1.0 - Unit Inspection Services (HQS) (RFP Document).pdf

REQUEST FOR PROPOSALS (RFP)

No. P26002

Unit Inspection Services (HQS)

REQUEST FOR PROPOSALS (RFP) No. P26002, Unit Inspection Services (HQS)

HOUSING AUTHORITY OF THE CITY OF LIVERMORE, CA

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 Conducting Inspections 6

2.3 General Requirements and Selected Proposer Responsibilities 9

2.4 Preceding Listed Services Not All-inclusive 12

2.5 Previous/Current Provider(s) 12

3.0 Proposal Format 13

3.1 Proposal Documents to be Submitted 13

3.2 Entry of the Proposed Fees 16

3.3 Additional Information Pertaining to each Pricing Item 17

3.4 Proposal Submission 21

3.5 Proposer’s Responsibilities — Contact with the Agency 22

3.6 Pre-proposal Conference 23

3.7 Recap of Attachments 23

4.0 Proposal Evaluation 25

4.1 Evaluation Factors 25

4.2 Evaluation Method 26

5.0 Contract Award 29

5.1 Contract Award Procedure 29

5.2 Contract Conditions 29

5.3 Contract Period 30

5.4 Licensing and Insurance Requirements 30

5.5 Right to Negotiate Fees 31

5.6 Contract Services Standards 31

5.7 Prompt Return of Contract Documents 31

Index of Tables 31

INTRODUCTION

The Housing Authority of the City of Livermore (hereinafter, “the Agency”) is a public entity that was formed to provide federally subsidized housing and housing assistance to low-income families, within the City of Livermore, California. The Agency is headed by an Executive Director (ED) and is governed by a seven-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.

Currently, the Agency owns and/or manages: (a) multi-family apartment complexes totaling 42 units; (b) Project-based Section 8 (former Low-income Public Housing) totaling 125 units; and (c) the Agency administers 737 Section 8 Housing Choice Vouchers. The Agency currently has approximately 9 full-time regular employees. The Agency was designated Moving to Work (MTW) in March 2024. The Agency has one non-profit affiliate that owns the 125-unit former Public Housing Property.

In 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 their 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.

Warren)

Andrew Warren, Management Analyst Telephone: (925)447-3600 x215 E-Mail: awarren@livermoreha.org TDD/TTY: (800)545-1833x917

HOW TO OBTAIN THE RFP DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

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

2. Click on the “Login” button in the upper left side.

3. Follow the listed directions.

4. If you have any problems in accessing or registering on the Marketplace, please call customer support at (866)526-9266.

PRE-PROPOSAL CONFERENCE NONE SCHEDULED

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

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, where provided for within the eProcurement Marketplace.

2. As instructed within Section 3.0 of the RFP document, submit 3 copies of your "hard copy" proposal to the Agency Administrative Office.

PROPOSAL SUBMITAL RETURN & DEADLINE Wednesday, August 19, 2026, 3:00 PM PT 3203 Leahy Way, Livermore, CA 94550 *(The proposed costs must be entered within the eProcurement Marketplace, and the "hard copy" proposal must be received in-hand and time-stamped by the Agency by no later than 3:00 PM PT on this date).

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, waive any informality in the RFP process, or 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 do 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 to 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 eProcurement Marketplace (hereinafter also “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 timeframe shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such an issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The 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 the following detailed services listed herein:

2.1 General Requirements. The Agency is seeking proposals from firms interested in providing Inspection Services for the Agency’s Housing Programs, including the tenant-based Housing Choice Voucher (HCV) program, Project-Based Voucher (PBV) units, and other programs administered by the Agency.

2.1.1 The Selected Proposer must conduct inspections based on the applicable

HUD inspections requirements for the HCV Program.

2.1.2 Pertinent Units. Residential units to be inspected are located throughout the Agency’s jurisdiction in the City of Livermore, CA (please see Attachment 9.0 accompanying this RFP 1.0 Document, and then the immediate-following Table No. 3).

[Table No. 3]

(1)

RFP

Section

(2)

Site

(3) Total Qty of Units

(4) Applicable Units Qty of HCV Units

2.1.2.1 Leahy Square (PBV) 125 125

2.1.2.2 Bluebell Apartments (HCV) 27 3

2.1.2.3 Chestnut Apartments (HCV) 6 2

2.1.2.4 Las Posadas Apartments 9 0

2.1.2.5 Housing Choice Vouchers (HCV) 460 460

2.1.3 Anticipated Services. With our current contractor for these services, typically there are 10-15 inspections scheduled per day, usually two or three times per month. At this time, we are anticipating a potential total of 500- 550 inspections per year.

2.1.4 The Selected Proposer must provide a qualified representative that will be the main point of contact for all the Agency’s inspection requirements.

2.1.5 The Selected Proposer must be capable of transitioning to National Standards for the Physical Inspection of Real Estate (NSPIRE-V) inspections for HCV, when the Agency transitions to NSPIRE-V inspections standards based on HUD compliance requirements.

2.1.6 The Selected Proposer shall perform all assigned duties and responsibilities associated with conducting housing unit inspections in accordance with the standards set forth by HUD regulations and guidance as well as the policies set forth in Agency’s Administrative Plan. Any future requirements published by HUD and/or included in the Agency’s Administrative Plan will be communicated to the Selected Proposer by the Agency.

2.1.7 The Agency currently performs all administrative tasks for all housing program inspections, including, but not limited to, clerical and scheduling responsibilities, notification and communication to tenants/landlords, and ensuring tenant/landlord compliance. However, the Agency may transition certain scheduling and notification functions to the Proposer for a subset of housing programs or all housing programs, as determined by the Agency to be necessary.

2.2 Conducting Inspections. The Selected Proposer shall provide the following general services related to conducting inspections:

2.2.1 The Selected Proposer will be required to perform all assigned inspections for the Agency’s housing programs according to applicable HUD HCV Program inspections requirements and guidelines. This includes the Agency’s tenant-based HCV program, project-based voucher (PBV) units, and other voucher programs administered by the Agency.

2.2.2 The Selected Proposer will be required to conduct the following inspection types when directed by the Agency:

2.2.2.1 Initial Inspections. All prospective units must pass inspection before the Agency enters into a Housing Assistance Payment (HAP) contract.

2.2.2.2 Annual and Biennial Inspections. All units will be inspected every 12 to 24 months as required and specified by the Agency.

2.2.2.3 Special Inspections. As needed, “special” inspections are scheduled for the Selected Proposer to conduct when problem problems are identified with a unit between the annual/biennial inspections.

2.2.2.4 Re-inspections. Re-inspections are scheduled, as required, for inspections that result in a “fail” rating. The Selected Proposer will re-inspect with the purpose of verifying that satisfactory repairs have been made to the items failed in the initial, annual/biennial, or special inspection. For all re-inspections, the Selected Proposer must take a clear photograph of each corrected deficiency. The photograph must clearly demonstrate that the repair or replacement has been completed.

2.2.2.5 The Selected Proposer must have the ability to conduct inspections on electronic tablets, provided by the Agency, utilizing the Agency’s current housing software (HAB) or any future software. The Selected Proposer’s staff must upload inspection data from electronic tablets into the Agency’s software system on the day of the inspection, file appropriate paperwork, and, if required, send paperwork to the Agency for electronic filing on a schedule detailed by the Agency. The Agency may request certain results to be “called in” immediately following the inspection.

2.2.2.6 When applicable, hard copies of completed inspection reports or paperwork will be provided to the Agency on the same business day the inspection is conducted. Reports must include the completed pertinent HUD- or Agency-approved forms.

2.2.3 For all inspections scheduled by the Agency, the Agency shall provide the

Selected Proposer with the inspection schedules (“Route Sheets”). The Selected Proposer is responsible for mapping out their own routes based on the daily schedule provided by the Agency.

2.2.3.1 The Selected Proposer will submit the completed Route Sheets to the Agency, electronically and/or by hard copy as directed by the Agency, at the end of each day for error reconciliation. The Proposer will be responsible for reconciling inspection data as needed/directed by the Agency staff.

2.2.4 For all inspections conducted, the Selected Proposer will use the findings of

“Pass,” “Fail,” or “No Show,” or other applicable finding categories based on required inspections standards including owner/tenant responsibility, and shall provide sufficient detail to the landlord/tenant to explain the specific fail items. The Selected Proposer will be available to the Agency staff to answer questions related to his/her inspection findings.

2.2.5 24-Hour/Life Threatening Deficiencies.

2.2.5.1 Any 24-Hour/Life Threatening “fail” items must be reported immediately to the Agency at the time of the occurrence of the failed inspection. The Agency may also require the Selected Proposer to notify the landlord/property manager of the failed item on the same day of the failed inspection. The Selected Proposer is required to complete a 24-hour fail notice in a format provided by the Agency.

2.2.5.2 When 24-Hour/Life Threatening “fail” items are identified, the

Selected Proposer will be required to re-inspect the unit the following day to determine whether the repair has been completed. If this “following day” inspection falls on a day that the Agency has not scheduled inspections to be completed, the Selected Proposer will be entitled to charge the Agency with a “Show Up” fee for that re-inspection (this fee shall be in addition to the Re-inspection Fee and shall include all travel to and from the site).

2.2.5.3 No re-inspection will typically be required to occur on a non-business day for the Agency.

2.2.6 “No Show” Inspections.

2.2.6.1 The Selected Proposer is required to contact clients via telephone and wait at the unit at least ten (10) minutes prior to leaving the premises because of a "No Show". The proposer shall contact the Agency while still at the property so the Agency may attempt to contact the family or owner. For all “No Shows”, the Proposer is required to leave appropriate notification (i.e., door hanger) informing the tenant that an inspector attempted to conduct a scheduled inspection at the unit. The Agency requires photo documentation of the front door of the unit with “no show” notice attached to be included with the inspection record.

2.2.6.2 The Agency will verify that inspections determined to be “No-

Shows” by the Selected Proposer are reasonable.

2.2.7 The Agency may request the Selected Proposer to verify that additional rooms, which were approved based on a Reasonable Accommodation (RA) for the family, are being used according to the RA request. When the Selected Proposer determines there are violations of the RA request, the Selected Proposer shall be required to take pictures of these rooms and attach the pictures to the inspection record.

2.2.8 If extraordinary circumstances prevent the Selected Proposer from keeping scheduled appointment times, the Selected Proposer shall make every reasonable effort to promptly contact the landlord/tenant and advise the Agency to reschedule. A reasonable effort must be made to use a replacement inspector in order to keep the scheduled appointments.

2.2.8.1 Inspections outside of the restricted timeframes must be authorized and approved by the Agency. The Selected Proposer may not “re-time” inspections on the day of the inspection. All results must be entered into the Agency’s housing software through the mobile tablet during the actual inspection, or on a hard copy inspection form as requested by the Agency.

2.2.8.2 Any inspection missed or performed outside of the time window given by the Selected Proposer may, at the Agency discretion, result in a fee reduction of $50.00 per inspection.

2.2.8.3 The Selected Proposer may not charge a re-inspection fee for inspections that are re-scheduled as a result of the Selected Proposer’s negligence.

2.2.9 The Selected Proposer shall have no authority to grant extensions, waivers, variances, approvals, or self-certifications on behalf of the Agency, including but not limited to extensions of inspection deadlines or correction periods, acceptance of owner self-certifications in lieu of required repairs or documentation, or approval of exceptions to HQS, HUD requirements, or the Agency policies. Any such requests from owners or tenants shall be documented and promptly referred to by the appropriate Agency staff for review and determination, and the Selected Proposer shall not represent, imply, or otherwise indicate that they have authority to modify, interpret, or waive the Agency policy, HUD regulations, or contractual obligations.

2.3 General Requirements and Selected Proposer Responsibilities.

2.3.1 The Selected Proposer will observe the Agency's business hours and be available to Agency staff during daily working hours from 8:00 AM to 5:00 PM. The Agency is closed every other Friday. The Selected Proposer will receive a schedule of the Agency-designated holidays and Friday closures.

2.3.2 Inspections will generally be scheduled from 8:00 AM to 5:00 PM during Monday through Thursday, except for holidays. Working the Agency Fridays will be reserved for 24-hour re-inspections of Life-Threatening “fail” items and other urgent inspections or re-inspections. If a re-inspection must occur on a non-business day for the Agency, such as a non-working Friday or holiday, the designated Agency management contact will be available, as needed, for the Selected Proposer.

2.3.3 The Agency will provide the Selected Proposer personnel with access to the appropriate Agency inspection staff and management level single point of contact.

2.3.4 The Selected Proposer will be available to meet regularly with the Agency team, and as requested by the Agency, to review ongoing duties and assignments.

2.3.5 The Selected Proposer shall be available to provide training, workshops, materials, or guidance on applicable HUD inspections standards to tenants, landlords, staff, or other interested parties as requested by the Agency.

2.3.5.1 We anticipate that this training may be as little as a 1-2 hour remote training once or twice per year which Agency will pay the firm for utilizing Pricing Item No. 5 listed within the following Table No. 5 herein.

2.3.6 The Selected Proposer's management staff shall be responsible for conducting their own Quality Control (QC) inspections to ensure internal compliance with mandated standards/regulations and to evaluate staff performance. Reports on the QC inspections shall be provided to the Agency once completed. In some cases, qualified Agency personnel will perform HUD-mandated QC inspections throughout the year.

2.3.7 The Selected Proposer's services shall include management reports, billing accounts, communication, and coordination with Agency staff to address problems, seek improvements and enforcement of HUD regulations, and customer service to address problems or complaints from owners and tenants regarding inspections. The Selected Proposer shall ensure that all certifications and training of their inspectors are always current and valid.

The Selected Proposer shall document all training provided for their inspectors and make such available to the Agency for review upon request.

2.3.8 The Selected Proposer must conduct all inspections according to HUD guidelines. All inspectors shall be field experienced. Each inspector provided under this contract shall have completed sensitivity and sexual harassment training, shall be HQS-certified, or NSPIRE-V certified, and HUD certified on Visual Lead Paint assessment. Proof of certification will be required of each inspector prior to commencement of work. All the Selected Proposer’s field personnel, including any subcontractors, shall be required to submit to a criminal background investigation prior to being allowed to perform field work.

2.3.9 The Selected Proposer’s personnel are expected to always conduct themselves in a professional manner while working with the Agency staff, landlords, and tenants.

2.3.10 The Selected Proposer is expected to supply all equipment and transportation necessary to conduct inspections and certify compliance with HUD inspection standards, including but not limited to: tape measures;

flashlights; test equipment; cell phones; office supplies any transportation necessary for the proposer to provide the services; etc.

2.3.11 The Selected Proposer will ensure an appropriate dress code is maintained and that identifying badges issued by the Agency are worn at all times.

2.3.12 The Selected Proposer’s personnel must have computer literacy and required skills to utilize applicable the Agency housing software and hand-held devices (provided by the Agency).

2.3.13 The Selected Proposer shall maintain all records with respect to the equipment, contract agreements, and owners and tenants as necessary to satisfy governmental requirements regarding reporting, confidentiality and preservation of documents.

2.3.14 No agent of the Selected Proposer will engage in business or agreements with participating landlords or their agents outside of those services contracted and paid for by the Agency.

2.3.15 The Selected Proposer shall perform any and all services not specifically mentioned above, in order to perform the services in a timely and professional manner according to HUD requirements for inspections and HCV program compliance.

2.3.16 Scope Adjustments and Regulatory Changes. The Agency reserves the right to modify the scope of services described herein at any time during the contract term, including expanding or reducing the Proposer's responsibilities related to scheduling, notification, and other administrative functions, based on the Agency's operational needs, HUD regulatory changes, or updates to the Agency's Administrative Plan. Such modifications include but are not limited to:

2.3.16.1 Changes required by HUD as a result of updated regulations, notices, or guidance, including transition to NSPIRE-V or successor inspection standards;

2.3.16.2 Transitioning scheduling and notification responsibilities to the

Selected Proposer for some or all housing programs; and,

2.3.16.3 Changes to the Agency's Administrative Plan that affects the inspection processes or requirements.

2.3.16.4 The Agency will provide the Selected Proposer with reasonable written notice of any such modification.

2.3.16.5 In the event a scope modification results in a material change to the Selected Proposer's workload or cost structure, the parties shall negotiate in good faith to adjust compensation paid accordingly, utilizing as a calculation baseline the fee schedule, Pricing Item No. 5) submitted with the Selected Proposer's proposal. Any agreed-upon modification shall be documented in a written contract amendment and shall not require a new competitive procurement, provided the modification is within the general scope of services contemplated by this RFP.

2.3.17 Security. The Selected Proposer shall insure that all their personnel who provide services to the Agency are adequately informed of and comply with all applicable the Agency directives, policies, procedures, local laws, rules, and regulations issued or adopted by the Agency.

2.3.17.1 The Selected Proposer’s personnel shall not admit any unauthorized personnel into the Agency Buildings or Properties (to include personal acquaintances, children or a spouse). Upon loss of key(s) or Fobs to any locked area of the premises for which the Selected Proposer’s personnel have access, they will immediately advise the designated the Agency management contact.

2.4 Preceding Listed Services Not All-inclusive. Please note that the preceding is not intended to be an all-inclusive listing of all the legal issues that the Agency may retain the successful proposer to provide but is intended to be a representative listing of issues that the Agency has previously required such services for.

2.4.1 If the Agency requires the Contractor to do any additional work other than those detailed within the preceding Sections 2.1 and 2.2 herein, then the Agency will pay the Contractor at a negotiated calculated amount based on hourly fee proposed in response to Pricing Item No. 6 shown within the following Table No. 5 herein. If the Agency requires the Contractor to travel to provide such services, all pre-approved travel expenses incurred by the Contractor for such additional services will be reimbursed by the Agency at a reasonable rate (“reasonable,” as determined by the Agency), as further detailed within the following Section 3.3.2.8 herein.

2.5 Previous/Current Contractor(s). The Agency’s current contractor for these services is iSterling, Inc. of Vallejo, CA.

3.0 PROPOSAL FORMAT.

3.1 Tabbed Proposal Submittal. The Agency intends to retain the successful proposer pursuant to a “Best Value” basis, not a “Low Bid” basis (“Best Value,” in that the Agency will, as detailed within the following Section 4.0, consider factors other than 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 following. 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. 4]

(1)

RFP

Section

(2) Tab No.

(3)

Submittal 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. The proposer shall place under this tab documentation further explaining the proposer’s services and showing how the proposer intends to fulfill the requirements of the preceding Section 2.0 herein, including, but not limited to:

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

AGENCY’S REQUIREMENTS.

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, herein, 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, herein, the proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and SUCCESSFUL PAST PERFORMANCE (especially pertaining to such with public housing agencies) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means.

3.1.4.5 If appropriate, how the firm’s 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 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.

3.1.6 6 Client Information. The proposer shall submit a listing of former or current clients (at least 3), including any other Public Housing Authority, for whom the proposer has performed similar or like services to those proposed herein. The listing shall, at a minimum, include:

3.1.6.1 The client’s firm name;

3.1.6.2 The client’s contact person name;

3.1.6.3 The client’s telephone number and email address; and,

3.1.6.4 A brief narrative description and scope of the service(s) and the dates the services were provided, including a brief narrative description of those specific services including scope; size; cost;

principal elements and special features.

3.1.7 7 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. Such Joint Venture firms or any major subcontractors (“major,” meaning a projected 10% or more of the work).

3.1.8 8 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.

3.1.9 No Information Placed under a Tab. If no information is to be placed under any of the above noted tabs (especially the "Optional" tabs), place 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.

3.1.10 Proposal Submittal Binding Method. It is preferable and recommended that the proposer bind the proposal submittals in such a manner that the Agency can, if needed, remove the binding (i.e., “comb-type;” etc.) or remove the pages from the cover (i.e., 3-ring binder; etc.) to make copies, and then conveniently return the proposal submittal to its original condition.

3.2 Entry of Proposed Fees. The proposed fees shall be submitted by the proposer and received by the Agency, where provided within the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the 8-tab “hard copy” proposal submittal detailed within the preceding Section 3.0 herein—any proposer that does so may, at the Agency’s discretion, be rejected without further consideration. Further, there is not a charge via the Marketplace to the proposers for entering any of these costs on-line within the Marketplace.

3.2.1 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the proposer and received by the Agency where provided within the eProcurement Marketplace only. Do not submit, enter or refer to any fees or costs within the 8-tab “hard copy” proposal submittal detailed within Section 3.0—any proposer that does so may be rejected without further consideration. Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the successful proposer will incur to provide the noted services, including, but not limited to: employee wages and benefits;

clerical support; overhead; profit; licensing; insurance; materials; supplies;

tools; equipment; long distance telephone calls; travel expenses; document copying not specifically otherwise agreed to by the Agency; etc.

[Table No. 5]

RFP

Section

(2)

Pricing Item No.

Est.

Qty

(4)

U/M

(5)

Description (as identified within the preceding Section

2.0 of this RFP Document*)

(6) Pertinent Primary Section Reference within this document

3.2.1.1 1 90 Each Initial Inspections 2.2.2.1

3.2.1.2 2 375 Each Annual/Biennial Inspections 2.2.2.2

3.2.1.3 3 85 Each Re-inspections 2.2.2.4

3.2.1.4 4 35 Each “No Show” Inspections 2.2.6

3.2.1.5 5 5 Each Additional “Show Up” Fee 2.2.8

3.2.1.6 6 20 Hours Consulting (for work that may be assigned to the Selected Proposer, work that is not already provided for by the requirements for Pricing Items No. 1 through No. 5)

2.4.1

3.3 Additional Information Pertaining to the Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein within the immediate-preceding Table No. 5 herein and within the corresponding Pricing Items within the eProcurement Marketplace are for calculating purposes only. As may be further detailed herein, whereas the Agency anticipates that the ensuing contract will be a Requirements Contract, in such case the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP but shall retain the right to order from the awarded Contractor(s), on a task order basis, any quantity of services the Agency requires. In the case that the Agency, at any point during the ensuing contract periods, decides to cancel the original award and completes an award to the next-rated proposer, 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 might make award to one firm only, the Agency retains the right to, at any time during the ensuing contract period(s), complete award to another firm if the Agency determines that doing 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 herein, 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: $10,000;

(b) NMCA: $200,000 (each shall be annual amounts).

3.3.2 IMPORTANT NOTICE!!! Entry of Costs. Proposers must submit, where provided within the Marketplace, a cost for each and every Pricing Item detailed in the preceding Table No. 5 herein. The eProcurement Marketplace will automatically perform all required extended calculations.

Any proposer that may choose not to enter a realistic cost for any or all the Pricing Items may be automatically deemed nonresponsive, and his/her proposal will, in such case, NOT be considered. Accordingly, be sure to enter a proposed cost for each and each of the Pricing Items listed within the preceding Table No. 5 herein!

3.3.2.1 Realistic Cost for Pricing Items. Each proposer is strongly encouraged to enter where provided within the eProcurement Marketplace a realistic hourly cost for all Pricing Items. For example, if the Contractor enters $1.00 per hour for the hourly Pricing Item (proposers typically do so in an effort to improve their position in regard to Evaluation Factor No. 1, as detailed within Table No. 7 herein), then the $1.00 per hour is what the Contractor will charge the Agency for any additional work that the Agency may retain the Contractor 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 this Pricing Item. If, despite this warning, the Contractor proposes an hourly fee that the Agency deems is not realistic, then the Agency reserves the right to require the Contractor to, at contract execution, present a cash bond in a suitable amount (i.e., $5,000.00) to ensure that the Contractor fulfills his/her obligation in this matter.

3.3.2.2 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. 5 herein.

3.3.2.3 No Negotiation of Proposed Fees after the Submittal Deadline.

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 each Pricing Item identified within the preceding Table No. 5.

3.3.2.4 Review the Entry of Proposed Fees. The Agency strongly recommends that each proposer, after the 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 and as the proposer intended to meet the requirements herein (the eProcurement 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 an entry, correct or incorrect, to assign the points pertaining to Evaluation Factor No. 1 listed within the following Table No. 7 herein.

3.3.2.5 Determination of the Calculated Costs. 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 total sum of all the Pricing Line Items shall be the Total Calculated Cost that the Agency will utilize to determine the points awarded for Evaluation Factor No. 1 as detailed within the following Table No. 7 herein.

3.3.2.6 Assumption. It shall be the Agency’s assumption that the successful proposer has based his/her proposed pricing pertaining to Pricing Items No. 1-5 upon the proposed fees submitted by the proposer for Pricing Item No. 6 (and by submitting a proposal in response to this RFP, the Contractor automatically agrees that such is accurate). Accordingly, the Agency may use such an assumption, if necessary, to do any lump-sum proposal breakdown calculations during the term of the ensuing contract.

3.3.2.7 Consultant or Additional Services that may be Required by the Agency (Pricing Item No. 6). Basically, if the Agency requires any additional services other than those already described herein, the hourly fee proposed will, during the ensuing contract period(s), become the basis of negotiation for any such additional work.

3.3.2.8 Potential On-site Visits (as further identified within the preceding Section 2.3.1 herein). The noted on-site visits will be priced by the Contractor and paid by the Agency as detailed following:

3.3.2.9.1 On-site Work Hours. The pre-approved on-site

hours worked (by the Agency) will be priced pursuant to the hourly fee proposed by the Contractor in response to Pricing Item No. 6.

3.3.2.9.2 Reimbursement of Travel Expenses. The Agency

will reimburse the Contractor for pre-approved travel expenses related to the on-site visits.

3.3.2.9.2.1 Airfare Costs. These costs will

actually be governed on a flexible basis based on when the Agency approves the Contractor to travel from the Contractor’s home base to the area of the Agency to provide services. The Agency will require the Contractor to book such flights at the lowest reasonable cost available, meaning the Contractor will do an Internet search for various available fares (and will, upon request of the Agency, present the Agency with proof of such) and will not fly at any upgraded airfare cost that is billed to the Agency (i.e., reimbursement of “business” or “first class” will not allowed—the Agency will only reimburse for “coach class”). NOTE: Pertaining to any successful proposer that may be within any reasonable “driving distance” of the Agency location (“reasonable,” as determined at the sole discretion of the Agency), the Agency may, in lieu of reimbursing for airfare, chose to pay the successful proposer mileage not-to-exceed the current posted IRS rate.

3.3.2.9.2.2 Daily Per Diem. Lodging costs will

not exceed the area’s typical government rate. Rental vehicle costs will be at the lowest reasonable available rate (documented proof of such may be required). Total daily meal costs will generally not exceed the IRS or GSA allowable rate for the area of the Agency (either at the sole discretion of the Agency).

3.3.3 Price Escalation/Rates. There shall be no escalation of costs allowed for any of the Pricing Items during the term of the ensuing contract period(s) other than already provided for within Pricing Items No. 1-5 wherein the proposer may enter an escalating increase for each contract year if he/she wishes to do so.

3.3.4 Prior Agency Approval Required. Please note that the successful proposer shall NOT conduct any work or supply and product without the prior written authorization of the Agency representative (this “prior written authorization” may take the form of an email sent to the successful proposer by the Agency and acknowledged by return email by the successful proposer). 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.

3.3.5 No Deposits/No Retainer. The Agency will NOT pay any deposits or retainer fees as a result of an award of the ensuing contract (such is not allowed per relevant HUD regulation). This means that the Agency will pay the successful proposer(s) for actual services provided only. Pertaining to services provided relating to Pricing Item No. 6, the Contractor will be required to submit a full back-up detail of all hours worked, listed by no more than the “15-minute” standard.

3.3.6 Overtime. Pursuant to the Contract Work Hours and Safety Standards Act, overtime shall be not less than time and one half for hours worked in excess of 40 hours per week. The Agency shall consider regular time to be Monday- Friday (excluding holidays), 8:00 AM – 5:00 PM. Accordingly, the Agency will pay a rate of 1.5 of the listed hourly rates herein for any work the Agency requires the successful proposer to work specifically during non-regular-time hours; however:

3.3.6.1 The Agency shall NOT be responsible to pay the successful proposer for any work that the successful proposer CHOOSES to work during non-regular-time hours; meaning, if the necessity for the work “after hours” is due to the Contractor’s lack of staffing or if such work is to support any of the work the Agency expects that such work will be provided during normal work hours. The exception to this shall be if a “non-normal” action by the Agency or an “Act of God” causes the Contractor to work “after hours” to solve the problem, then aforementioned over-time rule shall apply. All such overtime work must be pre-approved in writing by the Agency.

3.3.6.2 Holiday Pay, if required by and pre-approved by the Agency, shall be paid by the Agency at a rate of 2.5.

3.4 Proposal Submission. All proposals must be submitted and time-stamped received in the designated Agency office by no later than the submittal deadline stated herein (or within any ensuing addendum). A total of 1 original signature copy (marked "ORIGINAL") and 2 exact copies (each of the 2 separate proposal submittals shall be marked “EXACT COPY” and shall, as with the “ORIGINAL,” have a cover and extending tabs) of the proposal submittal, shall be placed unfolded in a sealed package and addressed to:

Housing Authority of the City of Livermore Attention: Andrew Warren, Management Analyst

3203 Leahy Way, Livermore, CA 94550

3.4.1 Labeling Proposal Package. The package exterior must clearly denote the above noted RFP number and must have the proposer’s name and return address. Proposals received after the published deadline will not be accepted.

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 making 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 does 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 eProcurement 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 the 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 designated CO only. Proposers must not make 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 may Agency not abided by this directive.

3.5.1 Addenda. All questions and requests for information must be addressed in writing to the CO. The CO anticipates that it 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 Agency 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 Pre-proposal Conference. There is not a Pre-proposal Conference scheduled as a part of this RFP competitive solicitation process.

3.7 Recap of Attachments. It is the responsibility of each proposer to verify that he/she

Agency downloaded the following attachments pertaining to this RFP, which are hereby by reference included as a part of this RFP:

[Table No. 6]

(1)

RFP

Section

(2) Document

No.

Attachment

(4)

Attachment Description

3.7.1 1.0 This RFP Document

3.7.2 2.0 A Form of Proposal

3.7.3 3.0 B Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non-Construction Contract

3.7.4 4.0 C Profile of Firm Form

3.7.5 5.0 D Section 3 Explanation

3.7.6 6.0 E Form HUD-5369-B (8/93), Instructions to Offerors, Non-Construction

3.7.7 7.0 F Supplemental Instructions To Proposers & Contractors (SIPC)

3.7.8 8.0 G Sample Contract Form (please note that this contract and the listed 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)

3.7.8.1 8.1 G-1 Sample Contract Appendix No. 1: form HUD- 5370-C (01/2014), General Conditions for Non- Construction Contracts Section I (With or without Maintenance Work)

3.7.8.2 8.2 G-2 Sample Contract Appendix No. 2: 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.)

3.7.8.3 8.3 G-3 Sample Contract Appendix No. 3: 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.