Partners in Preservation - HPD

Housing Preservation & Development


Partners in Preservation


Partners in Preservation

Program Overview

HPD first launched Partners in Preservation as a pilot program in three communities in Northern Manhattan and the Bronx in 2019. The pilot program brought together various city agencies, legal services providers, and tenant organizing groups in a collective effort to proactively address tenant harassment in rent-regulated buildings.

Recognizing the critical role that tenant organizing plays in affordable housing preservation and displacement prevention, HPD's Tenant Engagement and Special Projects team is expanding Partners in Preservation into additional communities across the city later this year with the upcoming release of the Request for Proposals (RFP). In anticipation of a fall launch, HPD released the Partners in Preservation RFP on March 15, 2023 seeking community-based organizations to partner with HPD and other city agencies to implement the program. More information on the RFP and upcoming Pre-Proposal Conference can be found below and via PASSPort.

Program Goals

With support from a well-coordinated network of government agencies, community-based organizations (CBOs), and legal services providers, HPD has set the following goals for the expanded program:

Organized tenants are empowered to act collectively

Informed tenants know their rights

Improved living conditions and displacement prevention in organized buildings

Increased tenant organizing capacity and institutional support for partner organizations

More effective integration and coordination with City resources and responses

Request for Proposals

HPD released the Partners in Preservation RFP on PASSPort, the City’s procurement platform. For the program expansion, HPD is seeking proposals from community-based organizations with a rich history of organizing and tenant engagement in priority areas of the five boroughs where community need for additional tenant support is greatest and the program itself would have the most impact. Through the RFP, HPD anticipates selecting up to four contracts consisting of a Prime Contractor, who will manage the contract and oversee the implementation of the program across the Contract Area while organizing tenants in their community, and HPD-approved Sub-Contractors, who will also collaborate to organize and stabilize tenants in their respective communities.

In the proposals, RFP respondent teams should demonstrate extensive knowledge of the unique needs of rent-regulated tenants in the neighborhoods they intend to serve, an active history of tenant organizing on behalf of low-income New Yorkers, and the capacity to help HPD expand and institutionalize Partners in Preservation as a critical tool in preventing displacement and furthering housing preservation. HPD will work with each of the selected teams to customize the program to meet the diverse and unique needs of tenants across the city.

HPD hosted a Pre-Proposal Conference on Wednesday, April 5, 2023 from 1:00pm – 3:00pm via Zoom. View the Pre-Proposal Conference slides.

Proposals must be submitted via PASSPort by May 3, 2023 at 4:00pm for consideration.

Questions or comments? Please email PIP@hpd.nyc.gov.

Pilot Program Success Stories

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Learn more about the Pilot Program

By the end of the pilot program, tenant organizers had accomplished the following in Northern Manhattan and the Bronx:

Canvassed 272 buildings, reaching over 3,000 units

Organized 72 new tenant associations

Held 117 tenant leadership workshops

Developed 356 new tenant leaders and floor captains

Beyond the numbers, tenant organizers that participated in the program collected a number of success stories highlighting the direct support this program brought to individual tenants facing harassment and displacement:

Inwood-Washington Heights-Marble Hill

During the COVID-19 pandemic, organizers at Northern Manhattan Improvement Corporation (NMIC) coordinated a rent strike at a building on 162nd Street in protest over a months-long cooking gas outage. After two months of striking, the landlord finally fixed the gas line issues and restored cooking gas to tenants.

Southwest Bronx

Organizers from Community Action for Safe Apartments (CASA) and Northwest Bronx Community and Clergy Coalition (NWBCC) organized tenants at a building on 181st Street and established a clear leadership structure to put additional pressure on management for neglecting building repairs for years. Tenants won the installation of a new elevator, upgraded electrical system, painted common areas, and updated garbage disposal system, improving upon their quality of life.

East Harlem

Early during the COVID-19 pandemic, a handful of buildings on 116th Street owned by a notorious landlord found themselves without cooking gas at a critical point during the pandemic shut-down. With restaurants shut down and no capability to cook for themselves, organizers at Tenants & Neighbors (T&N) and Community Voices Heard (CVH) coordinated with HPD, the Department of Buildings (DOB), and ConEd to fastrack the restoration of cooking gas.

Partners in Preservation Expansion: FAQ

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Program Details

How long will this contract last?

The contract period is 3 years, with the possibility of renewal at the end of Year Three, depending on City funding and priorities, as well as contract performance.

What does HPD consider as success for the expanded program?

The goals of the expanded program are to organize tenants so that they know their rights and are empowered to act on them, to improve tenants’ living conditions, and to coordinate effectively with all program partners, including HPD, other city agencies, legal services providers, and other CBOs participating in the program. Success for a contracting team will include: (1) creating strong tenant associations and/or coalitions that hold their landlords accountable and advocate for their tenants; (2) educating the broader community in their specific areas on tenants’ rights through workshops and trainings; and (3) helping to improve HPD’s understanding of challenges facing tenants and how the City can best support organizing efforts going forward.

Selection of Contracts and Contractors

What is HPD expecting for the make-up of the Contracting Teams?

HPD expects each Contract Area will be covered by one Prime Contractor who will manage the contract on behalf of one or more Sub-Contractor(s) to expand the reach of tenant organizing into high-need areas of the city. HPD hopes each contract will cover many of the Community Districts designated in each of the Contract Areas, as outlined in the RFP. When determining the number of Sub-Contractors in the Contracting Team and the Community Districts to be covered, please consider the HPD-determined budget ranges, potential hiring needs across the Contracting Team, and, most importantly, tenant needs.

Given the large area represented in the Bronx, can there be multiple grants awarded to organizations working with partners?

If multiple proposers are eligible for a contract within any contract service area, HPD reserves the right to determine, based on the best interest of the City, how many and for which competition(s) the proposer will be awarded a contract. HPD will select the highest quality proposals that best meet the needs of rent-regulated tenants targeted through this program and best fulfill the City’s vision for this program in each of the Contract Areas. While we are planning for four contracts for this program, HPD may consider awarding an additional contract if there is a strong case for dividing one of the areas.

Can a citywide organization apply as the Prime Contractor and have Sub-Contractors across boroughs?

Partners in Preservation is structured such that the Prime Contractor oversees the implementation of the program by its own organizing staff and Sub-Contractor organizing staff within their designated Contract Area. Citywide organizations are welcome to apply as Prime Contractors in any of the four Contract Areas and work with Sub-Contractors whose organizing work extends beyond borough boundaries. However, please keep in mind that an organization can only be a Prime Contractor for one of the Contract Areas. The same organization may apply as a Sub-Contractor for all four of the Contract Areas, if desired. If a citywide organization is interested in working with Sub-Contractors that work across boroughs, HPD recommends the organization apply as the Prime Contractor for one of the cross-borough Contract Areas: (1) Central Brooklyn and Northern Staten Island, or (2) North Queens, North Brooklyn, Lower East Side, and SoHo-NoHo.

In the event of multiple high score proposals for the same area will HPD combine Sub-Contractors?

No, separate proposals cannot be combined after the fact. Organizations are encouraged to join multiple applications if they want to increase the possibility of being accepted with different partners. Please see question 3 for more information about the possibility (but not guarantee) of awarding more than one contract in a Contract Area.

Can a Sub-Contractor be a part of more than one proposal in a single borough?

Yes, subcontractors can be a part of as many proposals as they would like to be considered for, in the same or different Contract Areas. They can also be accepted as part of multiple awarded contracts.

How does HPD plan to help us connect to other groups who we may be able to partner with?

Respondents may request that HPD connect them with potential partners in their Contract Area of interest by emailing PIP@hpd.nyc.gov. We have also collected interest through this Microsoft form, though we are no longer monitoring it. We will follow up with interested organizations via email.

Applications and Eligibility

Who is eligible for Partners in Preservation?

HPD expects this work to be conducted by community-based organizations that are non-profits with 501(c)(3) status, have experience conducting tenant organizing in rent-regulated buildings, and meet HPD’s expectations for contract and stakeholder management. We also welcome proposals from a Prime Contractor that consists of a coalition of community-based organizations, as well as those that span multiple boroughs or operate citywide.

Will letters of support from elected officials be taken into consideration?

HPD welcomes the submission of letters of support from elected officials, however, we only request letters of support from the community-based organizations that comprise the Sub-Contracting Team.

Is the inclusion of emergent organizations as subcontractors weighted more in the application scoring?

On PASSPort, one of the proposal evaluation questions asks specifically about the inclusion of emergent organizations, defined as organizations with at least three years of organizing experience and limited contracting experience, as part of the Sub-Contracting Team. This question is worth up to 5% of the total score. Thus, HPD will take into account the inclusion of emergent organizations as part of the proposal scoring.

Is the application to be completed as ONE comprehensive proposal by the Prime Contractor with Sub-Contractor documents included OR will Sub-Contractors be expected to submit documents in Passport as well?

The Prime Contractor is expected to lead the compilation of the proposal on PASSPort, which may require Sub-Contractors to submit documents to the Prime Contractor, including letters of support for the Prime Contractor.

Funding and Payments

Will the contract structure allow for Sub-Contractors to report directly to HPD for invoicing or will all reporting/invoicing/payment be administered through the Prime Contractor?

This program is structured such that the Prime Contractor will manage all reporting, invoicing, and payment on behalf the Sub-Contracting Team. HPD’s contractual relationship will be with the Prime Contractor. The Prime Contractor is expected to establish contractual relationships with its Sub-Contractors.

What is the payment structure for the program? Will funds be advanced or is this a reimbursement or performance-based contract?

Partners in Preservation is a line-item budget-based reimbursement contract. Prime Contractors will be required to submit invoices to HPD on a monthly-basis and will be reimbursed for program activities conducted during the previous month. In addition to the submission of an invoice, HPD expects Prime Contractors to submit regular data reports, the required contents of which will be determined during the contract negotiations, and a preliminary budget for the upcoming month or quarter. However, the Agency will consider proposals to structure payments in a different manner and reserves the right to select any payment structure that is in the City’s best interest.

What do you expect the contract registration and payment schedule for this contract to be? How long do you expect it will take to register the contract and for organizations to receive payment after submitting vouchers/invoices?

Typically, contract registration takes upwards of 30 days following reviews from the Mayor’s Office of Contract Services, HPD legal, and the New York City Law Department. We are anticipating a Fall 2023 / FY 2024 start-date, a date which is subject to change. HPD anticipates a monthly payment schedule in which the Contracting Teams will submit invoices to be reimbursed for program-related activities conducted during the previous quarter. Reimbursement typically takes place 30 days after the submission of an invoice.

Does the funding allow for internal staffing to manage and support the contract, for example, a staff person who can collect data, train staff etc.?

HPD anticipates that the Prime Contractor will hire one or more program managers to support the implementation of this program and coordination across the Contracting Team and took this scenario into account in the funding breakdown across the four Contract Areas.

Given the size of the contracts, how will HPD help ensure contracts get registered in a timely fashion?

The dollar amount of the contracts should not affect timing. HPD seeks to move quickly through the various procurement phases in order to get funding to organizations to start organizing tenants as soon as possible. Having all application documents in order will help speed up this process.

In a situation where the contract registration is delayed or significantly delayed, will there be a front payment, or will organizations be required to cover the full amount of expenses until registration?

A vendor cannot work without a signed contract. If a vendor is working at risk without a registered contract, the vendor can inquire with HPD about obtaining a Returnable Grant Fund loan. Upon contract registration, the vendor has the right to ask for a 3 month advance in order to cover any past or upcoming period of working at risk. Prime Contractors can request an advance for 25% of the fiscal year once the Contract is registered. HPD will consider these requests on a case-by-case basis.

Program Implementation

Are there outreach methods that must be used during program implementation or are the organizations free to implement their own methods?

HPD encourages participating organizations to implement their own outreach methods. Through HPD's work during the Partners in Preservation pilot and our office’s ongoing partnership with the Mayor’s Public Engagement Unit, we understand common organizing and outreach methods and techniques. That said, the purpose of this program is to encourage innovation and collaboration to best meet the needs of tenants. HPD recognizes that organizing strategies or practices that may be appropriate for a particular area of the city or best serve a particular subset of tenants may not be appropriate in other circumstances. HPD also understands that different building and neighborhood characteristics may require new or creative methods to reach the tenants most in need.

What is the reporting model mentioned in the RFP?

The reporting model mentioned in the RFP refers to the Prime Contractor-determined reporting structure that will facilitate the sharing of information and data between the Prime Contractors and the Sub-Contractors and, in turn, between the Contracting Team and HPD. Reporting metrics include the number of buildings canvassed, number of tenant associations formed, number of Know Your Rights (KYR) trainings conducted, number of violations issued and corrected, and the results of tenant surveys assessing the impact of the program. Please see pages 12-14 in the RFP for the proposed list of metrics. Prime Contractors should describe in detail how they envision collecting information required by HPD through contract obligations. HPD encourages respondents to propose a preliminary reporting structure that will facilitate data collection and determine the best strategy that aligns with current data collection and reporting approaches. The HPD team and the Prime Contractor will discuss and clarify the required reporting metrics before contract approval and agree on a reporting structure that best meets the needs of the Contracting Team.

Do we have to quantify and project a number for all categories of deliverables for all the program goals?

HPD expects proposers to identify preliminary benchmarks for three key quantifiable deliverables: number of tenant associations formed, number of doors knocked, and the number of workshops (like know-your-rights trainings) held. Other metrics included in the RFP are mentioned for program evaluation and tracking purposes, such as the number of 311 complaints, referrals to legal services providers, etc. HPD expects these metrics will differ significantly across the Contract Areas and does not anticipate applicants will provide preliminary benchmarks for these metrics. Final benchmarks will be determined during contract negotiations.

Were the quantities of the deliverables specified?

In some cases, the deliverable type and content has been specified in the RFP, in other cases, expectations will be determined at the contracting phase when the Contracting Teams have been selected. Prime Contractors should propose preliminary benchmarks in their proposals for the most important metrics (number of doors knocked, number of tenant associations formed, and the number of workshops, like know-your-rights trainings, held). However, deliverable quantities and benchmarks will be right sized according to the selected Contracting Team size and Contract Area coverage during contract negotiations.

Is there a recommended budget structure in terms of the amount that should be allocated to subcontractors, amount that can be used for a prime contractor for administrative overhead to manage the grant, etc.?

HPD defers to the Prime Contractors in terms of how they best envision structuring the budget between their organizational staff and the Sub-Contracting Team. However, HPD will assess the preliminary budgets submitted for each proposal, taking into account in particular how effectively and fairly funding is allocated across the Contracting Team based on the proposed scope and responsibilities. All price and budget proposals should be prepared in accordance with The City of New York’s Health and Human Service Cost Policy and Procedures Manual (“the Cost Manual”). For the purpose of responding to this solicitation, proposers may budget up to an Accepted Indirect Cost Rate or use the 10% de minimis Indirect Cost Rate. For more information, please review the Cost Manual for Health and Human Services Contracts.