1.0 Q26001 RFQ_Raise Up_Pre-Qualified Pool of Contractors 2026.pdf

REQUEST FOR QUALIFICATIONS (RFQ)

No. Q26001

Pre-Qualified Contractor Pool

REQUEST FOR QUALIFICATIONS (RFQ) No. Q26001 | Pre-Qualified Pool of Contractors

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INTRODUCTION

The Lorain Metropolitan Housing Authority dba Raise Up (hereinafter, “the Agency”) is a public entity that was formed in 1938 to provide federally subsidized housing and housing assistance to low-income families, within the County of Lorain, OH. The Agency is headed by a Chief Executive Officer (CEO) 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.

The Agency maintains and manages 1650 units of housing located throughout Lorain County. The unit mix consists of 911 HUD public housing subsidized units, 727 HUD multifamily subsidized units, and 12 market-rate units. Of these, 578 units are also Low-Income Housing Tax Credit units. The Agency has 97 employees.

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

RFQ INFORMATION AT A GLANCE

KEY INFORMATION DETAILS & DEADLINES

DATE ISSUED Tuesday, September 8, 2026

AGENCY CONTACT PERSON

Sarah Karpinski, Director of Procurement Telephone: 440-288-7499 / TDD/TTY: 800-750-0750 E-mail: procurement@rupartners.org

WHERE TO DOWNLOAD RFQ

DOCUMENTS

Access the online Housing Agency Marketplace portal.

For portal support, contact customer service at (866) 526-9266

PRE-PROPOSAL CONFERENCE

Optional Meeting: Thursday, September 24, 2026, at 10:00 AM ET Location: 1600 Kansas Avenue, Lorain, OH 44052 Attendance is recommended but not mandatory

QUESTION DUE DATE

Thursday, October 8, 2026, at 2:00 PM ET All inquiries must be submitted electronically through the e-procurement marketplace portal.

PRINTED HARD COPY

SUBMISSION

Proposals must explicitly reference the RFQ number. Submit one (1) original printed hard copy and two (2) photocopies in a sealed envelope.

Packages must be received and time-stamped by the Agency no later than the deadline at:

Raise Up, 1600 Kansas Avenue, Lorain, OH 44052

BID DUE DATE AND TIME Thursday, October 15, 2026, at 2:00 PM ET https://ha.internationaleprocurement.com/requests.html?company_id=50641 https://ha.internationaleprocurement.com/requests.html?company_id=50641

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Table of Contents

INTRODUCTION

RFQ INFORMATION AT A GLANCE

1) THE AGENCY’S RESERVATION OF RIGHTS

b) Definitions

2) SCOPE OF WORK

a) Request for Qualifications

b) Covered Technical Work Categories

c) Maintenance and Construction

d) Quoting Process prior to Task Order Issuance

e) “Or Equal” Specifications

3) CONTRACTOR RESPONSIBILITIES

a) Site Management and Safety

b) Site Inspections and Conditions

c) Contractor Communications

d) Closeout Requirements

e) Mandatory Approval Conditions related to construction

f) Permits

g) Required Licensing

h) Safety

i) Security during the Work

j) Temporary Facilities

k) Time of Completion

l) Tools/Equipment/Materials

m) Weekends

n) Work Standards

o) Wage Reports (if applicable)

p) Subcontractor Certified Wage Reports (if applicable)

q) Progress Payments

r) Retainage

s) Request for Payment Forms (if applicable

t) Payment Approval Process

u) Build America, Buy America Act - Domestic Preferences

v) Section 3 of the Housing and Urban Development Act of 1968

4) PREPROPOSAL CONFERENCE

5) PROPOSAL REQUIREMENTS AND FORMATTING

a) Proposal Organization and Format

6) PROPOSAL SUBMISSION

a) General Submission Requirements

b) Submission Composition

c) Submission Conditions

7) PROPOSERS RESPONSIBILITIES

b) Agency Contact

c) Addenda

d) Supplier Diversity and Inclusive Sourcing

8) PROPOSAL EVALUATION

a) Evaluation Factors

b) Evaluation Method

c) Evaluation Packet

d) Evaluation Committee

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e) Evaluation of Proposals

f) Points Range

g) Potential Negotiations

h) Scoring

i) Proposer Rank

j) Minimum Evaluation Results

k) Notice of Results of Evaluation

l) Conflict of Interest

9) CONTRACT POOL ENTRY & CONDITIONS

a) Contract Pool Admission Procedure

b) Contract Conditions

c) HUD Forms

d) Assignment of Personnel

e) Unauthorized Subcontracting Prohibited

f) Pool Validation Period

g) Licensing and Insurance Requirements

h) Contract Service Standards

i) Prompt Return of Contract Documents

10) POST-QUALIFICATION QUOTING AND TASK ORDER

11) ATTACHMENTS

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1) THE AGENCY’S RESERVATION OF RIGHTS.

a) The Agency reserves the right to:

i) Right to Reject, Waive, or Terminate the RFQ. Reject any or all proposals, waive any informality in the RFQ process, or terminate the RFQ process at any time, if deemed by the Agency to be in its best interest.

ii) Right to Not Award. Decline to award any contract or enter into any pool pursuant to this RFQ.

iii) Right to Terminate. Terminate any contract awarded pursuant to this RFQ for convenience at any time by providing ten (10) days written notice to the successful respondent(s).

iv) Right to Determine Time and Location. Determine the days, hours, and locations where the successful respondent(s) shall provide the services requested in this RFQ.

v) Right to Retain Qualifications. Retain all qualifications submitted and to not permit withdrawal for a period of 60 days subsequent to the deadline for receiving qualifications without the written consent of the Agency Chief Executive Officer (CEO).

vi) Right to Negotiate. Negotiate the fees, rates, and terms proposed by any respondent entity.

vii) Right to Reject Non-Responsive Proposals. Reject and disqualify any proposal that fails to meet the requirements of this RFQ. This includes, but is not limited to, incomplete proposals, non-conforming proposals, or proposals offering alternate, unrequested services.

viii) No Obligation to Compensate. Assume no obligation or liability to compensate any respondent for costs incurred in preparing or responding to this RFQ.

ix) Right to Prohibit. Prohibit further participation by a respondent or reject any proposal at any time during the RFQ or contract process if the respondent or proposal fails to conform to any requirement detailed herein.

x) Right to Reject – Obtaining Competitive Solicitation Documents. The online e-Procurement Housing Agency Marketplace is the sole authorized platform utilized by the Agency to distribute these solicitation documents and any associated addenda. By submitting a qualification package, the respondent affirms that all solicitation files and updates were accessed and downloaded directly from this portal. Third-party entities (such as commercial plan rooms, construction bulletin boards, or proposal depositories) are not authorized to distribute these documents. The Agency shall reject, without consideration, any qualification package submitted by a firm that did not download the official documents directly from the e-Procurement Marketplace portal.

b) Definitions

i) Applicant / Respondent: A firm or individual submitting a Statement of Qualifications in response to this Request for Qualifications (RFQ) to gain admission into the pre-qualified pool.

ii) Pool Member / Pre-Qualified Contractor: A firm that has been evaluated, selected, and has executed a Master Agreement with the Agency. These firms are authorized to receive and bid on subsequent task order quote requests.

iii) Contractor / Awarded Contractor: The specific Pool Member that is awarded an individual Task Order to perform a designated maintenance or construction projects.

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2) SCOPE OF WORK

a) Request for Qualifications

i) The Agency is conducting this Request for Qualifications (RFQ) to establish a Prequalified List of Contractors (“the Pool”) to provide expedited construction, modernization, and maintenance services.

This process is conducted in strict accordance with the prequalified vendor list regulations authorized under 2 CFR 200.319(e) and the guidelines of the HUD Procurement Handbook 7460.8 REV 3.

ii) Pool Administration and Maintenance

(1) Establishes eligibility to quote future projects but does not constitute a contract award or guarantee a specific volume of work. To ensure full and open competition as mandated by federal law, the Pool will operate under the following guidelines:

(a) This solicitation shall remain open. The Agency will continuously accept qualifications from new contractors who wish to join the Pool, evaluating and updating the list of approved vendors at regular intervals (typically every 6 to 12 months).

(b) Contractors already admitted to the Pool are not required to re-apply or re-compete when the Pool is updated; their approved status will carry forward automatically.

(c) Newly added firms cannot submit quotes or receive project awards until their qualifications are fully reviewed and approved by the Agency.

(d) The Agency reserves the right to remove any contractor from the Pool for non-responsiveness, poor performance, failure to maintain licensing or insurance, or any cause that would traditionally justify contract termination.

(2) Capital Fund Program Projects

(a) The Agency may choose to utilize the “Pool” to complete needed small construction or maintenance work pertaining to the Agency’s Capital Fund Program (CFP), and any other such small construction work the Agency needs to complete for any Agency program. The Agency anticipates that this “small construction work” will typically be for task order awards less than $100,000 each (typically much less, but may, at the Agency Chief Executive Officer’s discretion, be more).

b) Covered Technical Work Categories

i) Contractors may apply for admission under one or multiple specialty trade areas. Detailed technical specifications will accompany each individual quote request. Anticipated work includes, but is not limited to:

(1) Roofing: Minor repairs, preventative maintenance, and full roof replacements.

(2) Concrete & Masonry: Repair and replacement of sidewalks, curbs, pads, and retaining structures.

(3) Flooring: Removal and/or installation of VCT, plank flooring, tile, and carpeting.

(4) Fencing: Repair and installation of chain-link, wood, vinyl, and security fencing.

(5) Site & Civil Work: Drainage improvements, storm drain clearing, grading, and asphalt work.

(6) Mechanical, Electrical, Plumbing (MEP): Comprehensive Boiler, HVAC, and electrical system diagnostics, repairs, leak repairs, and upgrades.

(7) Interior & Exterior Structural Care: Remediation of windows, doors, cabinetry, framing, drywall, finish carpentry, and comprehensive post-construction site/unit cleanup.

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ii) Supplies, Materials, and Fixtures

(1) The Agency will specify in each quote request which supplies, materials, or fixtures the Contractor must provide as part of their fixed fee, and which items the Agency will provide directly. The Agency typically supplies these items directly to ensure standard quality (e.g., appliances, light fixtures, cabinets, and plumbing fixtures).

iii) The Agency reserves the right to require the Contractor to:

(1) Collect the required supplies directly from the Agency

(2) Pick up the required supplies from an Agency-designated supplier at the Agency’s expense,

c) Maintenance and Construction Rates

i) The Agency will determine if a project task order is maintenance or construction when it is awarded.

(1) Maintenance Work: Routine maintenance task orders are governed by the Agency’s established Maintenance Wage Rate Determination (MWRD). The applicable labor rates are detailed in Attachment N-15a. This form is currently under review by the U.S. Department of Housing and Urban Development (HUD) for final approval. Upon HUD execution, the finalized MWRD form will be formally incorporated into the Master Agreement and all subsequent task orders.

(2) Construction Work: Modernization and development task orders are strictly subject to federal Davis-Bacon wage rates. The specific, prevailing Davis-Bacon wage decision current at the time of the project’s issuance will be attached to and made part of that applicable Request for quote as detailed in the Attachment N-15b.

d) Quoting Process prior to Task Order Issuance

i) Pool Eligibility: Contractors placed within the Pool are eligible to submit competitive quotes on individual renovation projects as they become available.

ii) Project Value Thresholds: Individual task orders will typically range from a minimum of $500 up to a maximum of $350,000. The Chief Executive Officer reserves the right to authorize projects exceeding this threshold up to the federal Simplified Acquisition Threshold.

iii) Scope of Work Distribution: When a project becomes available, the Agency will send a detailed description of the work and the required wage rates to all approved contractors within that specific trade.

(1) Documentation Exemptions: Because all HUD-required compliance forms are evaluated during the initial RFQ process, contractors are exempt from resubmitting administrative paperwork for individual project quotes.

iv) Quoting Timelines: Quote requests will typically remain open for five (5) business days. The Agency reserves the right to extend this quote window to optimize competition.

v) Task Order Award: Project assignments will be awarded strictly to the lowest responsive and responsible bidder.

e) “Or Equal” Specifications

i) Any brand name specified in this RFQ, its attachments, or subsequent projects automatically implies "or equal" to establish design and quality standards per HUD Handbook 7460.8 REV 3, Section 9.3.A.

Contractors may propose alternative products, which the Agency will evaluate against the original item's essential characteristics. The Agency retains sole discretion to determine if a proposed alternative meets minimum specifications. Contractors may request these essential characteristics in writing before bidding, or the apparent successful bidder may submit alternative product data for review after the deadline.

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3) CONTRACTOR RESPONSIBILITIES

a) Site Management and Safety

i) Emergency Vehicle Access: The Contractor must ensure that all equipment and vehicles do not obstruct emergency vehicle access or public traffic.

ii) Equipment Relocation: The Agency reserves the right to reject vehicle or equipment placement and demand immediate relocation at any time to ensure site safety.

iii) Daily Debris Removal: The Contractor must maintain clean work areas and remove all project-generated debris at the end of each workday.

iv) On-Site Storage: Tools, equipment, and materials may only be stored on-site overnight with explicit, prior permission from the Agency.

v) Common Area Sanitation: All living areas, points of ingress and egress, and interior or exterior spaces used by Agency clients and staff must be kept strictly clean and sanitary.

b) Site Inspections and Conditions

i) Pre-Work Examination: The Contractor must thoroughly examine the designated work area prior to beginning performance to identify any unsuitable conditions.

ii) Condition Notification: The Contractor must immediately notify the Agency representative in writing of any unsuitable site conditions before performing work.

iii) Liability for Unsuitable Conditions: Failure to report unsuitable conditions makes the Contractor financially liable for any subsequent removal or replacement costs.

c) Contractor Communications

i) Point of Contact: The Agency will designate a primary point of contact for the Contractor during the solicitation and performance of each task order.

ii) Written Requests: All requests for project changes, modifications, or formal decisions must be submitted to the Agency’s designated point of contact in writing.

iii) Response Timeframes: The Agency typically issues decisions within three (3) business days of receipt, though response times may vary based on complexity.

iv) Timely Submission: The Contractor must submit all written inquiries and change requests in a proactive, timely manner to avoid project delays.

d) Closeout Requirements

i) Final Invoicing: Contractor will submit a separate, final payment request for the return of the ten percent (10%) retainage (if applicable).

ii) Warranty Documentation: A formal, one (1) year written warranty letter issued directly from the Contractor.

iii) Consent of Surety: A certified Consent of Surety to Final Payment form (if applicable).

iv) Release of Liens: A fully executed Contractor’s Affidavit of Release of Liens (if applicable).

v) Certificate and Release: A signed Contractor’s Certificate and Release form.

vi) Record Drawings: Complete and accurate as-built drawings detailing all final installations (if applicable).

e) Mandatory Approval Conditions related to construction

i) To receive payment approval, the Agency must verify that the Contractor has met the following criteria:

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(1) Schedule of Values Alignment: The payment request must perfectly align with the Agency-approved schedule of amounts for contract payments.

(2) Retainage Exclusion: The total requested amount must exclude the mandatory ten percent (10%) retainage withheld by the Agency.

(3) Contract Document Compliance: All work covered by the payment request must be fully performed in strict compliance with the contract construction documents.

(4) Documentation Execution: The Periodic Estimate for Partial Payment and all applicable supporting documentation must be properly executed and submitted.

(5) Compliance Reporting: The Contractor shall, during the term of the work, within seven (7) days of the end of any weekly payroll period, forward to the Agency a copy of the weekly wage reports (if applicable).

f) Permits

i) The Contractor shall obtain any and all required permits pertaining to any assigned work at their expense.

g) Required Licensing

i) The Contractor(s) shall be in possession of any current appropriate licensing that may be required by the City of Lorain (and/or, if applicable, any city jurisdiction in which work will be performed), Lorain County and/or the State of Ohio.

h) Safety

i) It shall be the responsibility of the Contractor to ensure at all times during the performance of the work to the maximum extent feasible, to protect the safety of Agency residents and staff, the Contractor's staff and subcontractors, and the public. This shall include, but not be limited to, compliance with all OSHA-related Federal and local laws, codes, and regulations.

i) Security during the Work

i) The Contractor shall take all means necessary to maintain the security of the area in which they are working. These security measures must be carried out on a twenty-four (24) hour basis, not just during the normal work hours.

j) Temporary Facilities

i) It shall be the responsibility of the Contractor to provide any temporary facilities that may be required, including, but not limited to temporary toilets, water, fencing, barricades, lighting, planking, signage, guardrails, etc. Accordingly, it shall be the responsibility of the Contractor to secure and maintain such items during the term of the work.

k) Time of Completion

i) The Contractor shall commence, and complete work as specified within the Notice to Proceed form issued by the Agency for any ensuing work assigned by the Agency.

l) Tools/Equipment/Materials

i) The Contractor shall ensure that at all times during the work, tools, equipment, and material are handled, placed, and stored in a secure and safe manner so as to protect all parties, including, but not limited to, the Contractor's workers, Agency tenants and staff, and the public at large. The Contractor shall ensure that during nonworking hours such items are not left unattended on the job site when such safety may be compromised. As the building the Contractor will be working in is occupied by housing

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m) Weekends

i) Unless otherwise approved by the Agency in writing, the Contractor shall not perform work on Agency property during a holiday or weekend days (Saturday or Sunday).

n) Work Standards

i) It is the responsibility of the Contractor to ensure that each worker provided by the Contractor shall be fully trained and qualified to provide any assigned work. Accordingly, all work provided shall be guaranteed by the Contractor to be performed in a workmanlike manner and in accordance with all applicable laws, codes, and/or regulations, including those issued by, but not limited to the City of Lorain (and/or, if applicable, any city jurisdiction therein in which work will be performed), Lorain County, and/or the State of Ohio.

o) Wage Reports (if applicable)

i) The Contractor shall, during the term of the work, within seven (7) days of the end of any weekly payroll period, forward to the Agency a copy of the weekly certified wage reports.

ii) On-Site Wage Survey. The Contractor is hereby made aware that the Agency Representative will conduct periodic onsite wage surveys of the Contractor's staff working at the site. It is the responsibility of the Contractor to ensure that such work staff cooperate fully with the Agency interviewer. Relating to such interviews, please also see form HUD-11, Attachment N-14, attached hereto.

p) Subcontractor Certified Wage Reports (if applicable)

i) All original signature certified payrolls for relevant subcontractors must be submitted utilizing Form WH- 347, or an approved equivalent.

q) Progress Payments (if applicable)

i) Progress Payments: In accordance with federal procurement standards, the Agency will issue progress payments at thirty (30) day intervals for acceptable work and stored materials.

ii) Payment Calculations: Monthly progress payments will be calculated based strictly on the verified percentage of project completion during that one (1) month period.

r) Retainage (if applicable)

i) Retainage Withholding: A ten percent (10%) retainage will be withheld from each monthly progress payment request.

ii) The Request for Payment form must list and clearly identify the retainage in the amount of ten percent (10%) as a deduction to the subtotal of charges on the Request for Payment.

iii) Retainage Exemption: Retainage requirements do not apply to projects completed under a single, lump-sum payment upon final, satisfactory inspection.

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s) Request for Payment Forms (if applicable)

i) The Contractor shall submit a request for payment for each individual awarded project on the following forms, as may be appropriate:

(1) Form HUD-51000 (1/2014), Schedule of Amounts for Contract Payments.

(a) NOTE: The Agency also retains the right to require any bidder to submit this fully completed form to the Agency at any point after the ensuing quote submittal deadline. This typically will occur when the Agency wishes to do an analysis of the bidder’s proposed cost to ascertain whether the bidder’s proposed cost is realistic, fair, and/or reasonable.

(2) Form HUD-51001 (1/2014), Periodic Estimate for Partial Payment

(3) Form HUD-51002 (1/2014), Schedule of Change Orders

(4) Form HUD 51003 (1/2014), Schedule of Materials Stored

(5) Form HUD-51004 (1/2014), Summary of Materials Stored

(6) Form HUD-5372(1/2014), Construction Progress Schedule

t) Payment Approval Process

i) The Agency will review each Contractor progress payment request and grant approval only when all specified compliance conditions are met.

ii) Disputed and Unsatisfactory Work

(1) Withholding for Unsatisfactory Work: If a payment request includes items not completed to the Agency's satisfaction, the Agency will withhold payment for those specific items.

(2) Satisfactory work: The definition of satisfactory work remains at the sole discretion of the Agency.

(3) Undisputed Balance Payment: The Agency will approve and release payment for the remaining, undisputed portion of the progress payment request.

u) Build America, Buy America Act - Domestic Preferences

i) Domestic Preference Mandate: As appropriate and to the extent consistent with law, Raise Up will, to the greatest extent practicable under a federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). These requirements will be included in all subawards including all contracts and purchase orders for work or products under this award.

ii) Contractor Acknowledgements and Compliance: Contractor must acknowledge and represent that it is familiar with federal laws regarding domestic preferences, including but not limited to the Build America, Buy America Act – Public Law 117-58 (BABAA). To the extent required by BABAA or other federal laws, Contractor acknowledges and represents that it will fully comply with all requirements that Raise Up use American-made iron and steel, construction materials, and manufactured products in infrastructure products covered by BABAA. Contractor shall not approve for use in any project governed by BABAA, any iron, steel, manufactured products, or construction materials unless such materials have been produced in the United States and shall obtain all necessary compliance certificates for work that is within Contractor’s scope of work unless otherwise waived by HUD.

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iii) Statutory Definitions:

(1) “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.

(2) “Manufactured products” means articles, materials, or supplies that have been processed into a specific form and shape or combined with other articles, materials, or supplies to create a product with different properties than the individual articles, materials, or supplies. To be compliant with BABAA, the manufactured products must be manufactured in the United States; and, the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product.

(3) “Construction materials” means articles, materials, or supplies that consist of only one of the following items: non-ferrous metals, plastic and polymer-based products (including polyvinylchloride, composite building materials, and polymers used in fiber optic cables), glass (including optic glass), fiber optic cable (including drop cable), optical fiber, lumber, engineered wood, and drywall.

iv) Waiver Protocols and Pricing Requirements: Contractor must acknowledge that it has reviewed and understands all General Waivers issued by HUD, and the regulations under which Raise Up may seek a project-specific waiver based upon public interest, non-availability, or unreasonable cost. To determine whether a project-specific waiver may be justified due to unreasonable cost or non-availability, Contractor shall submit a bid reflecting both (a) compliance with BABAA, and (b) sourcing all materials without regard to domestic preference. Where materials needed for the project are unavailable domestically in either sufficient quantity or quality, Contractor shall include a written verification attesting to such unavailability as part of its bid package. Raise Up reserves the right to award a contract to Contractor subject to the grant of a project specific waiver by HUD, and all prices reflected in Contractor’s bid shall remain firm during any HUD review period.

v) Closeout Certification, Records, and Remedies: Contractor must also acknowledge and agree that it will certify in writing at the conclusion of the project that to Contractor’s knowledge and belief, all supplied iron, steel, manufactured products, or construction materials complies with BABAA unless otherwise waived by HUD. Further, Contractor shall maintain all such records for at least three (3) years following the substantial completion of any infrastructure project covered by BABAA. Contractor’s failure to comply shall constitute a material breach thereof and shall give rise to a claim for indemnification in the event HUD issues a penalty or other adverse finding against the Agency.

v) Section 3 of the Housing and Urban Development Act of 1968

i) Economic Mandate and Purpose: Contracts are subject to Section 3 of the Housing and Urban Development Act of 1968 (24 CFR Part 75), ensuring employment and economic opportunities are directed to low- and very low-income persons, particularly housing assistance recipients. For the complete standard statutory and regulatory text regarding labor hours, notifications, and subcontract requirements, please refer to the referenced documents, Attachment I.

4) PREPROPOSAL CONFERENCE. The scheduled pre-proposal conference identified on page 2 of this document is optional under HUD regulations and is not mandatory for submission. While attendance is optional, all prospective proposers are strongly encouraged to attend to review the submission requirements and clarify expectations before the final deadline.

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5) PROPOSAL REQUIREMENTS AND FORMATTING

a) Proposal Organization and Format

i) The Agency intends to admit all contractors into the pool who meet the minimum qualifications outlined in this RFQ, rather than selecting a single contractor. To facilitate an efficient and objective review by the evaluation committee, proposers must format their qualification package in the exact sequential order listed below. Proposed services and narratives must not conflict with any requirements outlined in this RFQ or its subsequent addenda.

Submission Order Section Title Master

Attachment Description

Tab 1 Form of Proposal Attachment A Complete, sign, and submit the 2-page master execution sheet

Tab 2 Profile of Firm

Form & Resumes

Attachment B Complete the profile form. Attach your company background biography and requested key employee resumes directly behind it.

Tab 3 HUD Form 5369-A Attachment C

Complete, sign, and submit Attachment C (HUD Form 5369- A, 4 pages). Note: "Bid/Bidder" means "Applicant/Respondent."

Tab 4 HUD Form 5369-C Attachment D Complete, sign, and submit Attachment D (HUD Form 5369-

C, 2 pages).

Tab 5 Core Legal Documents

Attachments E, F, G, & H

Form HUD-50071 (Attachment E), SF-LLL (Attachment F), Non-Collusive Affidavit (Attachment G), and standard W-9 (Attachment H)

Tab 6 HUD Section 3 Compliance Attachment I Complete and attach the Section 3 Policy acknowledgement

Tab 7 Qualifications Narrative

Proposer Provided

Provide your technical response detailing your Approach, Technical Plan, and Experience (Suggested limit: 2–3 pages).

Tab 8 Management and Staffing

Plan

Proposer Provided

Provide a brief overview of your firm’s management structure and financial capacity. Include your current organizational chart.

Tab 9 Client References

Proposer Provided

Provide a list of current or past clients receiving similar services, including company name, contact person, phone, and email.

Tab 10 Subcontractors / Joint Ventures Optional Identify if you plan to use subcontractors or if this is a joint venture.

Tab 11 Other Information Optional

Include any additional marketing materials, certifications, or information that will help the Agency evaluate your qualifications.

• The required forms listed in Tabs 1 through 6 correspond to the mandatory submission documents found in Section 11 (Attachments A through I)

• Binding Recommendation: Separate each section with a clearly labeled sheet of colored paper or standard numbered tabs.

b) Detailed Instructions for The Qualifications Narrative (TAB 7)

i) The narrative response submitted under this Tab 7 must not exceed three (3) pages and must directly address the following criteria:

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(1) Approach: Describe your firm’s step-by-step method for responding to requests for service across Raise up properties. Detail your scheduling methods and communication workflow with our internal property managers.

(2) Technical Plan: Detail your company's physical trade strategies and quality assurance methods for your trade specialty, including but not limited to: Roofing, Concrete, Flooring, Fencing, Site Work, MEP, and Structural Care. Explain who inspects the finished work before it is signed off.

(3) Experience: Provide a clear history of commercial maintenance or construction contracts your firm has executed within the past thirty-six (36) months, with a specific focus on work performed for public housing authorities or under federal regulations (like Davis-Bacon and Section 3 tracking).

(4) Forms & Reports: Attach samples or clear summaries of your standard daily logs, safety compliance reports, and progress tracking forms.

c) Detailed Instructions for The Management & Staffing Plan (TAB 8)

i) The response submitted under this Tab 8 must detail your firm's administrative capabilities and include:

(1) Organizational Chart: Provide a current chart showing your company's chain of command, from executives down to field supervisors.

(2) Staffing & Screening Narrative: Detail your company's capacity to field multiple concurrent work orders. Explain how your field staff are screened (background checks), trained, and monitored for quality and tenant safety.

6) PROPOSAL SUBMISSION

a) General Submission Requirements

i) Proposers must submit one (1) original signed hard copy and two (2) identical photocopies of their qualification proposal.

(1) Delivery Method: Submissions must be delivered in a securely sealed envelope or package.

(2) Labeling: The exterior must be clearly marked with the RFQ Title, RFQ Number, and the proposer’s name and address.

(3) Deadline & Location: Deliveries must be received and time-stamped at the address specified in the RFQ Information at a Glance section on Page 2, no later than the posted deadline.

(4) Exclusions: Facsimile or electronic submissions (via email) will not be accepted. Late proposals will be rejected automatically without review.

b) Submission Composition

i) The proposal package must contain the following components:

(1) One (1) Original: A master copy bearing wet, original signatures in blue ink on all required certification forms and execution sheets.

(2) Two (2) Photocopies: Exact duplicates of the original signed package for evaluation committee use.

(3) Document Order: All forms and documents must be arranged in the exact sequential order specified in the submittal guidelines.

ii) Sealed Proposal Package

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(a) The exterior of the sealed package must clearly display the RFQ number, the proposer’s company name, and a return address. Late proposals will be rejected automatically without review.

c) Submission Conditions

i) Document Integrity: Proposers shall not fold the documents or make any unauthorized modifications, alterations, or additions to the official RFQ forms. Altering the Agency’s required templates may result in immediate disqualification.

ii) Waiver Right: If minor, non-substantive notations, or formatting deviations are present, the Agency reserves the sole right to waive the minor informality and evaluate the proposal as issued.

iii) Proposer Agreement: By downloading these documents from the eProcurement Marketplace and submitting a proposal, the contractor explicitly agrees to follow all instructions, track any published addenda, and abide by all terms outlined in this solicitation.

7) PROPOSERS RESPONSIBILITIES

a) It is the sole responsibility of the proposer to stay informed of and abide by all deadlines, requirements, and specifications issued by the Agency. Submitting a signed proposal constitutes full agreement to comply with these terms. Any attempt by a proposer to unilaterally exclude or change an Agency requirement without prior written approval from the CEO may result in the proposal being disqualified.

b) Agency Contact

i) All communications regarding this RFQ must be directed exclusively to the designated Contracting Officer (CO). Proposers are strictly prohibited from contacting any other Agency staff member, executive, or member of the Board of Commissioners regarding this solicitation. Failure to follow this directive may result in the immediate disqualification of the proposal.

c) Addenda

i) All questions and requests for information must be submitted to the CO in writing. The CO will issue official responses via written addenda to all registered prospective proposers on the Housing Agency Marketplace. To ensure a fair and open competition, the CO will not engage in ex parte communications (private, substantive discussions about the RFQ rules with a single contractor). If a proposer calls with a substantive question, the CO will instruct them to submit the inquiry in writing so a public addendum can be shared equally with all parties.

d) Supplier Diversity and Inclusive Sourcing

i) Pursuant to 2 CFR 200.321, HUD Procurement Handbook 7460.8 REV 3, and the Agency’s internal Procurement Policy, both the Agency and its contractors share a responsibility to optimize contracting opportunities for small, minority owned (MBE) women owned (WBE), and businesses in labor surplus areas.

ii) Required Effort. Consistent with Executive Orders 11625, 12138, and 12432, the PHA shall make every feasible effort to ensure that small businesses MBEs, WBEs, and labor surplus area businesses participate in PHA contracting. These steps include:

(1) Solicitation Lists: Including qualified small, minority, and women-owned businesses on solicitation lists and actively contacting them whenever they are protentional sources.

(2) Dividing Requirements: Dividing project requirements into smaller tasks or quantities, when economically feasible, to permit maximum participation.

(3) Delivery Schedule: Establishing delivery and work schedules that encourage their participation.

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(4) Agency Resource utilization: Using the services and assistance of the Small Business Administration (SABA) and the Minority Business Development Agency (MBDA).

(5) Flow-Down Requirements: Prime contractors shall take these exact steps for Subcontractors when issuing any subcontracts.

iii) Goals vs. Quotas: In alignment with HUD guidelines, the Agency is encouraged to establish participation goals to measure program effectiveness. Responders are advised that these metrics service as outreach benchmarks; they do not constitute mandatory set-asides or rigid quotas, ensuring full and open competition

8) PROPOSAL EVALUATION

a) Evaluation Factors

i) The following factors will be utilized by the Agency to evaluate each proposal received. Award of points for each listed factor will be based upon the documentation that the proposer submits within their proposal submittal:

No. Point Value Factor Type Factor Description

1 10 Approach And understanding

The proposer’s demonstrated understanding of the Agency’s operational requirements, project timelines, and standard performance expectations for small construction and maintenance work.

2 10 Technical Approach and Services

The quality, safety, and reliability of the proposer’s technical approach, including their project management methods and ability to deliver the specific trade services requested by the Agency.

3 20 Technical

Capabilities and Management Plan

The qualifications of the proposer's personnel, including key staff and trade workers, and a management plan that proves the firm can handle multiple concurrent task orders efficiently.

4 50 Experience and Past Performance

The proposer’s demonstrated success on similar contracts, specifically regarding budget control, meeting project schedules, and high-quality workmanship, as verified by reference checks or submitted documents.

5 10 Proposal Presentation

The overall quality, organization, and professional appearance of the submitted proposal, as determined by the evaluation committee.

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

b) Evaluation Method

i) Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness

(i.e., meets the minimum of the requirements). NOTE: Please reference Section 5.a. herein.

c) Evaluation Packet

i) An evaluation packet will be prepared for each evaluator, typically including the following documents:

(1) Instructions to Evaluators;

(2) Proposal Tabulation Form;

(3) Written Narrative Form for each proposer;

(4) Recap of each proposer’s responsiveness;

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(5) Copy of all pertinent RFQ documents.

d) Evaluation Committee

i) 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 RFQ. PLEASE NOTE: No proposer shall be informed at any time during or after the RFQ 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), they SHALL NOT make any attempt to contact or discuss with such person anything related to this RFQ. As detailed within Section 3.4 of this document, the designated CO is the only person at the Agency that the proposers shall contact pertaining to this RFQ. Failure to abide by this requirement may (and most likely will) cause such proposer(s) to be eliminated from consideration for award.

e) Evaluation of Proposals

i) The appointed evaluation committee, independent of the CO or any other person at the Agency, shall evaluate the responsive proposals submitted and award points pertaining to Evaluation Factors No. 1 through 5. Upon final completion of the proposal evaluation process, the evaluation committee will forward the completed evaluations to the CO.

f) Points Range

i) In accordance with HUD Procurement Handbook 7460.8 REV 3, the evaluation committee will score each proposal category using the matrix below. The total available baseline score is 100 points. Proposals must achieve an overall rating of "Potentially Acceptable" or higher to be considered for admission into the contractor pool:

Points Awarded Range Classification* Rating % 10 20 50 100**

Acceptable Excellent 95% /+ 10 19-20 29-30 95-100 Acceptable Very Good 90% /+ 9 18 27-28 90-94

Potentially Acceptable Good 80% /+ 8 16-17 24-26 80-89 Potentially Acceptable Average 70% /+ 7 14-15 21-23 70-79

Unacceptable Poor <70% 0-6 0-13 0-20 0-69 *Pursuant to Chapter 7 of HUD Procurement Handbook 7460.8 REV 3. **Total available points to be awarded.

g) Potential Negotiations ("Competitive Range" or “Best and Finals”)

i) In accordance with HUD Procurement Handbook 7460.8 REV 3, the Agency reserves the right to establish a competitive range of qualified firms and conduct "Best and Final" negotiations. This process may include oral interviews. Any firm excluded from the competitive range will be notified in writing within ten (10) days of the start of negotiations with the top-ranked firms.

h) Scoring ("Competitive Range" or "Best and Finals")

i) Scores from the "Best and Final" negotiation process will stand completely separate. These points will not be combined with or added to the scores from the initial evaluation phase.

i) Proposer Rank

i) The qualitative scores from the evaluation committee will be combined with any objective scoring metrics to determine the final contractor rankings. These rankings will be submitted to the Chief Executive Officer (CEO) for review. Upon the CEO's approval, the final rankings will be presented to the Housing Authority Board of Commissioners (BOC) for formal acceptance into the pool. Contract execution may take place either before or after BOC approval, at the Agency's option.

j) Minimum Evaluation Results

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i) To be considered for admission into the contractor pool, a proposer must receive a final average score of at least seventy (70) points out of the 100 total baseline evaluation points detailed in Section 8.a(i).

k) Notice of Results of Evaluation

i) If an award is completed, all proposers will be notified via the Housing Agency Marketplace. Such notice shall inform all proposers of:

(1) Which proposer received an award.

(2) Where each proposer placed in the process as a result of the evaluation of the proposals received.

(3) Each proposer’s right to a debriefing and to protest.

l) Conflict of Interest

i) All persons having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity, will be excluded from participation on the Agency evaluation committee. Similarly, all persons having ownership interest in and/or contract with a proposer entity will be excluded from participation on the Agency evaluation committee.

9) CONTRACT POOL ENTRY & CONDITIONS

a) Contract Pool Admission Procedure

i) If a contractor is selected for admission into the pre-qualified pool pursuant to this RFQ, the following detailed procedure will be followed:

(1) Agreement to Abide: By completing, executing, and submitting the Form of Proposal (Attachment A), the proposer explicitly agrees to abide by all terms and conditions pertaining to this RFQ as issued by the Agency, either in hard copy or on the e-Procurement Marketplace, including the contract clauses attached as sample exhibits. Accordingly, the Agency has no obligation to conduct any contract negotiations after the submittal deadline.

b) Contract Conditions

i) The following provisions are considered mandatory conditions of any contract award made by the Agency pursuant to this RFQ:

(1) Contract Form. The Agency will only execute contracts using its own form (see attachments) and reserves the right to amend this form as needed. By submitting a proposal, the contractor agrees to these terms. If a proposer wishes to request contract modifications, they must submit them in writing before the RFQ deadline. The Agency will review and respond to all requests. If a proposer rejects the Agency’s final decision, they will be deemed ineligible for award. The Agency's refusal to accept a requested clause does not entitle the contractor to refuse execution of the standard Agency form.

c) HUD Forms

i) Please note that the Agency has no legal right or ability to (and will not) at any time negotiate any clauses contained within ANY of the HUD forms included as a part of this RFQ.

d) Assignment of Personnel

i) The Agency shall retain the right to demand and receive a change in personnel assigned to the work if the Agency believes that such change is in the best interest of the Agency and the completion of the contracted work.

e) Unauthorized Subcontracting Prohibited

i) The Contractor shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFQ, including, but not limited to, selling, or transferring the contract, without the prior written consent

RFQ Q26001 Pre-Qualified Pool of Contractors Page 19 of 24 of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO, shall be void and may result in the cancellation of the contract with the Agency, or may result in the full or partial forfeiture of funds paid to the Contractor as a result of the proposed contract, as determined by the CEO.

f) Pool Validation Period

i) The Agency anticipates that it will initially establish the contractor pool for a period of one (1) year, with the unilateral option to renew and extend the pool annually for up to an additional four (4) years (for a maximum total of 5 years).

ii) Initial Term & Eligibility: Contractors successfully admitted to the Pre-Qualified Pool shall maintain an active, approved status for an initial period of one (1) year from their official date of admission by the Agency, subject to the continuous maintenance of all licensing, insurance, and performance standards detailed herein.

iii) Rolling Updates: Because this RFQ remains continuously open per Section 2.a.ii(1)(a), the expiration or renewal dates of contractors within the Pool will cycle dynamically based on their independent entry timelines. Contractors already admitted are not required to re-compete or re-apply during regular rolling updates, provided their active 5-year eligibility window remains open.

iv) Unilateral Renewal Options: The Agency retains the sole, unilateral right to extend an individual contractor's eligibility within the Pool annually for up to four (4) additional one-year periods, resulting in a maximum total eligibility term of five (5) years per contractor before a full re-submittal of baseline qualifications is required under HUD guidelines.

g) Licensing and Insurance Requirements

i) Prior to award, but not as a part of the proposal submission, the successful proposer will be required to provide an appropriate level of insurance as detailed following, with the following minimums:

(1) Workers Compensation Insurance. An original certificate evidencing the proposer’s current industrial (worker’s compensation) insurance carrier and coverage amount. NOTE: Workers Compensation Insurance will be required of any Contractor that has employees other than just the owner working onsite to provide the services;

(2) General Liability Insurance. An original certificate evidencing General Liability…