Request for Proposals for Informal Hearing Officer Services

The Anaheim Housing Authority (AHA) is soliciting competitive proposals from qualified Consultants to provide informal hearing services for its rental assistance programs, including the U.S. Department of Housing and Urban Development’s (HUD’s) Housing Choice Voucher (HCV) and special-purpose voucher programs. The selected Consultant will conduct impartial informal hearings for program participants who wish to appeal certain Housing Authority determinations. Qualified Consultants may include, but are not limited to, professional firms or individuals who will provide their services and issue decisions in accordance with the HUD federal regulations, applicable state housing laws, and the AHA’s Administrative Plan.

In accordance with federal regulations, AHA must offer a participant family the opportunity to request an informal hearing when an adverse action is taken against the family. An informal hearing is a process in which both the AHA and the participant family are given the opportunity to present relevant information and arguments for consideration. Chapter 16 of the AHA’s Administrative Plan outlines the federal regulations and local policies governing informal hearings.

The initial Professional Services Agreement (PSA) is anticipated to serve a two-year term, with an option to extend it to two additional two-year terms, based on performance and operational needs.

Part 4 of this request contains details on submitting questions and final proposals. Final proposals are due by Friday, May 15, 2026, at 5:00 p.m. PST.

Project Details

• Department: Housing & Community Development
• Department Head: Grace Ruiz-Stepter (Director)

Evaluation Criteria

• Capacity, Experience, and Qualifications (30 pts) —

  Evaluation will consider the Consultant’s experience providing informal hearing officer services under HUD-subsidized programs. Emphasis will be placed on relevant professional qualifications, experience, the organization’s overall capacity, past performance, and experience serving diverse populations, including individuals requiring language support or disability accommodations. Proposals that do not adequately describe these qualifications may be deemed nonresponsive and rejected. Maximum consideration will be given to proposals that demonstrate a record of timely, compliant, and professional service.

• Approach to Performing the Scope of Services (30 pts) —

  Evaluation will consider the Consultant’s approach and the feasibility of delivering the Scope of Services. Emphasis will be placed on demonstrated understanding of service requirements, operational readiness, ability to meet required timelines, and the overall quality of the proposed work plan. Maximum consideration will be given to proposals that demonstrate a thorough understanding of the work, include a sample hearing decision, demonstrate operational efficiency, and propose the most effective work plan for delivering the required services.

• Cost Proposal (30 pts) —

  Evaluation will consider the clarity and reasonableness of the proposed pricing for actual and anticipated services to be provided. Maximum consideration will be given to proposals that present a competitive, transparent, and well-justified cost structure relative to the scope of services.

• Overall Proposal Quality (10 pts) —

  Evaluation will consider the completeness, organization, and professional presentation of the proposal. Maximum consideration will be given to proposals that are clear, thorough, and include all requested elements.

Submission Requirements

• PROPOSAL INFORMATION: (required) —

  PLEASE LIST ALL OF THE FOLLOWING:

  • Name of Consultant
  • Business Address
  • Phone
  • Email
  • Years in Business
  • Total # of Employees
  • Estimated # of Employees Assigned to this Agreement.
• UPLOAD PROPOSAL HERE (required) —

  IMPORTANT: To be considered responsive, proposals include all required components listed in Part 3 of this RFP. Failure to provide any required component may result in the proposal being deemed non-responsive and excluded from evaluation.

• AUTHORIZED REPRESENTATIVE INFORMATION (required) —

  PLEASE LIST ALL OF THE FOLLOWING regarding the person authorized to answer any questions about the proposal, submitting this proposal, negotiate the potential agreement terms, and contractually bind the Consultant: 

  • Full Name
  • Title
  • Phone
  • Email
• CONFIRMATION OF AUTHORIZED REPRESENTATIVE (required) —

  I certify the following:

  • I am a representative who is authorized to bind the Consultant in a Professional Services Agreement; and
  • This entity will provide and make available, at a minimum, all services described in this proposal; and 
  • This proposal is being submitted in accordance with the provisions outlined in the RFP and tenders a firm and fixed offer that is valid for the next 120 days; and
  • All the information provided in this proposal is true and accurate to the best of my knowledge.
• PERSONAL INFORMATION AFFIDAVIT (required) —

  In the course of providing informal hearing services to the Anaheim Housing Authority (AHA), the selected Consultant may receive certain Personal Information of AHA program participants including, without limitation, names and addresses, telephone numbers, email addresses, dates of birth, account numbers, social security numbers, driver’s license or identification card numbers, employment and income information, tax returns, or other personal or financial information (hereinafter collectively referred to as the “Personal Identifying Information”). The maintenance and protection of Personal Identifying Information in strict confidence, and its use, are of vital importance and confined to the AHA. 

   

  By confirming below, you hereby certify that:

   

  • Any Personal Identifying Information disclosed to your firm by the AHA or which your firm acquires because of its services hereunder will be regarded by your firm as confidential, and shall not be copied or disclosed to any third party, unless the AHA has given its prior written consent thereto; and
  • Your firm agrees to take all reasonable measures to (a) ensure the security and confidentiality of the Personal Identifying Information, (b) protect against any anticipated threats or hazards to the security or integrity of the Personal Information, and (c) maintain reasonable security procedures and practices appropriate to your firm’s size, the nature of the Personal Information, and the purpose for which the Personal Identifying Information was collected in order to protect the Personal Identifying Information from unauthorized access, use, modification, destruction or disclosure; and (iii) when discarding the Personal Information, destroying it in a commercially reasonable manner such that no third party can view or recreate the information, electronically or otherwise.
  • You are a representative who is authorized to bind the Consultant in a Professional Services Agreement, and you understand that these provisions will also be incorporated into the final Agreement; and
  • You understand that your firm may be requested to provide a copy of its Personal Identifying Information security plan.
• INSURANCE REQUIREMENTS ACKNOWLEDGMENT (required) —

  Attachment A in this RFP posting under “Attachments” outlines Anaheim’s insurance and indemnification requirements for Professional Services Agreements (PSAs).

  By confirming below, you hereby certify:

  • You have reviewed these insurance requirements in full and confirm the Consultant’s ability to obtain and maintain all required insurance coverage throughout the term of the PSA, if awarded; and
  • You are an authorized representative who is able to bind the Consultant in a PSA, and you understand that these provisions will also be incorporated into the final PSA.
• Pricing (required) —

  In what format would you like vendors to submit their pricing?

• Delivery Time (required) —

  Would you like the vendors to include their anticipated delivery or lead time? Select yes if lead time is applicable to this project.

• Would you like to include a Minimum Qualifications section in this RFP? (required) —

  Select "Yes" if you want to include a section that defines required Minimum Qualifications that respondents must meet to be eligible for consideration. This section is used to ensure that only respondents with appropriate experience, certifications, or other baseline criteria are evaluated.

• List the Minimum Qualifications Applicable to this Project (required) —

  Minimum Qualifications:

  Clearly specify all mandatory qualifications respondents must meet. Use bullet points or numbered lists for clarity. Consider including:

  • Required certifications (e.g. CPA), licenses (e.g. CSLB), or accreditations (e.g., state-issued professional licenses, industry certifications, etc.).
  • Minimum years (standard is five (5) years) of experience in providing the requested service.
  • Minimum number of similar projects successfully completed and/or project sizes or capacities relevant to this procurement within the last five (5) years.
  • Any financial stability requirements (such as financial statements), if applicable.
  • Any specific technical expertise, regulatory knowledge, or personnel qualifications that are essential for successful contract performance.