RFP2000004266

IMPORTANT NOTICE

RFP2000004266: Property Management Services

THIS IS AN ELECTRONIC PROCUREMENT (eBID)

SUBMISSIONS WILL ONLY BE ACCEPTED ELECTRONICALLY VIA THE BONFIRE PORTAL

Fairfax County Government uses a procurement portal powered by Bonfire Interactive for accepting and evaluating proposals.

To register, visit https://fairfaxcounty.bonfirehub.com .

For additional assistance and technical questions related to a submission contact Bonfire at support.bonfire@eunasolutions.com or click on the link “Contact Bonfire Support here” under Need Help.

Registration and proposal submission in Bonfire is Mandatory. Solicitation Responses submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) will not be accepted.

Fairfax County strongly encourages offerors to submit proposals well in advance of the proposal submission deadline. A proposal submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Offerors are responsible for the consequences of any failure to plan ahead in the submission of its Proposal.

Documents may be uploaded at any time during the open period. The official time used for receipt of proposals/modifications is the time stamp within the Bonfire portal. No other clocks, calendars or timepieces are recognized.

If, at the time of the scheduled proposal closing Fairfax County Government is closed due to inclement weather or another unforeseeable event, the proposal closing will still proceed electronically through the Bonfire system Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

It is the Offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

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1. SCOPE OF SERVICES:

1.1. The purpose of this Request for Proposals (RFP) is to solicit sealed proposals to establish a contract or contracts through competitive negotiation for the provision of Property Management Services for two regions, North and South, which includes 88 properties with 3,685 units for the Fairfax County Redevelopment and Housing Authority (FCRHA).

1.2. Offerors have the opportunity to submit proposals for the properties as follows:

a) North Region: 50 properties with 1,586 units

b) South Region: 38 properties with 2,099 units

c) Both North and South Regions – 88 and 3,685 units

Region Properties Map and information are available in Attachments C-E.

2. ADDITIONAL INFORMATION:

2.1. FCRHA owned or leased property may be provided to the Contractor under this contract; therefore the Contractor shall be required to sign a License Agreement with the FCRHA for occupancy during the effective period of this Contract.

2.2. County or FCRHA vehicles or equipment may be provided to the Contractor under this contract; therefore the Contractor shall execute and be bound by a County Owned Vehicle Use Agreement with the County.

The agreement may impose additional insurance requirements to include but not limited to the property insurance on all equipment, to include County owned installed and maintained equipment and vehicles used by the Contractor while in their care, custody and control for use under this contract.

2.3. Federal funds may be expended under the resulting contract; therefore the Contractor shall be bound by the attached Federal Grant Terms and Conditions (Attachment B) without exception.

2.4. The County uses Virginia's online electronic procurement system (eVA), to publicly announce contract awards, which requires Contractor registration. In anticipation of receiving an award, vendors should register by clicking the Register Now link on the eVA website homepage https://eva.virginia.gov/.

2.5. The current contract for these services can be viewed on the Fairfax County Contract Register by entering contract numbers 4400009180 and 4400010502 in the contract number field.

2.6. All communications and requests for information shall be directed to the following procurement official:

Arzoo Amiri, Contract Specialist II Department of Procurement and Material Management Telephone: 703-324-5960 Email: Arzoo.amiri@fairfaxconty.gov

3. OPTIONAL PRE-PROPOSAL CONFERENCE:

3.1. An optional pre-proposal conference shall be held on January 12, 2026 at 11:00 A.M. via Microsoft Teams web conferencing. Participants are required to register prior to the pre-proposal web conference. Use the registration URL https://events.gcc.teams.microsoft.com/event/1115eef2-f5a8-4d4a-8a1a- 1d768ade5623@a26156cb-5d6f-4172-9d7d-934eb0a7b275 to register and receive the password to enter the meeting. Participants shall be asked to wait in the waiting room until the host allows the participants to join the meeting.

3.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask questions and to obtain clarification about any aspect of this Request for Proposal. Offerors may submit any questions pertaining to the RFP, in writing, prior to the pre-proposal conference to arzoo.amiri@fairfaxcounty.gov.

3.3. While attendance at this conference shall not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Any changes resulting from this conference shall be issued in a written addendum to the solicitation.

3.4. To request reasonable ADA accommodations, call the Department of Procurement and Material Management ADA representative at 703-324-3201 or TTY 711. Allow seven working days in advance of the event to make the necessary arrangements.

4. CONTRACT PERIOD AND RENEWAL:

4.1. This contract shall be for five (5) years with three (3) one-year renewal options available or as negotiated.

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4.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated through the County’s Department of Procurement and Material Management (DPMM). The County reserves the right to renew the contract for three (3) additional one-year periods, or any combination thereof, if agreeable to all parties.

4.3. The obligation of the County to pay compensation due the contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for Proposal is subject to appropriations by the Fairfax County Redevelopment and Housing Authority (FCRHA) to satisfy payment of such obligations. The County’s obligations to make payments during subsequent fiscal years are dependent upon the same action. If such an appropriation is not made for any fiscal year, the contract shall terminate effective at the end of the fiscal year for which funds were appropriated and the County shall not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. The County shall provide the contractor with written notice of non-appropriation of funds within thirty (30) calendar days after action is completed by the Board of Supervisors. However, the County’s failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated.

5. BACKGROUND

5.1. The properties and units are grouped according to geographic regions, for the purpose of allowing offerors to propose to manage one or two groups. The properties are listed with their affordable programs as follows:

a. FCRP: – Fairfax County Rental Program Properties – housing to serve lower income households with a minimum rent requirement

b. LIHTC – Low Income Housing Tax Credit Properties – housing, under a limited partnership structure where FCRHA serves as the general partner, with active tax credit obligation and requirements.

c. PBRA – Project Based Rental Assistance Properties – operating subsidy provided for under contract between the FCRHA and the US Department of Housing and Urban Development

d. Magnet Housing - housing for qualified applicants in specific employment positions with Fairfax County Public Schools, the Fairfax County Fire and Rescue and Police Departments, the Fairfax County Sheriff’s Office and Inova Health System.

e. RAD – Rental Assistance Demonstration Properties – project-based voucher program administered by the FCRHA

f. Senior Housing Properties – independent living for households 55 or 62 years of age or older

g. HOME and CDBG – capital subsidy provided to some units at acquisition or rehabilitation that have additional income or inspection requirements

h. Units may be added or removed from the portfolio, based on projected capital needs, unit acquisitions or liquidations.

5.2. Fairfax County Maps and Property Information is listed in Attachment D-F.

6. STATEMENT OF NEEDS:

6.1. Fairfax County seeks property management and maintenance services for 88 properties owned or leased by the Fairfax County Redevelopment and Housing Authority (FCRHA) consisting of apartments, condominiums and townhomes totaling 3,685 units. FCRHA seeks to maintain a 98% occupancy rate, operate financially sound properties with positive cash flows, which are maintained in safe physical condition through an experienced, customer service focused property management and operations provider. Additional performance metrics are included in each of the technical proposal areas below.

6.2. This contract shall be under the direct supervision of the Rental Housing Division of HCD. The Offeror should:

a. Maintain a working relationship with the Rental Housing and Central Services Divisions. The offeror shall work directly with these teams and outside financial auditors to ensure all financial reporting is timely and accurate.

b. Be expected to work with other County Agencies and non-profit organizations involved in preservation, and resident services, that incorporates programs to maximize the benefits and services available to the residents.

c. The offeror representative should meet with HCD representatives at least monthly or bimonthly upon agreement and shall be available at other times for audits and other meetings as requested.

6.3. The FCRHA requests offerors prepare and submit a plan for each of the following areas of property operations:

a) Accounting

b) Procurement

c) Compliance

d) Maintenance

e) Resident Relations

f) Marketing and Wait List Management

g) Resident Selection and Occupancy

h) Staffing and Personnel

i) Transition Plan

Plans should include overall operations of each on-site management office, where applicable, and site operations.

6.4. ACCOUNTING:

a. The non-LIHTC properties within the portfolio operate on June 30 year-end fiscal year and the LIHTC and partnership properties operate on December 31 year-end fiscal year. The FCRHA is a component unit to Fairfax County Government’s financial reporting requirements. As governmental entities, both units must comply with GASB financial reporting requirements including the consolidation of the properties within the scope of this RFP for FCRHA’s financial reporting. As such, the offeror should ensure their accounting and financial reporting can be cross walked to an agreed upon financial reporting templates that can be uploaded in FCRHA’s Yardi system. Further, FCRHA is required to comply with certain financial reporting or methodology to meet these or HUD requirements, as well as other local and state agencies requirements, and the offeror shall accommodate these reporting requirements. While the offeror may not be required to utilize Yardi property management software, they shall be required to meet financial reporting templates that allow electronic data and file uploads between property management software. Such electronic file transmission shall be coordinated and approved upon offer of award.

b. Below is an overview of the financial management practices required. Offerors should prepare a financial and accounting management plan outlining the processes and procedures to meet these requirements. Additional procedural requirements shall be coordinated and documented upon award in a mutually agreed Accounting and Financial Reporting Compliance Manual. This document shall serve as the standards of procedural accounting operations across all properties managed by the Offeror.

c. Rent collections, security deposits, pet deposits (if applicable) late payment of rent and associated penalties, non-payment of rent and court filing eviction process, rent rolls to include breakdown of tenant and subsidy payments.

d. Procedure for delinquency follow-up, collections and court filing eviction procedures, write off procedures every five years per Virginia State Code compliance for governmental entities.

e. Annual report of write-offs at fiscal-year end that have met the five-year statutory compliance to meet FCRHA Commission review and approval, as applicable.

f. Preparation of annual operating and capital needs budgets based on June 30 and December 31 year-end fiscal years, at least 120 days prior to the first day of the corresponding fiscal year.

g. Coordination and preparation of annual audit and tax return requirements, as applicable, for June 30 and December 31 year-end reporting requirements.

h. Audit timelines for interim and final audit activities and PBC lists shall be coordinated in advance with FCRHA and auditors. Timely and accurate submissions of all audit items in conformance with agreed submission timelines and processes.

i. Ensure implementation and conformance with any corrective action plans relative to audit findings.

Monthly financial reporting should include income statement, balance sheets, general ledgers, budget to actual reporting with variance analysis, and reserve management reporting.

6.5. PROCUREMENT:

a. Prior approval is required from HCD on all non-budgeted expenses and budgeted contracts and solicitations over $2,500. FCRHA and HCD require a three-bid process, unless otherwise approved by HCD. The Offeror shall provide a detailed procurement policy to include:

i. Policies and Procedures for solicitations and contract administration with internal company procedures and approval methods.

ii. Emergency repair procedures and guidelines.

iii. Capital improvement procedures including unit/building renovations and engineering and feasibility studies on architectural, mechanical, and civil systems.

iv. Competitive negotiation policies.

v. Insurance requirements for contractors.

6.6. COMPLIANCE: Properties within the portfolio must meet regular compliance requirements for federal, state, and local regulations, as well as in compliance with funding or partnership agreements. HCD is responsible for the annual and interim recertification for residents in the RAD PBV units. The following provides an overview of the areas of compliance requirements, including but not limited to:

a. Perform timely annual income and household recertification of all units as required by funding or regulatory requirements.

b. Responsible for completion, submission, and file compliance in conformance with the Internal Revenue Code (IRC) program Section 42, Low Income Housing Tax Credits (LIHTC), HOME, CDBG, Section 8 Program (both Project Based Rental Assistance (PBRA) and RAD Project Based Vouchers (PBV), and all other applicable funding requirements.

c. Perform monthly End of Participation (EOP) reconciliation review.

d. Perform monthly HAP Abatement review for RAD PBV units.

e. Complete and submit annual business personal property tax filings.

f. Complete and submit annual IRS filings such as IRS Form 8703 form.

g. Ensure accounting, financial management, and property management practices adhere to HUD regulations for audit and/or inspection compliance such as HQS inspections or HOME funding programs.

h. Provide all annual state and federal inspection reports to FCRHA within 7 business days of receipt of such reports.

i. Ensure staff meet all necessary training and compliance protocols to comply with federal, state, and local regulatory requirements.

j. Provide corrective action plans and sustained compliance measures for any audit and compliance findings, or default actions, within 7 business days of receipt of such actions. Updates on corrective actions plans shall be provided at least quarterly. Such action plans would also address any fines, penalties, or other negative monetary actions.

k. Provide read-only access to the offeror’s property management system, both operational and accounting, for FCRHA.

l. Provide resident demographic and income information as requested.

m. Provide other ad hoc reports as requested.

6.7. MAINTENANCE: The FCRHA and HCD generally expect that emergency work orders shall be repaired within 24 hours, and routine work orders shall be repaired within 5 business days. There must be a maintenance plan that includes, but is not limited to, the following functions and tasks:

a. Prioritization of work orders, tracking and monitoring tools to ensure completion within HCDs expectations, supervision of time spent on completion of work orders, and process of informing HCD of all delayed work orders beyond policy.

b. Handling emergency maintenance and after-hours maintenance requests.

c. Managing and maintaining a maintenance supply inventory control system

d. Maintaining an inventory of all capital equipment, as well as a five-year plan for capital equipment replacement.

e. Discussion of which activities shall be performed by subcontractors, the Offeror’s contracting procedures, and a list of vendors or subcontractors commonly used by the offeror. Also address the Offeror’s plan for inspection of subcontractor performance and response time for subcontractors to respond to work requests.

f. Trash collection, extermination and maintenance and cleaning of hallways, building common areas, site offices and grounds.

g. Parking lot and sidewalk care, snow and ice removal, and the anticipated response time for snow and ice removal.

h. Making major repairs including but not limited to plumbing, electrical, HVAC, carpentry, and painting.

i. Schedule of preventative and seasonal maintenance procedures addressing individual units;

residential common areas and offices; and parking areas and grounds. Process for annual inspections of all units meeting regulatory requirements and prepared for inspections upon request.

j. The procedures for unit preparation and vacancy turnaround time process.

k. Plan for tenant charges with a set table of typical charges (i.e. maintenance, tenant damages, pet fees, etc.)

6.8. RESIDENT RELATIONS:

a. The FCRHA expects a satisfaction rating of at least 95% as evaluated by annual resident satisfaction survey. Manage all resident relations and retention activities, including conducting resident meetings no less than quarterly for all campus properties. Offerors must have plans and policies for establishing effective relationships with community, including neighbors, neighborhood and civic associations, HOAs/COAs and law enforcement.

b. Participate in annual customer service survey conducted by the FCRHA and respond to issues presented in the survey.

c. The extent to which resident services, including newsletter, social, educational and recreation programs shall be provided, as well as the plan for conducting resident/management relations.

6.9. MARKETING AND WAIT LIST MANAGEMENT:

a. The FCRHA and HCD expect the Offeror to maintain 98% occupancy across the managed portfolio.

b. Maintain a marketing plan which clearly outlines the strategy, outreach and marketing plan which would be implemented if the wait-list demand decreases.

c. Market plan must comply with all Fair Housing laws and regulations currently in effect. The waiting list for each property shall be maintained in accordance with HCD’s waiting list policies. HCD shall maintain the Waiting List for Rental Assistance Demonstration Project Based Vouchers (RAD PBV) properties.

6.10. RESIDENT SELECTION AND OCCUPANCY FUNCTIONS: Manage the selection criteria by assuring compliance with the Fairfax County Rental Program (FCRP) Admission and Occupancy (A&O) Policies, Low Income Housing Tax Credit (LIHTC) program, Tenant Selection Plans where applicable, and any internal resident selection and occupancy guidelines set by the management company and approved by HCD. The management firm shall indicate its capability to carry out the tenant selection criteria to include credit, criminal and rental history. The following should be included in this plan:

a. Procedures for applying tenant selection criteria related to credit history, rental history and criminal background.

b. Outline procedures on unit turns, including unit turnaround time, applicant orientations, lease orientation programs and level of automation.

c. The process by which annual recertifications shall be conducted includes level of automation and ensuring compliance with regulatory requirements.

d. The manner in which tenant grievances, lease termination proceedings and evictions shall be handled, ensuring compliance with regulatory requirements for RAD residents.

e. Annual reporting of yearly demographic, occupancy, income and tenant data for HCD.

f. Plans and policies to achieve and maintain 98%-unit occupancy.

6.11. STAFFING AND PERSONNEL: The offeror should maintain a staffing plan that ensures professional, experienced, and well-trained staff who should effectively manage and maintain the subject properties.

Documentation of experience by the management firm in operating similar communities is required with this submission. All efforts and actions in the recruitment and hiring of staff must be in keeping with the spirit and letter of the Equal Opportunity Employment Law and HUD Section 3 requirements for HUD subsidized properties (RAD PBV and PBRA). Ownership has the right to review the resume of all new community manager hires prior to offer. The staffing plan for personnel shall include but not be limited to:

a. An organizational chart for all management, maintenance, clerical, and custodial positions for each property. Office hours and days open; weekend policy when occupancy drops below 95%.

b. Sample job descriptions and qualifications which reference experience, certification, and salaries for the staffing plan.

c. Resumes of principal and key staff responsible for recruiting, hiring, coaching, supervising, and terminating personnel.

d. Submission of a personnel policy manual to include Equal Opportunity requirements, procedures for selection and termination of employees, benefits package, and programs for employees.

Submission of yearly training process on regulatory compliance matters and updates.

e. Recruitment and onboarding plan, with an overview of initial training and assessment of new hires.

f. Retention plan with an overview of ongoing training and development opportunities for employees.

6.12. TRANSITION PLAN:

a. Submit a comprehensive transition plan that includes timelines to transition the management of the property(ies) upon award of the contract and contract closeout. The transition period is expected to last no more than three (3) months from contract award. Any transition period at contract closeout would be negotiated and defined at the time of contract termination.

b. The transition plan should include an understanding of the reporting and compliance needs of the Offeror to include but not limited to:

1. Financial and Accounting transactional data, balances, and reports for any properties not at the end of a fiscal year at transition.

2. Audit data requirements.

3. Tenant file requirements.

4. Property file requirements.

5. Other files and reports for accurate and complete property transition and to meet necessary regulatory or property management requirements.

7. TECHNICAL PROPOSAL INSTRUCTIONS:

7.1. The Offeror must submit their response to the Technical Proposal as instructed in Bonfire containing the following information. This information shall be considered the minimum content of the proposal. Offeror may propose to manage the listed property groups: (1) North, (2) South, or (3) Both North and South regions. Offerors are expected to manage all properties listed in the respective region(s). Proposal must state the property group name of each and all groups for consideration. Proposal contents shall be arranged in the same order and identified with headings as presented herein.

a) Complete and sign the Fairfax County Cover Sheet (DPMM32)

b) Attachment B: Forms

c) All issued Addenda

d) Supporting Documentation (if applicable)

7.2. Statement and discussion of the requirements as they are analyzed by the Offeror, and approach for achieving requirements outlined in Section 5 such as, but not limited to, the overall goal of safe and stable affordable housing through 98% occupancy, 95% satisfaction, and sound financial management practices which are operated in a physically safe and reliable manner.

7.3. Submit an Accounting plan for property operations addressing the items in Section 6.4. above.

7.4. Submit a Procurement plan for property operations addressing the items in Section 6.5. above.

7.5. Submit a Compliance plan for property operations addressing the items in Section 6.6. above.

7.6. Submit a Maintenance plan for property operations addressing the items in Section 6.7. above.

7.7. Submit a Resident Relations plan for property operations addressing the items in Section 6.8. above.

7.8. Submit a Marketing and Wait List Management plan for property operations addressing the items in Section 6.9. above.

7.9. Submit a Resident Selection and Occupancy Functions plan for property operations addressing the items in Section 6.10. above.

7.10. Submit a Staffing and Personnel plan for property operations addressing the items in Section 6.11.

above.

7.11. Submit a Transition plan for property operations addressing the items in Section 6.12. above.

7.12. Technology: The FCRHA utilizes Yardi as their property management software package. Offerors should be required to provide monthly data downloads of financial data monthly and tenant data quarterly to a template that meets Yardi upload and integration requirements. While Offerors are not required to utilize Yardi, the ability to meet the data interface needs are required. Detail any equipment or connectivity requirements that a property would need to operate the software typically used and detail the computer/technology security policies and procedures. Provide as much detail as possible.

7.13. Statement of Qualifications: The statement of Qualifications must include a description of organizational and staff experience and resumes of proposed staff.

Organizational and Staff Experience: Offerors must describe their qualifications and experience to perform the work described in this Request for Proposal. Information about experience should include direct experience with specific subject matter, including but not limited to the below:

a. Provide a list the company principals and include a brief bio and/or resume for each.

b. Summarize the background and history of the company.

c. Detail what makes the company qualified to manage the Fairfax County affordable portfolio.

1. This should outline the portfolio type, location, number of units, and years of management.

d. Detail any competitive advantages the company has over other similar companies.

e. Detail ways that the company can create value at the property and/or portfolio.

7.14. HUD and State Program Compliance Experience: Offerors must submit a list of properties currently managed and managed in the last five years with HUD or State Program Compliance Requirements and include the most recent REAC/NSPIRE rating and most recent MOR scores along with any state inspection report results.

7.15. References: Offerors must submit five references. Special notation must be made of similar or related programs performed and must include organization names, addresses, name(s) of contact person(s), and telephone numbers for such references.

7.16. Personnel: Full-time and part-time staff, proposed consultants and subcontractors who may be assigned direct work for this project should be identified. Information is required which shall show the composition of the task or work group, its specific qualifications, and recent relevant experience. Special mention shall be made of direct technical supervisors and key technical personnel, and approximate percentage of the total time each shall be available for this project. The technical areas, character, and extent of participation by any subcontractor or consultant activity must be indicated and the anticipated sources shall be identified. Resumes of staff and proposed consultants are required indicating education, background, and recent relevant experience with the subject matter of the project.

7.17. A staffing plan is required which presents the Offeror’s proposed staff distribution to accomplish this work. The staffing plan should indicate a chart that partitions the time commitment of each staff member across the proposed property portfolio. It is mandatory that this section identify the key personnel who are to work on the property portfolio, their relationship to the contracting organization, and amount of time to be devoted to the property portfolio. This includes Consultants as well as regular employees of the Offeror, if relevant.

7.18. Financial Statements: The Offeror shall provide an income statement and balance sheet from their most recent reporting period and a copy of the most recently audited financial statements.

7.19. The personnel named in the technical proposal shall remain assigned to the project throughout the period of this contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval being granted by the FCRHA.

8. CONSULTATION SERVICES:

8.1. The contractor’s staff must be available for consultation with County staff on an as needed in basis between 8:00 A.M. and 5:00 P.M. Eastern Time Monday through Friday. All staff availability must be in place for after-hours property emergency consultation when necessary

9. COST PROPOSAL INSTRUCTIONS:

9.1. The Offeror must submit their Cost Proposal response as instructed in Bonfire fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee. Offeror can propose to manage one (1), two (2), or both listed property regions. Proposal must state the region names of each and all regions being proposed. The following information should be submitted as part of the cost proposal:

The cost of each task or segment of the task shall be itemized.

a. The Offeror shall submit a calculation, which includes a percentage of gross rent and miscellaneous income to be paid to the offeror as a monthly management fee for managing the overall operations of the property. The calculation of the management fee (as a percentage) shall be clearly defined.

b. HUD specifies the kinds of income that may be treated as residential income when determining the residential income. The proposed fee by the Offeror must comply with HUD-Handbook 4381.5 Rev 2.

c. Construction Management: The cost proposal shall include a schedule of fees for construction management for major capital expenditures or property rehab if these fees are not included in the Management Fee. The construction management fee proposal shall include the project dollar thresholds at which different fees are charged.

10. PRICING:

10.1. The percentage fee(s) shall remain firm throughout the contract period.

11. TRADE SECRETS/PROPRIETARY INFORMATION:

11.1. Trade secrets or proprietary information submitted by an Offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act;

however, Offerors must invoke the protection of this section prior to or upon submission of the data or other materials.

11.2. The Offeror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award(s) should be stated by the Offeror.

11.3. Request for Protection of Trade Secrets or Proprietary Information is provided as a courtesy to assist Offerors desiring to protect trade secrets or proprietary information from disclosure under the Virginia Freedom of Information Act.

11.4. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

12. REQUIRED SUBMITTALS:

12.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP. Failure to provide documentation with the Offeror's response to the RFP may result in the disqualification of the Offeror's proposal.

13. ADDENDA:

13.1. Offerors are reminded that solicitation changes, in the form of addenda, are often issued between the issue date and within three (3) days before the due date. All addenda should be signed and submitted before the due date/time or must accompany the proposal.

13.2. Notice of addenda shall be posted on eVA and Bonfire. It is the Offeror’s responsibility to monitor the web page for the most current addenda at https://fairfaxcounty.bonfirehub.com.

13.3. The last day to submit question to be addressed in the addendum shall be addressed in Bonfire under “Questions Due Date.”

14. PROPOSAL ACCEPTANCE PERIOD:

14.1. Any proposal submitted in response to this solicitation shall be valid for 180 days. At the end of the days the proposal may be withdrawn at the written request of the offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

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15. BASIS FOR AWARD:

15.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation criteria listed below.

The County reserves the right to make multiple awards from this solicitation.

15.2. A Selection Advisory Committee (SAC) has been established to review and evaluate all proposals received.

15.3. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Selection Advisory Committee or any person involved in the evaluation of the proposals. SAC members shall refer all calls related to this solicitation to the procurement official named above. Failure to comply with this directive may, at the sole discretion of the County, result in the disqualification of an offeror from the procurement process.

15.4. The SAC shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below. Based upon this review, the cost proposals of the highest rated offeror(s) shall then be reviewed.

15.5. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the County Purchasing Agent to make oral presentations to the SAC. This committee shall then conduct a final evaluation of the proposals. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal.

15.6. Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted with each offeror so selected, the County shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror.

15.7. Should the County determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee shall make appropriate recommendations to the County Executive and Board of Supervisors, if appropriate, prior to actual award of contract.

15.8. Proposal Evaluation Criteria: The following factors shall be considered in the award of this contract:

a. Company Qualifications/Personnel Qualifications including Staffing Plan/HUD and State Program Experience/References (18 points)

b. Compliance Plan/Marketing/Waitlist Management/Plan (18 points)

c. Maintenance Plan (18 points)

d. Accounting/Procurement/Transition Plan (18 points)

e. Resident Relations/Resident Section and Occupancy (18 points)

f. Reasonableness of Cost Proposal (10 points)

15.9. Fairfax County reserves the right to make on-site visitations to assess the capabilities of individual offerors and to contact references provided with the proposal.

15.10. The County Purchasing Agent may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

15.11. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the County Purchasing Agent, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Consequently, offerors should provide complete, thorough proposals with the offerors most favorable terms. Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

15.12. Proposals which, after discussion and submission of additional clarification and/or supplementary information, are determined to meet the specifications of this Request for Proposal shall be classified as "acceptable". Proposals found not to be acceptable shall be classified as "unacceptable" and no further discussion concerning same shall be conducted.

15.13. The County may cancel this Request for Proposal or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

16. INSURANCE:

16.1. The Contractor shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risks of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damages or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract.

16.2. The Contractor shall, during the continuance of all work under the contract provide the following:

a. Statutory Workers' Compensation and Employer's Liability insurance in limits of not less than $1,000,000 to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

b. Commercial General Liability insurance in the amount of $1,000,000 per occurrence, $2,000,000 in aggregate, to protect the Contractor, its subcontractors, and the interest of the County, its officers and employees against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work.

c. Owned, non-owned, and hired Automobile Liability insurance, in the amount of $1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work, shall be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy.

d. The Contractor agrees to maintain fidelity Bond or Commercial Crime policy in the amount of $5,000,000 per occurrence, to protect the financial interests of the contractor, the County, and the

FCRHA.

16.3. Liability Insurance "Claims Made" basis:

a. If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limit of liability and the extensions to be included as described previously in these provisions, remain the same.

b. The Contractor must either:

1. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract. This certificate shall evidence a "retroactive date" no later than the beginning of the contractor's or sub contractor's work under this contract, or

2. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

16.4. Liability insurance may be arranged by a combination of primary and excess or umbrella policies.

16.5. Any deductibles and/or self-insured retentions greater than $50,000 must be disclosed to and approved by the County’s Risk manager prior to the commencement of services. Use of large deductibles and/or self-insured retentions shall require proof of financial ability as determined by the County.

16.6. After a period of five-years from Agreement Date, the County may reasonably require higher limits of insurance or additional insurance coverage against other hazards for which insurance is reasonably obtainable and which, at the time, are commonly insured against in the case of similar properties conducting similar activities within the geographic area of the Property, whether or not such additional insurance requirements are otherwise described or contemplated herein.

16.7. The Contractor agrees to provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best's Key Rating of at least A: VII.

16.8. European markets including those based in London, and the domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the Contractor's broker can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best's rating of A: VII or better.

16.9. The Contractor shall provide an original, signed Certificate of Insurance citing the contract number and such endorsements as prescribed herein and The County of Fairfax, its officers, employees and agents shall be named as an “additional insured” for all liability policies and it shall be stated on the Insurance Certificate that this coverage “is primary to all other coverage the County may possess.”

16.10. The Contractor shall secure and maintain all insurance certificates of its subcontractors, which shall be made available to the County on demand.

16.11. Contractor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against the County and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Contractor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Contractor or its subcontractors. Where permitted by law, Contractor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

16.12. The Contractor shall provide on demand certified copies of all insurance policies related to the contract within ten business days of demand by the County. These certified copies shall be sent to the County from the Contractor's insurance agent or representative.

16.13. No change, cancellation, or non-renewal shall be made in any insurance coverage without a 30-day written notice to the County. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate may result in suspension of all payments until the new certificate is furnished.

16.14. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all subcontractors of their liabilities provisions of the contract.

16.15. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and the County. The Contractor is as fully responsible to the County for the acts and omissions of the subcontractors and of persons employed by the Contractor as it is for acts and omissions of person directly employed by Contractor.

16.16. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

16.17. The Contractor and all subcontractors are to comply with applicable federal, state, and local occupational safety and health requirements, including, but not limited to, the Occupational Safety and Health Act of 1970, Public Law 91-596, as it may apply to this contract.

16.18. The County, the FCRHA, its officers and employees shall be named as an “additional insured” in the General Liability policies and it shall be stated on the Insurance Certificate that this coverage “is primary to all other coverage the County may possess.”

17. METHOD OF ORDERING:

17.1. As requirements arise, authorized individuals may place orders for specific quantities of items covered in this contract. Regardless of the method of ordering used, the contract and any subsequent modifications determine performance time and dates. Performance under this contract is not to begin until receipt of the purchase order, Procurement Card order, or other notification to proceed by the County Purchasing Agent and/or County agency to proceed.

18. CHANGES:

18.1. Fairfax County may, at any time, by written order, require changes in the services to be performed by the Contractor. If such changes cause an increase or decrease in the Contractors cost of, or time required for, performance of any services under this contract, an equitable adjustment shall be made, and the contract shall be modified in writing accordingly. The County Purchasing Agent must approve all work that is beyond the scope of this Request for Proposal.

18.2. No services for which an additional cost or fee shall be charged by the Contractor shall be furnished without the prior written authorization of the Fairfax County Purchasing Agent.

19. DELAYS AND SUSPENSIONS:

19.1. The County may direct the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time deemed appropriate for the convenience of the County. The County shall extend the Contractor's time of completion by a period of time that in the discretion of the Purchasing Agent is reasonably suited for completion of work. The County may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor.

19.2. If the County does not direct the Contractor, in writing, to suspend, delay, or interrupt the contract, the Contractor must give the County Purchasing Agent written notice if Fairfax County fails to provide data or services that are required for contract completion by the Contractor. The County may extend the Contractor's time of completion by a period of time that in the discretion of the Purchasing Agent is reasonably suited for completion of work. The County may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor.

19.3. The Contractor shall continue its work on other phases of the project or contract, if in the sole discretion of the Purchasing Agent such work is not impacted by the County’s delay, suspension, or interruption. All changes to the work plan or project milestones shall be reflected in writing as a contract amendment.

20. ACCESS TO AND INSPECTION OF WORK:

20.1. The Fairfax County Purchasing Agent and using agencies shall, at all times, have access to the work being performed under this contract wherever it may be in progress or preparation.

21. DATA SOURCES:

21.1. The County shall provide the Contractor all available data possessed by the County that relates to this contract. However, the Contractor is responsible for all costs for acquiring other data or processing, analyzing or evaluating County…