REQUEST FOR PROPOSALS (RFP)

No. P26002

Plumbing Services

REQUEST FOR PROPOSALS (RFP) No. P26002

INKSTER HOUSING COMMISSION, MI

Table of Contents

[Table No. 1]

Section Description Page

Introduction 3

RFP Information at a Glance 3

1.0 The Agency’s Reservation of Rights 4

2.0 Scope of Work/Technical Specifications 5

2.1 General Requirements 5

2.2 Service Requirements 5

2.3 Additional Requirements 6

2.4 Preceding Listed Services Not All-inclusive 7

2.5 Previous/Current Contractor(s) pertaining to these services 7

3.0 Proposal Format 7

3.1 Tabbed Proposal Submittal 7

3.2 Entry of Proposed Fees 9

3.3 Additional Information pertaining to the Pricing Item 11

3.4 Proposal Submission 14

3.5 Proposer's Responsibilities — Contact with the Agency 14

3.6 Proposer's Responsibilities — Equal Employment

Opportunity and Supplier Diversity

3.7 Pre-proposal Conference 17

3.8 Recap of Attachments 18

4.0 Proposal Evaluation 20

4.1 Evaluation Factors 21

4.2 Evaluation Method 23

5.0 Contract Award 25

5.1 Contract Award Procedure 25

5.2 Contract Conditions 25

5.3 Contract Period 26

5.4 Licensing and Insurance Requirements 26

5.5 Right to Negotiate Fees 27

5.6 Contract Services Standards 27

5.7 Prompt Return of Contract Documents 27

Index of Tables 28

INTRODUCTION

he Inkster Housing and Redevelopment Commission (hereinafter, “the Agency”) is a public entity that was formed in 1950 to provide federally subsidized housing and housing assistance to low-income families, within the City of Inkster, MI. The Agency is headed by an Executive Director (ED) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the Agency’s procurement policy.

urrently, the Agency owns and/or manages 6 multi-family apartment complexes totaling 710 housing units. The Agency currently has approximately 25 employees. Approximately 15 employees are covered under an American Federation of State County and Municipal (“AFSCME”) contract

(January 1, 2024 – December 31, 2026).

n keeping with its mandate to provide efficient and effective services, the Agency is now soliciting proposals from qualified, licensed and insured entities to provide the above noted services to the Agency. All proposals submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and any designated attachments in its entirety.

RFP INFORMATION AT A GLANCE

[Table No. 2]

AGENCY CONTACT PERSON

(NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Mr. Watson.)

H. Anthony Watson, Procurement Consultant Telephone: 313-254-2258

E-Mail: Watson_consultant@inksterhousing.org

TDD/TTY: (800) 545-1833

HOW TO OBTAIN THE RFP DOCUMENTS ON THE

HOUSING AGENCY (EPROCUREMENT)

MARKETPLACE

1. Access ha.internationaleprocurement.com (no “www”).

2. If an entity has a login, enter their e-mail address and password in the upper middle of the page. Then click on the “Login” button.

3. If an entity does not already have a login established, look for and click on “Sign-up As A Vendor” tab in the middle of the page.

4. Follow the listed directions to create an account.

If you have any problems in accessing or registering on the Marketplace, please call customer support at

(866) 526-9266.

PRE-PROPOSAL CONFERENCE August 6, 2026, 2:30 PM ET, Inkster Housing Commission 4500 Inkster Road, Inkster, MI 48141

DEADLINE TO SUBMIT QUESTIONS August 10, 2026, 3:00PM ET

HOW TO FULLY RESPOND TO THIS RFP BY

SUBMITTING A PROPOSAL SUBMITTAL

1. As directed within Section 3.2.1 of the RFP document, submit proposed pricing and documents where provided within the eProcurement Marketplace.

2.

PROPOSAL SUBMITAL RETURN & DEADLINE August 14, 2026, 3:00PM ET *(The proposed costs and all proposal documents must be entered within the eProcurement Marketplace. DO NOT

SEND HARD COPY TO INKSTER HOUSING COMMISSION

T

C

I https://urldefense.proofpoint.com/v2/url?u=http-3A__ha.internationaleprocurement.com&d=DwMFaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=iLseAp7bziMev4vYn6f7ahShpyFs2UKV8t2jHlpcnGU&m=jPjVNYTXe3iSBnEhPHFCCIcHmbZ0Jul4NfehApFJX-A&s=PNc_z5bnpgiWUacWA2xHJF_hIWK1wnlNpM9gWkwlR_Q&e=

1.0 THE AGENCY’S RESERVATION OF RIGHTS. The Agency reserves the right to:

1.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the Agency to be in its best interests.

1.2 Right to Not Award. Not to award a contract pursuant to this RFP.

1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s).

1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the successful proposer(s) shall provide the services called for in this RFP.

1.5 Right to Retain Proposals. Retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the Agency Contracting Officer (CO).

1.6 Right to Negotiate. Negotiate the fees proposed by the proposer entity.

1.7 Right to Reject Any Proposal. Reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services.

1.8 No Obligation to Compensate. Have no obligation to compensate any proposer for any costs incurred in responding to this RFP.

1.9 Right to Prohibit. At any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the ha.economicengine.com eProcurement Marketplace (hereinafter, the “eProcurement Marketplace” or the “Marketplace”) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the Marketplace, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the Agency that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The ha.economicengine.com eProcurement Marketplace is the only official and appropriate venue to obtain the RFP documents (and any other information pertaining to this RFP such as addenda). Accordingly, by submitting a response to this RFP the respondent thereby affirms that he/she obtained all information on the Marketplace.

Any other group such as an association or a bid depository that informs potential respondents of the availability of such competitive solicitations are hereby instructed to not distribute these documents to any such potential respondents, but to instruct the potential respondents to visit the Marketplace to obtain the documents. The Agency will reject without consideration any response submitted from a firm that has not obtained the documents from the Marketplace.

2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS. The Agency is seeking proposals from qualified, licensed, and insured entities to provide services that may include, but are not limited to, the following:

2.1 General Requirements: The proposed services are to be performed at, but limited to, one of more of the following Inkster Housing Commission (IHC) developments/offices:

IHC Office Address

IHC Administration Office 4500 Inkster Road, Inkster, MI 48141

Lehigh Community Center 27441 Lehigh, Inkster, MI 48141

EnVision Center 4360 Hickory, Inkster, MI 48141

Floyd B. Simmons Center 29150 Carlysle, Inkster, MI 48141

Lemoyne Gardens Management Office 29999 Pine, Inkster, MI 48141

Lemoyne Maintenance Shop/Garage 30005 Pine, Inkster, MI 48141

Development Management Office Address

Demby Terrace/Canterbury Estates 4500 Inkster Road, Inkster, MI 48141

Lemoyne Gardens 1 and 2 29999 Pine, Inkster, MI 48141

Parkside Estates 29150 Carlysle, Inkster, MI 48141

Twin Towers 1900 Inkster Road, Inkster, MI 48141

The Contractor must have a proven experience in providing plumbing services and be fully capable of providing but not limited to the specifications and requirements set forth in Attachment H of this solicitation. The work must be performed and/or supervised by a licensed Master Plumber. Attachment H provides the scope of work expected to be performed by the Contractor.

2.2 Service Requirements. In accordance with IHC’s scope of work the successful proposer will provide all labor, material, equipment and insurance to perform the requested services. The selected provider/s will be expected to achieve the outcomes as follows and in accordance with Attachment I.

2.2.1 This proposal must be based on a per hour, fully loaded, flat fee. Fees must include all cost to be incorporated into the contract (i.e., equipment, vehicles, uniforms, communication devices, etc.).

2.2.1.1 Provide seven (7) day per week supervisory personnel or alternative to cover all locations.

2.2.1.2 The successful proposer will be required to submit reports based on the requirements set forth under section 6.24 and Appendix I.

2.2.2 Provide training two (2) times per year (or as requested) by licensed, qualified plumbers to IHC staff. Supply curriculum and course material to each trainee.

2.3 Additional Requirements (the immediate-following information applies hereto, as directed by the Agency; including, but not limited to):

2.3.1 Unless otherwise authorized by IHC, all work is to be performed according to the scheduled approved by IHC. IHC will provide access to the applicable site/working space and residences.

2.3.2 All work shall be coordinated with IHC, and no work is to begin without written permissions from IHC.

2.3.3 Contractor shall be required to provide a daily report of progress, site conditions, etc. by email at the conclusion of each business day for any work commenced.

2.3.4 For services performed in occupied buildings, close coordination with the management staff will be required.

2.3.5 Contractor shall be required to provide weekly reports to IHC as determined by

IHC.

2.3.6 Contractor shall be required to participate in monthly meetings with IHC staff and/or residents.

2.3.7 Contractor must be able to demonstrate effectiveness from previous experience to include sample reports, patrol methods, technologies used, and demonstrated communication method to its clients.

2.3.8 Contractor’s Personnel:

2.3.8.1 The Contractor will screen and employ only qualified personnel who shall be skilled in the performance of their duties and acceptable to IHC. The Contractor agrees to immediately remove any employee IHC determines to be unacceptable.

2.3.8.2 The Contractor agrees to follow all reasonable precautions and procedures requested by IHC.

2.3.8.3 The Contractor shall be responsible for the conduct and performance of the Contractor's employees and compliance with the following rules:

2.3.8.3.1 Contractor's employees appearing to be under the

influence of alcohol or drugs shall not be permitted in the buildings or on the properties.

2.3.8.3.2 No loud or boisterous conduct will be permitted.

2.3.8.3.3 IHC reserves the right to request removal of any of the Contractor's employees from the building or property at any time for reasonable cause. The

Contractor or the designated supervisory representative shall have such employee leave the facility premises upon receipt of such request.

2.3.8.3.4 IHC “smoke-free” policy bans the use of prohibited

tobacco products in all public housing living units, indoor common areas in public housing, and in PHA administrative office buildings. The smoke-free policy also extends to all outdoor areas up to 25 feet from the public housing and administrative office buildings. Contractors and all personnel are prohibited from the use of any prohibited tobacco products on IHC property.

2.4 Preceding Listed Services Not All-inclusive. Please note that the information listed herein is not intended to be an all-inclusive listing of all the mold remediation issues that the Agency may retain the successful proposer to provide but is intended to be a representative listing of issues that the Agency may require such services for.

2.5 Previous/Current Contractor(s) for these services. The Diamond Firm of Detroit, MI.

3.0 PROPOSAL FORMAT.

3.1 Tabbed Proposal Submittal. The Agency intends to retain the Contractor pursuant to a “Best Value” basis, not a “Low Proposal” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0, consider factors other than just cost in making the award decision). Therefore, so that the Agency can properly evaluate the offers received, all proposals submitted in response to this RFP must be formatted in accordance with the sequence noted within the table below. Each category must be separated by numbered index dividers (which number extends so that each tab can be located without opening the proposal) and labeled with the corresponding tab reference also noted below. None of the proposed services may conflict with any requirement the Agency has published herein or has issued by addendum.

[Table No. 3]

RFP

Section

Tab No.

Description

3.1.1 1 Form of Proposal. This Form is attached hereto as Attachment A to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.2 2 form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract. This Form is attached hereto as Attachment B to this RFP document. This 2-page Form must be fully completed, executed where provided thereon and submitted under this tab as a part of the proposal submittal.

3.1.3 3 Profile of Firm Form. The Profile of Firm Form is attached hereto as Attachment C to this RFP document. This 2-page Form must be fully completed, executed, and submitted under this tab as a part of the proposal submittal.

3.1.4 4 Proposed Services. As more fully detailed within Section 2.0, Scope of Proposal/Technical Specifications, of this document, the proposer shall, at a minimum, clearly detail within the information submitted under this tab documentation showing:

3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, herein, the proposer’s DEMONSTRATED UNDERSTANDING of the

AGENCY’S REQUIREMENT.

3.1.4.2

As detailed within Section 4.1, Evaluation Factor No. 3, herein, the QUALITY of the TECHNICAL APPROACH and the SERVICES

PROPOSED.

3.1.4.3

As detailed within Section 4.1, Evaluation Factor No. 4, the proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

3.1.4.4

As detailed within Section 4.1, Evaluation Factor No. 5, the proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE: The Agency will place particular emphasis on the proposer’s above-described EXPERIENCE and PAST PERFORMANCE with Public Housing Commission/Authority- and HUD-related work).

3.1.4.5 If appropriate, how staff are retained, screened, trained and monitored.

3.1.4.6 The proposed quality assurance program.

3.1.4.7 An explanation and copies of forms that will be used and reports that will be submitted and the method of submission of such reports (i.e. written; fax; Internet; etc.).

3.1.4.8 A complete description of the products and services the firm provides.

3.1.5 5 Managerial Capacity/Financial Viability/Staffing Plan. The proposer entity must submit under this tab a concise description of its managerial and financial capacity to deliver the proposed services, including brief professional resumes for the persons identified within areas (5) and (6) of Attachment C, Profile of Firm Form. Such information shall include the proposer’s qualifications to provide the services; a description of the background and current organization of the firm (including a current organizational chart).

3.1.6 6 Client Information. The proposer shall submit a listing of former or current clients, including any other Public Housing Authority, for whom the proposer has performed similar or like services to those being proposed herein. The listing shall, at a minimum, include:

3.1.6.1 The client’s name;

3.1.6.2 The client’s contact name;

3.1.6.3 The client’s telephone number and email address;

3.1.6.4 A brief description and scope of the service(s) and the dates the services were provided.

3.1.7 7 Equal Employment Opportunity/Supplier Diversity. The proposer must submit under this tab a copy of its Equal Opportunity Employment Policy and a complete description of the positive steps it will take to ensure compliance, to the greatest extent feasible, with the regulations detailed within the following Section 3.6 herein pertaining to supplier diversity (e.g., small, minority-, and women-owned businesses).

3.1.8 8 Subcontractor/Joint Venture Information (Optional Item). The proposer shall identify hereunder whether or not he/she intends to use any subcontractors for this job, if awarded, and/or if the proposal is a joint venture with another firm. Please remember that all information required from the proposer under the preceding tabs must also be included for any major subcontractors (10% or more) or from any joint venture.

3.1.9 9 Section 3 Business Preference Documentation (Optional Item).

For any proposer claiming a Section 3 Business Preference, he/she shall under this tab include the fully completed and executed Section 3 Business Preference Certification Form attached hereto as Attachment D and any documentation required by that form.

3.1.10 10 Other Information (Optional Item). The proposer may include hereunder any other general information that the proposer believes is appropriate to assist the Agency in its evaluation.

3.1.11 No Information Placed under a Tab. If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), please place there under a statement such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs.

3.2 Entry of Proposed Fees. The proposed fees shall be submitted by the proposer and received by the Agency were provided within the bid submittal under Tab No. 10.

3.2.1 Pricing Item. The proposed fees (Pricing Items) shall be submitted by the proposer and received by the Agency where provided within the eProcurement Marketplace only.

[Table No. 4]

RFP

Section

Pricing Item

Qty

U/M

Description

3.2.2.1 1 1 Hour Firm-fixed fee for Plumbing Services (8:30 a.m. to 5:00 p.m., Monday thru Friday)

3.2.2.2 2 1 Hour Firm-fixed fee for Plumbing Services (5:01 p.m. to 8:29 a.m., Monday thru Friday)

3.2.2.3 3 1 Hour Firm-fixed fee for Plumbing Services (5:01 p.m. Friday through 8:29 a.m. Monday)

3.2.2.4 4 1 Hour Firm-fixed fee for Plumbing Services (12:00 a.m. through 11:59 p.m. Holidays)

3.2.2.5 5 40 Hours Firm-fixed fee for Plumbing Training to IHC staff (10-20 attendees)

3.2.2.6 6 40 Hours Firm-fixed fee for Plumbing Training to IHC staff (each attendee over 20)

3.2.2.7 Lump-sum Cost Breakdown. The Agency will require the

Contractor to, after contract execution, breakdown each of the Firm-fixed Plumbing Services fees into a proportional fee for each of the Agency’s programs detailed within the preceding Section 2.1 herein. This breakdown shall be based on the Contractor’s actual level of effort and expense for each such program and a detailed list of such shall be submitted to the Agency by the Contractor justifying the Contractor’s figures.

3.3 Additional Information pertaining to the Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein (especially within the immediate-preceding Table No. 4) and within the corresponding Pricing Items within the eProcurement Marketplace are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, as the ensuing contract will be a Requirements Contract, in that the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful proposer), on a task order basis, any amount of services the Agency requires. Please note the immediate-following exception to the aforementioned “Requirements Contract” language.

3.3.1.1 Exception to 3.3.1. Though the Agency anticipates that it will make award to one firm only, the Agency retains the right to, at any time during the ensuing contract period(s), complete award to more than one contractor if the Agency determines that such is in its best interests. If such occurs, the ensuing contract(s) awards shall become an Indefinite Quantities Contract (IQC), and the following clause shall apply:

3.3.1.1.1 Guaranteed Contract Minimum Amount and Not-

to-exceed Maximum Amount. As may be further detailed herein, most specifically within the preceding Section 3.3.1.1, if the ensuing contract becomes an Indefinite Quantities Contract (IQC), which, pursuant to HUD regulation, requires the Agency to award to each responsive and responsible contractor a Guaranteed Contract Minimum Amount (GCMA) and a Not-to-exceed Maximum Contract Amount (NMCA) of work, those required minimum and maximum contract levels are: (a) GCMA: $2,000; (b) NMCA: $200,000 (each shall be annual amounts).

3.3.2 IMPORTANT NOTICE!!! Entry of Proposed Fees. Except as provided for otherwise (e.g., a “No Charge” option), proposers must submit, where provided within the bid submittal under Tab No. 10, a realistic cost for each and every Pricing Item detailed within the preceding Table No. 4.

3.3.2.1 Realistic Cost for each Pricing Item. Each proposer is strongly encouraged to enter where provided within the bid submittal a realistic cost for each Pricing Item, especially the hourly fees required. For example, if the successful proposer enters $1.00 per hour for any hourly fee Pricing Item (proposers typically do so in an effort to improve their position in regard to Evaluation Factor No. 1, as detailed within the following Table No. 6 herein), then the $1.00 per hour is what the successful proposer will charge the Agency for any work that the Agency may retain the successful proposer to provide if the Agency deems such retention is in the Agency's best interests to do so. Accordingly, it is the Agency's opinion that it is very much in the best interests of the proposer to propose a realistic hourly fee for each Pricing Item. If, despite this warning, the successful proposer proposes an hourly fee that the Agency deems is not realistic, then the Agency reserves the right to require the successful proposer to, at contract execution, present a cash bond in a suitable amount (e.g. $4,000.00, which the Agency will hold during the term of the ensuing contract period) to ensure that the successful proposer will fulfill his/her obligation in this matter.

3.3.2.2 Review the Entry of Proposed Fees. After a proposer has entered where provided within the eProcurement Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed unit costs by the listed quantities. The Agency strongly recommends that each proposer, after entry of these proposed fees within the eProcurement Marketplace, print the receipt provided and review the entry to ensure that the proposer has entered the proposed fees correctly (the Marketplace will allow the proposer to immediately re-enter the Marketplace at any time prior to the posted deadline to correct any such entry). The proposer will NOT be able to correct this entry after the posted deadline has expired, which means that the Agency will utilize such entry, correct or incorrect, to assign the points pertaining to Evaluation Factor No. 1 detailed within the following Table No. 6 herein.

3.3.2.3 No Post-Submittal Deadline Corrections Allowed. The Agency

WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline; accordingly, proposers are strongly cautioned to submit a realistic price for the Pricing Items identified within the preceding Table No. 4 herein.

3.3.2.4 Determination of the Calculated Costs. After a proposer has entered where provided within the Marketplace his/her proposed unit costs for the Pricing Items, the Marketplace will automatically multiply the proposed unit costs by the listed quantities. The total sum of all the line items shall be the Total Calculated Cost that the Agency will utilize to determine the points assigned for cost as identified for Evaluation Factor No. 1 within the following Table No. 6 herein.

3.3.3 Potential Price Escalation. There shall be no escalation of costs pertaining to the hourly consulting fee during the first two years of the ensuing contract periods. During contract years three through five (if such options are awarded by the Agency), there may be an increase in such hourly fee awarded by negotiation based upon any increase to the Producer Price Index (PPI), Management Consulting Services (pursuant to the most pertinent PPI within the Management Consulting Services classification, “most pertinent” as determined by the Agency).

3.3.3.1 For example, if, at the end of the first contract period the listed prevailing wage rates increase 5% as compared with the listed rates on the date of contract execution, then the Contractor will, at the CO’s discretion, be entitled to a 5% increase in the labor rates that he/she submitted in response to this IFB.

Similarly, for ensuing years, the end-date of the previous contract period shall be the base-line date to determine the previous listed wage rate.

3.3.3.2 Notification Must Be Received from the Contractor. The

Contractor must notify the CO, in writing, of such desired escalation at least 60 days prior to the end of the noted contract period(s). Such escalations may occur no more than once in any 12-month period without the express written consent of the CO.

3.3.3.3 Right to Reject. The Agency reserves the right to reject any such request for an increase in fees if the Agency feels doing so is in its best interests. Similarly, the successful bidder has the right to terminate services if the Agency rejects the request for an increase. This will occur in the following manner (procedure):

3.3.3.3.1 Step No. 1. The successful bidder submits his/her

written request for an increase, accompanied by the required documentation, to the Agency CO within the required 60-day period (please see the preceding Section 3.3.3.2 herein);

3.3.3.3.2 Step No. 2. The Agency considers the requested

increase and, within 10 days of receipt of such, issues a written response to the successful bidder as to if the request is approved or rejected;

3.3.3.3.3 Step No. 3. If rejected and the successful bidder

wishes to, as a result, cease providing the services to the Agency, the successful bidder has 10 days from the receipt of the written notice of rejection to deliver to the Agency CO a written notice that he/she is hereby invoking his/her right to discontinue the services within 120 days of the date this notice was delivered to the Agency (the specific date 120-days hence shall be written within the notice);

3.3.3.3.4 Step No. 4. The Agency will then endeavor to

ensure that the Agency makes other arrangements to replace the successful bidder (e.g. contract with another firm; do the services in-house; etc.)

as the Contractor for the applicable services;

further, if such other arrangements are completed by the Agency prior to the aforementioned 120-day date, the Agency shall retain the right to deliver to the original successful bidder, a 10-day written notice to cease services (meaning, the 120-day period is a maximum additional contract period that the Agency may, at its discretion, shorten with such written notice).

3.3.4 Prior Agency Approval Required. Please note that the successful proposer shall NOT conduct any additional work without the prior written authorization of the Agency representative (via delivery of a Task Order, which may take the form of an e-mail). Failure to abide by this directive shall release the Agency of any obligation to pay the successful proposer for any work conducted without the noted prior written authorization.

3.3.6 No Deposit/No Retainer. The Agency will NOT pay any deposits or retainer fees as a result of award of the ensuing contract. This means that the Agency will pay the successful proposer(s) for actual hours worked only.

The Contractor will be required to submit a full back-up detail of all hours worked, listed by no less than the “15-minute” standard.

3.4 Proposal Submission. All pricing and documents must be entered and submitted online within the Marketplace. DO NOT SEND HARD COPIES TO IHC.

3.4.2 Submission Conditions. DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS, NOTATIONS, OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED!

Proposers are not allowed to change any requirements or forms contained herein, either by marking or entering onto these documents or the documents submitted any revisions or additions; and if any such additional marks, notations or requirements are entered on any of the documents that are submitted to the Agency by the proposer, such may invalidate that proposal. If, after accepting such a proposal, the Agency decides that any such entry has not changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the Marketplace, registering, and downloading these documents, each prospective proposer that does so is thereby agreeing to confirm all notices that the Agency delivers to him/her as instructed, and by submitting a proposal, the proposer is thereby agreeing to abide by all terms and conditions published herein and by addendum pertaining to this RFP.

3.4.3 Submission Responsibilities. It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements, and specifications set forth within all applicable documents issued by the Agency, including the RFP document, the documents listed within the following Section 3.8, and any addenda and required attachments submitted by the proposer. By virtue of completing, signing, and submitting the completed documents, the proposer is stating his/her agreement to comply with all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award.

3.5 Proposer’s Responsibilities — Contact with the Agency. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. Proposers must not make an inquiry or communicate with any other Agency staff member or official (including members of the Board of Commissioners) pertaining to this RFP. Failure to abide by this requirement may be cause for the Agency to not consider a proposal submittal received from any proposer who has not abided by this directive.

3.5.2 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO will respond to all such inquiries in writing by addendum to all prospective proposers (i.e., firms or individuals that have obtained the RFP Documents). During the RFP solicitation process, the CO will NOT conduct any ex parte (a substantive conversation— “substantive” meaning, when decisions pertaining to the RFP are made—between the Agency and a prospective proposer when other prospective proposers are not present) conversations that may give one prospective proposer an advantage over other prospective proposers. This does not mean that prospective proposers may not call the CO—it simply means that, other than making replies to direct the prospective proposer where his/her answer has already been issued within the solicitation documents, the CO may not respond to the prospective proposer’s inquiries but will direct him/her to submit such inquiry in writing so that the CO may more fairly respond to all prospective proposers in writing by addendum.

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity. Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.6.1 Within 2 CFR §200.321 it states:

3.6.1.1 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

3.6.1.2 (a) The non-federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.

3.6.1.3 (2) Affirmative steps must include:

3.6.1.3.1 (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

3.6.1.3.2 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3.6.1.3.3 (3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;

3.6.1.3.4 (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises;

3.6.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

3.6.1.3.6 (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

3.6.2 Within HUD Procurement Handbook 7460.8 REV-3 it states:

3.6.2.1 Section 16.5.A, Required Efforts. Consistent with Presidential

Orders 11625, 12138, and 12432, the <Agency> shall make every feasible effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting.

3.6.2.2 Section 16.5.B, Goals. <The Agency> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

3.6.3 Within our Agency Procurement Policy it states that our Agency will:

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on

solicitation mailing lists;

3.6.3.1.2 Encouraging their participation through direct

solicitation of proposals or proposals whenever they are potential sources;

3.6.3.1.3 Dividing total requirements, when economically

feasible, into smaller tasks or quantities to permit maximum participation by such firms;

3.6.3.1.4 Establishing delivery schedules, where the

requirement permits, which encourage participation by such firms;

3.6.3.1.5 Using the services and assistance of the Small

Business Administration, and the Minority Business Development Agency of the Department of Commerce;

3.6.3.1.6 Including in contracts, to the greatest extent

feasible, a clause requiring contractors, to provide opportunities for training and employment for lower income residents of the project area and to award subcontracts for work in connection with the project to business concerns which provide opportunities to low-income residents, as described in 24 CFR Part 135 (so-called Section 3 businesses); and

3.6.3.1.7 Requiring prime contractors, when

subcontracting is anticipated, to take the positive steps listed above.

3.6.4 Requirements. Accordingly, please see Section 3.1.7 within Table No. 3 herein which details the information pertaining to this issue that the proposer must submit in response to this proposal showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-proposal Conference. The scheduled pre-proposal conference identified on Page 2 of this document is, pursuant to HUD regulation, not mandatory. Many prospective proposers have previously responded to an RFP with a multi-tabbed submittal and feel comfortable in doing so without attending the pre-conference. Typically, such conferences last 1 hour or less (not including the ensuing walk-through of the properties, if the proposer chooses to do so), though such is not guaranteed. The purpose of this conference is to assist prospective proposers in having a full understanding of the RFP documents so that he/she feels confident in submitting an appropriate proposal; therefore, at this conference the Agency will conduct an overview of the RFP documents, including the attachments. Prospective proposers may also ask questions, though the CO may require that some such questions are delivered in writing prior to a response. Whereas the purpose of this conference is to review the RFP documents, attendees are encouraged to bring a copy of the RFP documents to this conference; however, the Agency will not distribute at this conference any copies of the RFP documents.

3.8 Recap of Attachments. It is the responsibility of each proposer to verify that he/she has downloaded the following attachments pertaining to this RFP, which are hereby by reference included as a part of this RFP:

[Table No. 5]

RFP

Section

Document

Attachment

Attachment Description

3.8.1 1.0 This RFP Document

3.8.2 2.0 A Form of Proposal

3.8.3 3.0 B form HUD-5369-A (11/92), Representations, Certifications, and Other Statements of Bidders, Public and Indian Housing Programs

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Form Submittal Form

3.8.5.1 5.1 D-1 Section 3 Explanation

3.8.6 6.0 E form HUD-5369 (11/92), Instructions to Bidders for Contracts, Public and Indian Housing Programs

3.8.7 7.0 F Supplemental Instructions to Bidders & Contractors (SIBC)

3.8.8 8.0 G Agency Sample Contract Form (PLEASE NOTE:

This contract and the noted appendices are being given as a sample only—the Agency reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that the Agency feels it is in its best interests to do so.

3.8.8.1 8.1 G-1 Sample Contract Appendix No. 1: form HUD- 5370 (1/2014), General Conditions for Construction Contracts-Public Housing Programs

3.8.8.1.1 8.1.1 G-1.1 Sample Contract Appendix No. 1.1:

Supplemental conditions pertaining to form HUD-5370 (1/2014), General Conditions for Construction Contracts-Public Housing Programs

3.8.8.2 8.2 G-2 Sample Contract Appendix No. 2: HUD- 92554M (Rev. 04/11), Supplementary Conditions of the Contract for Construction

3.8.8.3 8.3 G-3 Sample Contract Appendix No. 3: form HUD- 2554, Supplementary Conditions of the Contract for Construction

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: Form HUD- 4010 (06/2009), Federal Labor Standards Provisions

3.8.8.5 8.5 G-5 Sample Contract Appendix No. 5: form HUD- 92010 (3/2006), Equal Employment Opportunity Certification

3.8.8.6 8.6 G-6 Sample Contract Appendix No. 6: form HUD- 51000 (1/2014), Schedule of Amounts for Contract Payments

3.8.8.7 8.7 G-7 Sample Contract Appendix No. 7: form HUD- 51001 (1/2014), Periodic Estimate for Partial Payment

3.8.8.8 8.8 G-8 Sample Contract Appendix No. 8: form HUD- 51002 (1/2014), Schedule of Change Orders

3.8.8.9 8.9 G-9 Sample Contract Appendix No. 9: form HUD 51003 (1/2014), Schedule of Materials Stored

3.8.8.10 8.10 G-10 Sample Contract Appendix No. 10: form HUD- 51004 (1/2014), Summary of Materials Stored

3.8.8.11 8.11 G-11 Sample Contract Appendix No. 11: form HUD- 5372 (1/2014), Construction Progress Schedule

3.8.8.12 8.12 G-12 Sample Contract Appendix No. 12: form WH- 347 (Dec./2008), Payroll

3.8.8.13 8.13 G-13 Sample Contract Appendix No. 13: Form HUD-11 (8/2004), Record of Employee Interview

3.8.8.14 8.14 G-14 Sample Contract Appendix No. 14: Davis- Bacon General Wage Decision

3.8.8.15 8.15 G-15 Sample Contract Appendix No. 15: Section 3 Plan

3.8.8.16 8.16 G-16 Sample Contract Appendix No. 16: Sample Notice to Proceed form.

3.8.8.17 8.17 G-17 Sample Contract Appendix No. 17: form HUD 50071 (01/14), Certification of Payments to Influence Federal Transactions (NOTE: This form will only be completed and included as a part of the ensuing contract if the Agency anticipates that total awards pursuant to the ensuing contract may or will exceed $100,000.)

3.8.8.18 8.18 G-18 Sample Contract Appendix No. 18: Standard Form LLL (Rev. 01/14), Disclosure of Lobbying Activities (NOTE: This form will only be completed and included as a part of the ensuing contract if the Contractor designates an affirmative answer to Item No. (2) within the immediate-preceding identified form 50071.)

3.8.9.1 9.1 H Scope of Work

3.8.10 10.0 I form HUD-2530 (10/2016), Previous Participation Certification

3.8.11 11.0 J NOTE: Pertaining to the following listed bond forms, please see the information detailed within the following Section 3.8.13 herein.

3.8.11.1 11.1 J-1 Standard Form 24 (8/2016), Bid Bond

3.8.11.2 11.2 J-2 Standard Form 25A (8/2016), Payment Bond

3.8.11.3 11.3 J-3 Standard Form 25 (8/2016), Performance Bond

3.8.12 12.0 K Agency Profile of Properties

3.8.13 Sample Bond Forms. Pertaining to the Bond forms identified within this Table No. 5 (Attachments J-1, J-2, and J-3), use of these specific forms is not required; these forms are given as a sample only. A bond form from a Circular 570-compliant surety will NOT be accompanied with these forms but will be submitted on the Surety’s form; accordingly, these forms will most typically be utilized in the case of the Contractor submitting a cash bond or an irrevocable letter of credit.

4.0 PROPOSAL EVALUATION.

4.1 Evaluation Factors. The Agency will utilize the following factors to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal:

[Table No. 6]

Factor No.

Max Point Value*

Type*

Factor Description*

1 20 points Objective The PROPOSED COSTS submitted by the proposer.

2 10 points Subjective (Technical)

The proposer’s DEMONSTRATED UNDERSTANDING of the AGENCY’S REQUIREMENT.

3 10 points Subjective (Technical)

The QUALITY of the TECHNICAL APPROACH and the

SERVICES PROPOSED.

4 20 points Subjective (Technical)

The proposer’s TECHNICAL CAPABILITIES (in terms of personnel) and the MANAGEMENT PLAN (including the ability to provide the services detailed herein).

5 30 points Subjective (Technical)

The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or the information submitted within the proposal. NOTE: The Agency will place particular emphasis on the proposer’s above-described EXPERIENCE and PAST PERFORMANCE with public housing agencies.

6 10 points

Subjective (Technical)

The OVERALL QUALITY, ORGANIZATION, and

PROFESSIONAL APPEARANCE OF THE PROPOSAL

SUBMITTED, based upon the opinion of the evaluators.

points

Total Points (other than preference points)

*NOTE: Points will be awarded for each Subjective Factor by each of the appointed evaluation committee members based on his/her opinion after a thorough review of the information submitted by each proposer within his/her proposal.

4.1.1 Preference Evaluation Factor. The CO will utilize the following factors to evaluate each proposal submittal received:

[Table No. 6a]

Max Point Value

Type

Factor Description

7 Objective SECTION 3 BUSINESS PREFERENCE PARTICIPATION. A firm may qualify for Section 3 status as detailed within Attachments D and D-1 (NOTE: A max of 15 points awarded).

7a

15 points Priority I, Category 1a. Business concerns that are 51 percent or more owned and controlled by low- or very low-income persons.

7b 13 points Priority II, Category 1b. 51 percent or more owned and controlled by current public housing residents or residents who currently live in Section 8-assisted housing.

7c

11 points Priority III, Category 2a. Over 75 percent of the labor hours performed for the business over a three-month period are performed by Section 3 workers.

7d 9 points Priority IV, Category 2b. Business concerns whose workforce includes 30 percent of residents of any other public housing development or developments, or within three (3) years of the date of first employment with the business concern, were “Section 3” residents of any other public housing development.

7e

7 points Priority V, Category 3. Business concerns participating in HUD Youth-build programs being carried out in the metropolitan area in which the Section 3-covered assistance is expended.

7f 5 points Priority VI, Category 4a. Business concerns that are 51 percent or more owned by Section 3 residents in the metropolitan area, or whose permanent, full-time workforce includes no less than 30 percent of Section 3 residents in the metropolitan area, or within three (3) years of the date of employment with the business concern, were Section 3 residents in the metropolitan area.

7g 3 points Priority VII, Category 4b. Business concerns that subcontract in excess of 25 percent of the total amount of subcontracts to Section 3 business concerns.

7h 15 points Maximum Available Preference Points (Additional)

115 points Total Possible Points

4.2 Evaluation Method.

4.2.1 Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (i.e., meets the minimum of the requirements).

4.2.2 Evaluation Packet. An evaluation packet will be prepared for each evaluator, including the following documents:

4.2.2.1 Instructions to Evaluators;

4.2.2.2 Proposal Tabulation Form;

4.2.2.3 Written Narrative Form for each proposer;

4.2.2.4 Recap of each proposer’s responsiveness;

4.2.2.5 Copy of all pertinent RFP documents.

4.2.3 Evaluation Committee. The Agency anticipates that it will select a minimum of a three-person committee to evaluate each of the responsive “hard copy” proposals submitted in response to this RFP. PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any evaluation committee member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As detailed within Section 3.5 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.

4.2.4 Evaluation. The CO will evaluate and award points pertaining to Evaluation Factors No. 1 and 7 (the “Objective” Factors). The appointed evaluation committee shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 2, 3, 4, 5 and 6 (the “Subjective” Factors). Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

4.2.4.1 Points Awarded Range. Pertaining to the Subjective Factors, please note the following range of points awarded (points pertaining to this RFP are shaded—please also see the Evaluation Factors detailed within the preceding Section 4.1):

[Table No. 7]

Points Awarded Range

Classification* Rating % 10 30 100**

Acceptable Excellent 95%/+ 10 29-30 95-100

Acceptable Very Good 90%/+ 9 27-28 90-94

Potentially Acceptable Good 80%/+ 8 24-26 80-89

Potentially Acceptable Average 70%/+ 7 21-23 70-79

Unacceptable Poor <70% 0-6 0-20 0-69 *Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV-3.

**Total available points to be awarded, including cost points, minus preference points.

4.2.5 Potential "Competitive Range" or “Best and Finals” Negotiations. The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV-3, conduct a “Best and Finals” Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by the Agency in as timely a manner as possible, but in any case, within no longer than 10 days after the beginning of such negotiations with the firms deemed to be in the competitive range.

4.2.6 Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the ED for approval.