation report on the existing building that sets forth all hazardous materials. Is it the intent of the AHA to remediate all such materials prior to project start?  Atlanta Housing does not have a comprehensive report that sets forth all hazardous materials. Atlanta Housing does however have reports based on limited sampling locations intended for early due diligence purposes, as well as identifying areas for remediation of water or mold damaged building materials. These reports will be provided as part of the RFP.
  18. Can you please provide typical sections through the building including main plaza and lower level space, primary corridors etc?  You can access PDFs of the original construction drawings including sections through the Auditorium, Exhibition Hall and Plaza using the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  19. Can you provide the Fire Protection and Mechanical System reports of the existing buildings?  Atlanta Housing’s architectural and engineering consulting team has performed a thorough investigation of the HVAC and fire protection systems for the existing buildings. While the Exhibition Hall systems are not functional, the Auditorium and Plaza below-grade spaces are generally in good condition for their age. Air handlers are operating and have been providing unconditioned ventilation throughout most of the interior spaces; and the plumbing system is fully functional. Condition reports for these components will be provided as part of the RFP.
  20. Can you share remediation reports for the exhibition space?  See answer to Question #17.
  21. Can you share the exhibition space’s building sections to indicate structure and interior clearances?  The Exhibition Hall features a clear span central hall that is approximately 200’ wide by 350’ long. The roof is supported by structural steel trusses approximately 20’ deep and positioned 25’ on center along the length of the building. There is roughly 30’ of clear space between the floor slab and the underside of the trusses. You can access PDFs of the original construction drawings including sections through the Exhibition Hall using the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  22. Can you provide the plans on primary entries, lobby areas, etc. for the exhibition space?  While the Exhibit Hall was built for conventions and trade shows as part of the original 1967 facility, it was converted into a science museum (SciTrek) in 1988. This included replacing the original entry lobby with offices, and constructing display and presentation spaces and other ancillary rooms at the ground level. You can access PDFs of the original construction drawings and subsequent modifications to the Exhibition Hall using the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  23. Can you share the Fire Protection and Mechanical System reports for the exhibition space?  The Exhibition Hall was subject to vandalism in 2018 and does not currently have an operating mechanical or fire protection system, although a temporary fire alarm system is operational. The RFP will contain more detailed information on the condition of the building.
  24. Can you provide additional details on the storm detention/sewerage system at the South side of the site? Please include location plan, sections, structural capacity – including site survey and storm water report if available.  See answer to Question #13.
  25. Regarding existing electrical infrastructure on site, is there a full site survey or as-built (from Civic Center developer) showing wet utilities (storm/sewer/water mains) and dry utilities (gas and telecom)?  See answer to Question #14.
  26. Can you share title reports for the land that is in the RFQ (ownership and proof of clean title for these, 13AC, or even the whole 18AC?  Atlanta Housing warrants that it has ownership and clean title to the property as described in the RFQL.
  27. Who owns the land (5AC) where the overflow cistern sits? And who owns/operates/manages/maintains the cistern? Multiple parties? Please share any agreements in-place for public agencies (and private companies) involved with this infrastructure on-site.  Atlanta Housing owns the land containing the overflow vault. The vault itself was constructed and is maintained by the City of Atlanta Department of Watershed Management. Atlanta Housing will provide documentation on any agreements currently in effect in the RFP; however Atlanta Housing is not aware of any agreements that would unduly restrict construction over the vault aside for structural limitations.
  28. Can you provide more information on the expectations or requirements for the existing buildings by SHPO (or any other historic preservation requirements with this site for future buildings and/or the buildings currently existing on-site)?  The SHPO has determined that the Civic Center is a “good and representative example” of the architectural style of New Formalism, designed by a master architect and eligible for listing on the National Register. The SHPO has provided comments on general maintenance actions for the buildings and grounds, but has otherwise not rendered any opinions or decisions since a reuse plan for the property is still under development. Atlanta Housing intends to engage the SHPO as a partner in the planning process once the RFP is released.
  29. Can you provide additional information on the by-right zoning for this site (approved densities, parking requirements, etc)?  See page 12 of the RFQ. The site is currently zoned as ‘Special Public Interest’ (SPI-1 SA4), similar to the majority of Downtown and Midtown. SPI-1A4 allows for a mix of commercial and residential uses at a combined maximum FAR of 11 with no limit to the permitted height of new development. Residential development must be accompanied by a usable open space requirement (UOSR) of 15% of the residential floor area, or 80% of the lot area, which may include residential balconies and green roofs. The site is not located within a Parking Limitation District, meaning that maximum parking allowed is slightly higher (3.0 parking spaces per 1,000 sq. ft. versus 2.5 for most commercial uses). There are no minimum parking requirements on the site for any use category, except for eating and drinking establishments.
  30. Please provide clarification on the approval process and agencies/parties involved for zoning and design of the development, for both horizontal and vertical components of this development project.  The approval process will involve Atlanta Housing and the City of Atlanta at a minimum, using policies, procedures and timelines set out by the City and the Department of Housing and Urban Development, among others. This includes gaining approval from Neighborhood Planning Unit M (NPU-M) for any zoning adjustment or change that requires approval by the Zoning Review Board. In addition, any proposed action taken on AH land including property transactions or expenditure of federal funds requires a HUD environmental review to determine whether the project meets federal, state and local environmental standards.  More information on City of Atlanta processes can be found here: https://www.atlantaga.gov/government/departments/city-planning/zoning-development- and-permitting-services.  An overview of the HUD environmental process can be found here: https://www.hudexchange.info/programs/environmental-review/
  31. Is RFQ submittal public record?  Yes. Please see the answer to Question #7.
  32. Can you explain the role of the 4th Ward Advisory Board?  Working with the Fourth Ward West Neighbors, Atlanta Housing is coordinating the formation of an Advisory Committee comprised of neighborhood residents, surrounding property owners and area institutions to represent the goals and priorities of stakeholders most affected by the development. Atlanta Housing expects that the successful bidder will meaningfully engage the Advisory Committee on a regular and ongoing basis. The Advisory Committee does not in any way substitute for the formal process of gaining public comment through the NPU system. However, the Advisory Committee will act as a bridge to the neighborhoods so that communication and transparency are enhanced.
  33. Is the Civic Center property included in the RFP?  The RFQ identifies 13.12 acres available for new mixed-use development, which is the subject of this RFQ/RFP. Please see Page 18 of the RFQ. Nevertheless, respondents are invited (but not required) to submit expressions of interest in the cultural facilities, and shortlisted groups may include a vision for the cultural facilities in their proposals. Atlanta Housing will separately procure a development entity / operator(s) for these facilities. Shortlisted respondents will have the opportunity to incorporate this role into their response to the RFP; however, this will not be a requirement for responses.
  34. What are the dimensions of the underground vault?  The vault is just under 425’ long and approximately 20’ deep, with a footprint that is straight along the east and stepped along the west. The north side of the vault is approximately 75’ wide, while the south wall is approximately 147’ wide. More information on the vault is available at the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  35. Is there terrazzo under the carpet in the facility?  The original construction drawings indicate that terrazzo is only present where it is visible (.i.e. not under the carpet). You can access PDFs of these drawings at the following link: https://atlantahousing.sharefile.com/d-sf5b9278d3001425b8aa8c2a61d5139a0
  36. Is there an expansion joint that splits the exhibition space?  See response to Question #3 above.

It is the responsibility of the Respondent to read and acknowledge receipt of the addendum and utilize the information herein where appropriate.

ISSUE DATE: Monday, October 04, 2021

DocumentationRFQ 2022*0021 Civic Center Addendum #1

 

RFQ 2022-0021 Civic Center

Description:  Atlanta Housing is releasing a Request for Qualifications (RFQ) to identify experienced developers interested in redeveloping a portion of the Boisfeuillet Jones Atlanta Civic Center site, located at the nexus of Downtown, Midtown, SoNo, and the Old Fourth Ward. AH’s vision is to embrace the site’s diverse history while transforming it into a true civic anchor at the heart of a new livable, equitable and resilient mixed-use, mixed-income community. The purpose of this RFQ is to identify qualified development partners to develop, finance and manage new mixed-use development to complement the cultural facilities that will be retained on the site, including the Performing Arts Center, all or a portion of the Exhibition Hall, and a 1.55-acre Civic Plaza. AH intends to solicit an operator for these cultural facilities through a separate procurement.

Through this RFQ, AH is seeking a development partner to transform 13.12 acres of developable land (up to 6M sq. ft. of as-of-right developable area, 4.3M of which is allowed for residential) into a vibrant mixed-use community that includes affordable and market rate housing, office, retail, hospitality and open space that seamlessly integrates with the existing cultural facilities that will remain on site.  With the right development partner, the site has the potential to become a new, world-class civic anchor and mixed-use neighborhood in the heart of Atlanta.

Please Note: Respondents are responsible for reading this Request for Qualifications and all exhibits (“RFQ”), in its entirety, as updates and revisions have been added. By submitting a response to this solicitation, the Respondent acknowledges that it has read the entire document and is responding with full knowledge of all terms, conditions and requirements as set forth.

RELEASE DATE: Tuesday, August 31, 2021

Q & A SESSION:  Wednesday, September 15, 2021 from 11:00 AM to 12:30 P.M. EDT [Register in advance for this meeting:  https://atlantahousing.zoom.us/meeting/register/tZcvd-yvrjIuHdCzN3HPUN1gwQ3okUaD6DO0 ]  After registering, you will receive a confirmation email containing information about joining the meeting.

PROPOSAL DUE DATE AND TIME: Friday, October 15, 2021 by 5:00 P.M., EDT

Deadline for Questions and/or Comments: Monday, September 27, 2021 by 3:00 P.M., EDT

AH reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. If necessary, AH will communicate adjustments to any event in the Schedule of Events in the form of an addendum to this RFP. Addenda to this RFP will only be issued and posted on AH’s website.

In order to maintain a fair and impartial competitive process, AH and any outside consultants assisting AH with this solicitation, shall avoid private communication concerning this procurement with prospective Respondents during the entire procurement process. From the issue date of this RFP until the final award is announced, Respondents are not allowed to communicate about this RFP for any reason with any AH staff and/or outside consultants assisting AH with this solicitation except:

  • through the RFP Point of Contact named below;
  • as otherwise specified in this RFP; and / or
  • as provided by existing work agreement(s) (if any).

Prohibited communication includes all contact, including but not limited to, telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. AH reserves the right to reject the proposal of any Respondent violating this provision.

  1. Questions must be submitted via the Q&A Board on AH’s Business Management Portal. AH will receive requests for additional information and/or clarification relative to this solicitation from Tuesday, August 31, 2021 EDT through, Monday, September 27, 2021.
  2. Responses to these questions will be addressed in writing via the AH’s electronic procurement AH will not respond to requests for information after the date stated above. It is the responsibility of the Respondent to monitor AH’s website for any addenda issued. All Respondents are encouraged to frequently check AH’s website/portal for additional information.

All requests for information or clarification pertaining to this solicitation must be addressed in writing.

RFP Point of Contact:
Sopheria Lambert Purchasing Analyst

The Housing Authority of the City of Atlanta, Georgia

Contracts & Procurement Department

230 John Wesley Dobbs Avenue, NE 5th Floor Atlanta, Georgia 30303-2421

Sopheria.lambert@atlantahousing.org

Documentation:  2022-0021 AHA-Civic Center

 

RFP 2022-0018 Banking & Related Services Addendum #1

Description:  This Addendum, including all articles and corrections listed below, shall become a part of the original Request for Proposal (“RFP”) package and shall be taken into account in preparing your response.  The above-numbered solicitation is amended as set forth below. Vendors must acknowledge receipt of this addendum via e-mail. Failure to acknowledge  receipt  in  the  response  may subject your firm to disqualification.  In order to ensure that all firms are given an equal opportunity to submit a competitive response, the following are responses to questions and/or requests for clarification concerning RFP #2022-0018: Banking and Related Services.

QUESTIONS/REQUESTS

  1. Do you currently have an E-Payables (virtual card) program today? If so, what is the annual dollar amount spent? Please provide a .csv or Excel file containing the last 12 months of vendor activity including: vendor name, vendor address, total dollar amount spent, and total number of transactions.  We use prepaid debit cards to fund our eligible participants with Utility Reimbursement. CY 2020 total funding was $3,993,734 dollars on 30,862 transactions.
  2. Can you please provide us with a copy of your current bank’s Account Analysis statement? Otherwise, please provide average monthly volumes per each bank service utilized today.  See Attachment A.
  3. What type of Operations Center do you require a bank to have in the state of GA?  Corporate Banking, Branch Operations & Investment & Online Banking.
  4. Do you require a bank to have physical branch locations in state, whether owned or through a correspondent banking relationship?  Yes. At times and as needed, we utilize branch banking.
  5. Do you utilize a single ERP system across the organization or multiple ERPs? And if  you could provide the list of ERPs you are utilizing?  Multiple ERP systems. Yardi, Workday, Jaggaer, and Money Network are some systems used.
  6. With reference to Prepaid Cards would you provide additional details on what type of payments you consider are / will be made with these cards?  Incentive and possibly resident utility funding in the future years.
  7. Besides remote deposit, are checks deposited through any other channels, such as branches?  Yes, branch banking.
  8. For the remotely deposited items, do you require any data capture from associated documents?  Yes, we use bank issued scanning equipment to deposit checks and a separate scanner to record the images of supporting documents.
  9. How many controlled disbursement accounts are required?  Currently, we manage 23 depository accounts. See “OVERVIEW OF REQUIRED SERVICES” section.
  10. How are you currently sending check details for AH check services today?  Safe transmission through positive pay.
  11. How many checks would you need printed each month?  Averaging 143 See “OVERVIEW OF REQUIRED SERVICES” section.
  12. How would you prefer to have reconciliation reports delivered?  Electronically via email and or downloadable with importing Excel output option.
  13. If you would like check print outsourcing, would you require full reconciliation? Regardless of if we chose to elect in check printing, we would like to have automated processes for full reconciliation to include cleared checks, deposits and adjustments and voids.
  14. Will you be able to provide samples of the desired check formats?  If we chose to outsource the check printing, we could provide the formatting currently used.
  15. Would you require Positive Payee Name verification?  We require payee validation, which includes the payee name as well as the amount and check date.
  16. Would you have a requirement to retrieve presented check images via an API?  Business requires the demand to retrieve cleared checks/images electronically. We prefer utilizing an API or Web services to retrieve our data.
  17. Is there a specific file format that you would need to utilize to send in Positive Pay or Check Print files?  Text, UTF-8.
  18. Do you collect alias information from your payees, such as email address or a mobile phone number? Is this collection process automated and conducted during the on- boarding process?  Yes, we collect data from payees and it’s collected through onboarding.
  19. Will you want daily or monthly output files (data transmissions) for Reconcilement?  We want the ability to set the schedule ourselves, if that’s not possible then daily or weekly. We prefer utilizing an API or Web services to retrieve our data.
  20. How many stop payments per month? Will you deliver stops to bank online or via file transmission?  Four (4) stop payments issued on average per month based on CY2021 Jan-June. Stop payments are currently issued through online banking and  voids are  issued by file transmission.
  21. Will you print and mail your own checks or are you looking to outsource that function (Complete Check print & Mail services)?  Currently we print internally but in the future, we may engage outsourcing.
  22. How many different check layouts will you require? One (1) check
  23. How many different logos? One (1) logo for AH accounts.
  24. Are all of your checks mailed within the US? If no, what is volume of international mail?  All U.S. mailing.
  25. Do you require any enclosures? Please describe.  We enclose invoice remittances on utility payments and enclosures to other vendors.
  26. How many check scanners will be needed? How many locations will  you be scanning at? For check deposits, we utilize two (2) check scanners at the AH building and at an offsite Additional equipment will be utilized at our property management offices.
  27. Please describe your use of ACH payments / purposes.  We utilize ACH payments for vendors, landlords and resident transfers.
  28. Do you originate IAT ACH transactions? No international exchanges.
  29. What is the frequency of ACH file submissions to the bank? Typically 8+ times a month.
  30. What is the estimate of daily dollar total to be originated (separated by Credit & Debit)? We generate ACH payments weekly and the latest monthly total for ACHs is at 16 Million.
  31. What is the highest daily total of ACH transactions?  Latest monthly total for ACHs is at 16 Million.
  32. How many ACHs are sent monthly (separated by Credit & Debit)?  Latest volume for ACHs is 4947 and they were all credits to payees.
  33. Will you plan to send “balanced” ACH files? Our ACH files are unbalanced.
  34. Please advise as to the need for a Correspondent Bank in Atlanta - would a Vault be sufficient or does AHA have to have an actual Correspondent Bank - with Branches.  We utilize branch banks as needed.
  35. Can you provide 3 months analysis statements for the Authority’s accounts?  See Attachment A-We will not release analysis statements.
  36. Can you please provide an account schematic for the Authority’s accounts showing the type of account, services per account and flow of funds?  See Attachment B-Provided flow chart of account structure.
  37. Can you provide copies of your merchant card statements for credit cards?  See Attachment C-We will not release corporate card statements but the volume is shown in Attachment C.
  38. Page 5, Can the Authority provide a vendor file for E-Payables?  No, we are unable to supply a vendor file for payables due to identity protection.
  39. Page 7, Investment Accounts – What type of investment accounts does the Authority use today? We currently use standard brokerage accounts.
  40. Page 8, ERP System interface – Which ERP System do you use today?  Multiple ERP systems. Yardi, Workday, Jaggaer, and Money Network are some systems used.
  41. Page 9, Purchasing Cards – What is the spend level on the Authority’s card program today? How many cards? Do you use receipt imaging?  During the first six months of CY21, spend level was left than  $50K monthly,  but the amount can fluctuate more or less. Currently, four (4) corporate cards remain open and receipt images are utilized in the banking platform.
  42. Page 10, Prepaid Cards – Does the Authority currently use Prepaid cards and if  so, what  is the number of cards and average dollar amounts loaded?  Yes, we use prepaid debit cards. The average number of cards funded per month  in CY 2020 was 2,572 with an average per card of $129.41.
  43. Page 10, Investments – Can you the Authority provide copies of current investment statements?  We will not release investment statements. Investments par total is $111,700,000 of which $106,700,000 is non-current and $5,000,000 is current.
  44. Page 10, Investments – Please share current value of the Deferred Compensation and Defined Contribution Plans.  Deferred Compensation is $12.3M and Defined Contribution Plans is $19.3M.
  45. Page 10, Investments - What is the current Market Value of Non-Current Investments?  The current market value of non-current investments is $107,294,204.
  46. Page 24, Within the RFP there is a 35% MBE/WBE goal Can you help us understand how your existing provider meets this goal?  Will the Authority accept a waiver in place of this goal requirement?  At the time the RFP for Banking and Related Services was issued in 2010, the 35% MBE/WBE goal was not a requirement. The current provider was not required  to meet this goal. While AH prefers direct participation of MBE/WBE firms within a vendor’s proposal response, indirect participation is also acceptable through subcontracting opportunities to MBE/WBE firms, training and education of MBE/WBE firms and/or participation  in community sponsorships, etc.  If a waiver is submitted, AH will review and accept or decline that waiver as determined by the evaluation committee.
  47. Please provide current terms & mechanics of the Authority’s Overdraft Renewal terms & current size? What is the expected usage?  We won’t release agreement terms but more specifically we would like to know how your company handles daylight overdraft and overdraft facility.
  48. Please provide additional details around the monthly transaction activity in  the accounts such as: number of deposits, amount of cash deposited (if any), number  of checks deposited, number of accounts with Positive Pay, ; a copy of your existing bank's analysis statement would provide all of the information needed for banks  to accurately submit a fee proposal.  See Attachment C.
  49. Please provide additional details around the monthly transaction activity in  the accounts such as: number of deposits, amount of cash deposited (if any), number  of checks deposited, number of accounts with Positive Pay, ; a copy of your existing bank's analysis statement would provide all of the information needed for banks  to accurately submit a fee proposal.  See Attachment A.

Addenda to this RFP will only be issued and posted on AH’s website at https://www.atlantahousing.org/doing-business-with-ah/ Addenda will not be mailed to potential Respondents. It is the responsibility of the Respondent to monitor AH’s website for any addenda issued. Each Respondent must acknowledge all addenda issued by completing and signing a Addenda Acknowledge Form. The Form must be included in the Firm’s response to the RFP.

ISSUE DATE: Wednesday, September 15, 2021

DocumentationAddendum #1_2022-0018 Banking and Related Services

 

RFP 2022-0018 Banking & Related Services

Description:  It is the intention of The Housing Authority of the City of Atlanta, Georgia (“AH”) to enter into a contract with one (1) Federal Deposit Insurance Corporation (“FDIC”) insured bank to provide, at a minimum, banking, depository and treasury management services to include demand deposit checking accounts, investment sweep for checking/deposit accounts, electronic funds transfers (ACH, Wires) and payroll direct deposit services, overdraft protection, banking supplies, positive pay and other security services, as well as disaster recovery services.  Please Note: Respondents are responsible for reading this Request for Proposals and all exhibits (“RFP”), in its entirety, as updates and revisions have been added. By submitting a response to this solicitation, the Respondent acknowledges that it has read the entire document and is responding with full knowledge of all terms, conditions and requirements as set forth.

RELEASE DATE: Wednesday, August 25, 2021

PROPOSAL DUE DATE AND TIME: Monday, September 27, 2021 by 12:00 P.M., EST

Deadline for Questions and/or Comments: Tuesday, August 31, 2021 by 12:00 P.M., EST

AH reserves the right, at its sole discretion, to adjust this Schedule of Events as it deems necessary. If necessary, AH will communicate adjustments to any event in the Schedule of Events in the form of an addendum to this RFP. Addenda to this RFP will only be issued and posted on AH’s website.

In order to maintain a fair and impartial competitive process, AH and any outside consultants assisting AH with this solicitation, shall avoid private communication concerning this procurement with prospective Respondents during the entire procurement process. From the issue date of this RFP until the final award is announced, Respondents are not allowed to communicate about this RFP for any reason with any AH staff and/or outside consultants assisting AH with this solicitation except:

  • through the RFP Point of Contact named below;
  • as otherwise specified in this RFP; and / or
  • as provided by existing work agreement(s) (if any).

Prohibited communication includes all contact, including but not limited to, telephonic communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or otherwise. AH reserves the right to reject the proposal of any Respondent violating this provision.

  1. Questions must be submitted via the Q&A Board on AH’s Business Management Portal. AH will receive requests for additional information and/or clarification relative to this solicitation from Wednesday, August 25, 2021 EST through, Tuesday, August 31, 2021.
  2. Responses to these questions will be addressed in writing via the AH’s electronic procurement AH will not respond to requests for information after the date stated above. It is the responsibility of the Respondent to monitor AH’s website for any addenda issued. All Respondents are encouraged to frequently check AH’s website/portal for additional information.

All requests for information or clarification pertaining to this solicitation must be addressed in writing.

RFP Point of Contact
Sopheria Lambert Purchasing Analyst

The Housing Authority of the City of Atlanta, Georgia

Contracts & Procurement Department

230 John Wesley Dobbs Avenue, NE 5th Floor Atlanta, Georgia 30303-2421

Sopheria.Lambert@atlantahousing.org

Documentation:  RFP 2022-0018 Banking and Related Services

 

RFP 2022-0007 Media Relations and Communication Services

Description:  Atlanta Housing seeks to enter into an agreement with one (1) or more qualified public relations/communications firms which can to provide comprehensive and strategic public and media relations services to (i) assist in continuous efforts to build, enhance and protect the agency’s reputation by fostering authentic and mutually beneficial relationships between AH and the its stakeholders, and (ii) serve as a liaison with news media and others to help build relationships, clarify positons, and raise awareness of AH’s brand and services. The selected firm(s) scope of work shall include but not be limited to the following tasks:

  • Monitor and manage all media inquiries
  • Compilation and maintenance of PR materials and clippings
  • Coordinate media strategies
  • Write press releases, articles, advertorials and op-ed pieces
  • Manage Media Relationships
  • Organize media and familiarization tours
  • Media Monitoring, Analysis and Reporting
  • Arrange interviews with speakers and other VIPs
  • Manage Intergovernmental Relations (local, state and federal)
  • Devise External Communication Strategies
  • Develop and execute crisis communications strategy
  • Speech Writing
  • Strategic Consultation to agency executives

RELEASE DATE: August 16, 2021

PROPOSAL DUE DATE AND TIME: Wednesday, September 15, 2021 by 5:00 P.M., EST

Deadline for Questions and/or Comments: Friday, August 27, 2021 by 2:00 P.M., EST

CONTACT WITH ATLANTA HOUSING: The Purchasing Analyst identified below is the sole point of contact regarding this solicitation. From the date of issuance until selection of the successful Respondent. AH contact information:

  • Marie Spence, Purchasing Analyst, Atlanta Housing, 230 John Wesley Dobbs Avenue, Atlanta, Georgia 30303, Email: spence@atlantahousing.org

PRE-PROPOSAL/EVENT CONFERENCE: Tuesday, August 24, 2021 at 10:00 AM. This meeting is not mandatory, however, Atlanta Housing strongly recommends attendance.  This meeting will be conducted via Zoom – meeting information below:

Join Zoom Meeting

Suppliers are required to register in advance for this meeting:

https://atlantahousing.zoom.us/meeting/register/tZIvdu6hqTspH9MD8qYBoL9sFkGRn80pkYba

After registering,  suppliers will receive a confirmation email containing information about joining the meeting.

Documentation: RFP 2022-0007 Media Relations and Communication Services

 

Notice of Funding Availability (NOFA)

Description: We are the Housing Authority of the City of Atlanta, Georgia (Atlanta Housing or AH). We are looking for landlords to help us add affordable housing to the area within the University Choice Neighborhood (UCN) boundaries. UCN includes the former University Homes, Ashview Heights, the Atlanta University Center and Vine City.  Atlanta Housing is willing to consider offering interested private landlords rental subsidies through its HomeFlex program which provides housing assistance to families. Landlords participating in HomeFlex have a contractually guaranteed source of reliable income and Atlanta Housing assistance regarding routine landlord/tenant issues. HomeFlex requirements are set forth in a HomeFlex Agreement between Atlanta Housing and landlords. Atlanta Housing’s Real Estate Group provides a rent subsidy, financial management, oversight and monitoring activities with respect to HomeFlex units in each HomeFlex rental community.  Atlanta Housing anticipates receiving applications from landlords of individual properties suitable to house families of 3 – 5 persons with a minimum of 8 units ready to lease. AH will also consider Landlords who can bundle several units in proposed clusters within the UCN boundaries.  Landlords who can provide residential units through existing housing or repurposing of other existing buildings located in the UCN Boundaries, and are qualified and interested in receiving HomeFlex for their rental units, may submit an application at any time. If an application is approved and provided funding through HomeFlex, then AH will execute a Commitment Letter for an initial term of anywhere from five (5) to Twenty (20) years with options for possible extensions. If Atlanta Housing provides capital assistance for rehabilitation work at the property, Atlanta Housing will require a restrictive covenant on the property for a term of 30-40 years. AH also anticipates notifying Landlords within 30 days of AH’s receipt if application if is not awarded HomeFlex with specific rationale for why award was not made. AH reserves the right to cancel or discontinue its application process for HomeFlex for existing housing units within the UCN Boundary at any time throughout the duration of this NOFA if determined to be in the best interest of AH to do so.

Documentation:  Notice of Funding Availability (NOFA)

 

Documentation:  Ethics Excerpted from AMS Admin Manual

How To Submit a Proposal with Atlanta Housing

In order to submit a proposal, you must first register as a vendor or supplier at Atlanta Housing Business Management Portal – Supplier Registration. Once registered, go to Atlanta Housing Business Management Portal for submission details. Submit proposal through Atlanta Business Management Portal.

How to Submit an Invoice to Atlanta Housing

In order to successfully submit an invoice, it must include the following information:

  • invoice number,
  • service description,
  • vendor number,
  • date of service,
  • contract number and;
  • any other information required by contract.

Email all invoices to AMShelpdesk@atlantahousing.org.

AH-Owned Residential Communities

The Atlanta Housing has hired property management/development companies to manage the AH-Owned Residential Communities. Included in their responsibilities is managing the procurement and oversight of maintenance and capital improvement contractors who provide these services for the communities. To get more information on becoming a vendor for these types of services, please contact each management company.

Columbia Residential Communities

Scott Wilson
Portfolio Service Manager
404-874-5000

1718 Peachtree Street NW
Suite 684, South Tower
Atlanta, GA 30309

CommunityAddress
Cosby Spear Highrise355 North Ave. NE Atlanta, GA 30308-2521
East Lake Highrise380 East Lake Blvd. SE Atlanta, GA 30317-3154
Hightower Manor Highrise2610 ML King Dr. SW Atlanta, GA 30311-1642

The Integral Group Communities

Channing Henderson
Director of Asset Preservation & Enhancement
404-223-0588

191 Peachtree Street NE
Suite 4100
Atlanta, GA 30303

CommunityAddress
Cheshire Bridge Road Highrise2170 Cheshire Bridge Rd. NE Atlanta, GA 30324-5705
Georgia Avenue Highrise174 Georgia Ave. SE, Atlanta, GA 30312-3030
Marian Road Highrise760 Sidney Marcus Blvd., NE Atlanta, GA 30324-3156
Martin Street Plaza600 Martin St. SE Atlanta, GA 30312-2921
Westminster1422 Piedmont Ave.NE Atlanta, GA 30309-2776

The Michael's Organization Communities

Gary Eckrote, Director of Facilities
856-596-0500

Joe Winkler, Facilities Manager
404-942-6035

191 Peachtree Street NE
Suite 4100
Atlanta, GA 30303

CommunityAddress
Barge Road Highrise2440 Barge Rd. SW Atlanta, GA 30331-5251
Marietta Road Highrise2295 Marietta Rd.NW Atlanta, GA 30318-1900
Peachtree Road Highrise2240 Peachtree Rd. NW Atlanta, GA 30309-1124