1.0 - UPCS Inspection Services.pdf

REQUEST FOR PROPOSALS (RFP)

No. 26003

UPCS Inspection Services

REQUEST FOR PROPOSAL (RFP) No. P26002, UPCS Inspection Services

GEAUGA METROPOLITAN HOUSING AUTHORITY, OH

RFP Document

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 Pertaining to Uniform Physical Condition Standards (UPCS) Services

2.2 Procedure to Award (Task Order) 5

2.3 Previous/Current Contractor 8

3.0 Proposal Format 8

3.1 Tabbed Proposal Submittal 8

3.2 Entry of Proposed Fees 10

3.3 Additional Information pertaining to the preceding listed Pricing Items

3.4 Proposers Submission 14

3.5 Proposer’s Responsibilities — Contact with the Agency 15

3.6 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity

3.7 Pre-proposal Conference 17

3.8 Recap of Attachments 17

4.0 Proposal Evaluation 18

4.1 Evaluation Factors 18

4.2 Evaluation Method 19

5.0 Contract Award 21

5.1 Contract Award Procedure 21

5.2 Contract Conditions 22

5.3 Contract Period 23

5.4 Licensing and Insurance Requirements 23

5.5 Right to Negotiate Fees 23

5.6 Contract Services Standards 23

5.7 Prompt Return of Contract Documents 23

Index of Tables 24

INTRODUCTION

he Geauga Metropolitan Housing Authority (hereinafter, “the Agency”) is a public entity that was formed in 1969 to provide federally subsidized housing and housing assistance to low-income families, within the State of Ohio. The Agency is headed by an Executive Director (ED) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, “CFR”) and the Agency’s procurement policy. Though brought into existence by a Resolution of the State or Ohio Board of Housing, it is a separate entity from the Geauga Metropolitan Housing Authority.

urrently, the Agency owns and/or manages: (a) family complexes totaling 242 units and (b) administrates a total of 171 Section 8 Housing Choice Vouchers (HCV) (for a total of 413). The Agency currently has approximately 15 employees.

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

RFP INFORMATION AT A GLANCE

[Table No. 2]AGENCY CONTACT PERSON (NOTE: Unless otherwise specified, any reference herein to “Contracting Officer” or “(CO)” shall be a reference to Ms. Whidden.)

Carrie J. Carlson, CFO/HR/Modernization Telephone: (440) 286-7413 x 103 E-mail: ccarlson@geaugamha.org

TDD/TTY: 711

HOW TO OBTAIN THE RFP DOCUMENTS ON

THE EPROCUREMENT MARKETPLACE

1. Access ha.economicengine.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 eProcurement Marketplace, please call customer support at (866) 526-9266.

PRE-PROPOSAL CONFERENCE NONE SCHEDULED

QUESTION SUBMITTAL DEADLINE Tuesday, July 16, 2026, 3:00 PM EST

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 Tuesday, July 30, 2026, 3:00 PM EST 385 Center Street – Office, Chardon, OH 44024 (*The proposed costs must be entered within the aforementioned eProcurement Marketplace and the “hard copy” documentation must be received in-hand and time-stamped by the Agency by no later than 3:00 PM EST on this date).

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

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

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

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

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

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

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

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

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

1.9 Right to Prohibit. At any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the 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 time-frame shall relieve the Agency, but not the prospective proposer, of any responsibility pertaining to such issue.

1.10 Right to Reject – Obtaining Competitive Solicitation Documents. The 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 and licensed entities to provide the Agency with the following detailed services:

2.1 Pertaining to Uniform Physical Condition Standards (UPCS) Services.

2.1.1 Inspection Standards.

2.1.1.1 The successful proposer shall utilize the U.S. Department of

Housing and Urban Development (HUD) Public Housing Assessment Systems (PHAS) Real Estate Assessment Center (REAC) Protocol and Uniform Physical Condition Standards (UPCS), with REAC minimum scoring summaries for each property.

2.1.1.2 Electronic inspection data collection systems required.

2.1.1.3 All inspectors must have experience inspecting dwelling units similar to the Agency stock utilizing the most recent REAC UPCS protocols and must be "Certified in the use of the UPCS Inspection Protocol" (please see Attachment H attached hereto).

2.2.2 Services to Include.

2.2.2.1 Physical inspection of all units specified, including inspections of unit interiors, building systems, common areas, building exteriors and sites at all developments specified.

2.2.2.2 All individual apartment units to be inspected at each development, including all vacancies.

2.2.2.3 Copies of the development and individual apartment inspections, including deficiencies, shall be submitted to the Agency within 48-72 hours after completion of each development, so the Agency may take corrective measures in a timely fashion.

2.2.2.4 The successful proposer shall provide a "Unit Inspect Has Been

Completed Notification Process."

2.2.3 Scheduling. Though the Agency and the apparent successful proposer will, through negotiation, mutually agree on a satisfactory completion schedule, the Agency expects that the successful proposer has the requirement experienced resources to complete the inspections in a timely manner.

2.2.4 Notifications.

2.2.4.1 The Agency will issue a blanket notification to all residents informing them of the upcoming inspection process involving the successful proposer. The notice from the Agency will also state that the resident unit will be entered if the resident is not at home.

2.2.4.2 An Agency representative will accompany the successful proposer’s inspectors on all inspections. If the resident is not home, the Agency representative will enter the unit with a passkey. The Contractor must leave a notice stating that the unit has been entered and conducted an inspection of the unit. This will eliminate a return visit by the successful proposer.

2.2.5 Reports. Reports that the Agency expects to be delivered to the Agency by the successful proposer include, but may not be limited to, the following, on a per property or per AMP (Asset Management Property) basis:

2.2.5.1 Certified UPCS Inspection Report in the format that meets the

HUD requirements of inspecting all units to the UPCS standards.

To meet these requirements, each inspectable item must have one of three entries, and an appropriate defect level identified for each level. This report is the Agency Executive Director's document to certify to HUD that the annual inspection requirements have been met.

2.2.5.2 Detailed List of Deficiencies Report that only lists the defects observed on/in the property and is beneficial for work order entry and other uses by the Agency Property Manager and/or the Agency Maintenance Department.

2.2.5.3 Exigent Health and Fire Safety Report, which is generated at the end of each workday to alert the Agency to any safety conditions noted that day. All emergency finding must be immediately called in before inspector leave the units. Per HUD standards, the Agency has 24 hours to abate the ensuing emergency work orders.

2.2.5.4 UPCS Simulated Scored Report - Sorted by Points: This report allows the Agency to see how REAC would score the properties if an actual REAC inspection was being performed. This report will be very helpful for identifying which deficiencies have the most point deductions, thereby allowing the Agency to prioritize resources for the greatest score improvement and impact.

2.2.5.5 UPCS Simulated Scored Report, Sorted Alphabetically by

Inspectable Item. This report is very helpful to the Agency for identifying items and deficiencies for Grant applications and inventory methods.

2.2.5.6 Additional information within reports:

2.2.5.6.1 Notations of housekeeping issues;

2.2.5.7 All of the above reports shall be provided on a USB module or

CD.

2.2.6 Identification. This report is very helpful for identifying items and deficiencies for grant applications and inventory methods.

2.2.6.1 Both the representatives for the successful proposer and the

Agency representative are required to wear identification badges at all time while performing the services. All identification material must be visible to the resident before entering the dwelling unit.

2.2.6.2 The representatives of each party are not to smoke in or use sanitary facilities in any units.

2.2.6.3 The successful proposer's representative shall inform the resident to contact the proper Agency department of any requests for repairs or management assistance.

2.2 Procedure to Award (Task Order). The successful proposer shall not begin any work for any contract period until he/she receives from the Agency a fully completed Task Order Form). Receipt of the fully completed Task Order Form shall be considered a notice-to-proceed. The Task Order may take the form of an e-mail.

2.3 Current Contractor: The authority’s current contractor for these services is The US

Inspection Group.

3.0 PROPOSAL FORMAT.

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

[Table No. 7]

RFP

Section

Tab No.

Description

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

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

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

3.1.4 4 Proposed Services. 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 EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means.

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

3.1.4.6 The proposed quality control 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.

3.1.4.9 Proposed Engagement Letter. A copy of the proposer’s

proposed engagement letter. Please note that the Agency WILL NOT accept this engagement letter as the eventual contract, but will consider including the proposed engagement letter as an appendix to the eventual contract that is executed. The Agency retains the right to (and most likely will) require certain revisions to the engagement letter, especially of proposed terms that either, in the Agency’s opinion, conflict with the terms listed within the Sample Contract Form provided (please see Attachment G, attached hereto) or to terms that the Agency feels are not in its best interests.

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

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

3.1.6.1 The client’s name;

3.1.6.2 The client’s contact name;

3.1.6.3 The client’s telephone number and e-mail address;

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

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

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

3.1.9 9 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.

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

3.1.11 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.

“spiral-type” etc.) or remove the pages from the cover (i.e. 3-ring binder; etc.) to make copies, then conveniently return the proposal submittal to its original condition.

3.2 Entry of Proposed Fees.

3.2.1 The proposed fees shall be submitted by the proposer and received by the Agency where provided on the eProcurement Marketplace only. Do not submit, enter, or refer to any fees or costs within the 10-tab “hard copy” proposal submittal detailed within Section 3.0—any proposer that does so may, at the Agency’s discretion, be rejected without further consideration.

3.2.2 Pricing Items. Unless otherwise stated herein, 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 agreed to by the Agency; etc.

[Table No. 8]

(1)

RFP

Section

(2)

Item

(3)

Qty

(4)

U/M

(5)

3.2.2.1

3.2.2.2 1 76 Units Annual Inspection of units and all common buildings, common areas, exteriors, units and systems for Murray Manor in Chardon, OH 44024.

3.2.2.3 2 50 Units Annual Inspection of units and all common buildings, common areas, exteriors, units and systems for Harris House in Chardon, OH 44024.

3.2.2.4 3 49 Units Annual Inspection of units and all common buildings, common areas, exteriors, units and systems for Cloverdale in Middlefield Twp., OH 44062.

3.2.2.5 4 38 Units Annual Inspection of units and all common buildings, common areas, exteriors, units and systems for Scranton Woods in Newbury Twp., OH 44065.

3.2.2.6 5 30 Units Annual Inspection of units and all common buildings, common areas, exteriors, units and systems for Strickland Arms in Bainbridge Twp., OH 44023

3.2.2.7 6 2 Unit 1 Pavilion and 1 shelter (previously used for mailboxes) located at Scranton Woods

3.2.2.8 7 2 Units 1 pavilion and 1 covered bench located at Harris House

3.2.2.9 8 4 Units 1 Maintenance garage, 1 pavilion and 2 covered benches located at Murray Manor

3.2.2.10 9 5 Units 1 Maintenance garage & standalone garages located at Strickland Arms

3.3 Additional Information pertaining to the preceding listed Pricing Items.

3.3.1 Quantities. All quantities entered by the Agency herein and within the corresponding Pricing Items on the eProcurement Marketplace are for calculating purposes only. As may be further detailed herein, the Agency does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP, as the ensuing contract may be a Requirements Contract, in that the Agency shall retain one contractor only and shall retain the right to order from that contractor (successful proposer), on a task order basis, any amount of services the Agency requires.

3.3.2 IMPORTANT NOTICE!!! Entry of Proposed Fees. Except as provided for otherwise (e.g. a “No Charge” option), proposers must submit, where provided within the eProcurement Marketplace, a realistic cost for each Pricing Item detailed within the preceding Table No. 4. The eProcurement Marketplace will automatically perform all required calculations.

3.3.2.1 Realistic Cost for each Pricing Item. Each proposer is strongly encouraged to enter where provided within the eProcurement Marketplace a realistic cost for each Pricing Item, especially the hourly fees required. For example, if the successful proposer enters $1.00 per hour for any hourly fee Pricing Item (proposers typically do so in an effort to improve their position in regard to Evaluation Factor No. 1, as detailed within the following Table No. 6 herein), then the $1.00 per hour is what the successful proposer will charge the Agency for any work that the Agency may retain the successful proposer to provide if the Agency deems such retention is in the Agency's best interests to do so.

Accordingly, it is the Agency's opinion that it is very much in the best interests of the proposer to propose a realistic hourly fee for each Pricing Item. If, despite this warning, the successful proposer proposes an hourly fee that the Agency deems is not realistic, then the Agency reserves the right to require the successful proposer to, at contract execution, present a cash bond in a suitable amount (e.g. $5,000.00, which the Agency will hold during the term of the ensuing contract period) to ensure that the successful proposer will fulfill his/her obligation in this matter.

3.3.2.2 No Post-submittal Deadline Corrections Allowed. The Agency

WILL NOT, after the submittal deadline, negotiate an increase to any unit costs or fees proposed prior to the submittal deadline;

accordingly, proposers are strongly cautioned to submit a realistic price for the Pricing Items identified within the preceding Table No. 4 herein.

3.3.2.3 Price Escalation. Other than already provided for within the preceding Table No. 4 (e.g. each proposer can, if he/she wishes, propose an escalating price for Pricing Items No. 1-5), there shall be no additional escalation increase in cost during the ensuing five contract periods.

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

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

3.3.2.2 Reimbursable Expenses. Reimbursable expenses generally are not allowed under the ensuing contract except as listed immediately following:

3.3.2.2.1 Pre-approval by the Agency. All reimbursable

expenses as detailed herein must have the prior written approval of the Agency.

3.3.2.2.2 Travel. It is possible that the Agency may require

the successful proposer to travel, most typically to the Geauga area, to perform services. In such case, the Agency will reimburse the successful proposer for reasonable Agency pre-approved travel costs (“reasonable,” meaning in accordance with the Agency’s typical Travel Policy allowances). If the reimbursement is for travel by vehicle within the region, the reimbursement will be a mileage fee not-to-exceed the current set IRS mileage rate.

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

3.3.3 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:

3.3.3.1 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 the aforementioned over-time rule shall apply. All such overtime work must be pre-approved in writing by the Agency.

3.4 Proposal Submission. All pricing must be entered where provided within the eProcurement Marketplace and all “hard-copy” 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 3 separate proposal submittals shall have a cover and extending tabs) of the “hard copy” proposal submittal, shall be placed unfolded in a sealed package and addressed to:

Geauga Metropolitan Housing Authority Attention: Carrie J. Carlson, CFO/HR/Modernization

385 Center Street - Office, Chardon, OH 44024

3.4.1 Exterior of Submittal Package. The package exterior must clearly denote the above noted RFP number and must have the proposer’s name and return address. Unless otherwise provided for herein, 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 has not changed the intent of the proposal that the Agency intended to receive, the Agency may accept the proposal and the proposal shall be considered by the Agency as if those additional marks, notations, or requirements were not entered on such. By accessing the 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 all conditions and requirements set forth within those documents. Written notice from the proposer not authorized in writing by the CO to exclude any of the Agency requirements contained within the documents may cause that proposer to not be considered for award.

3.5 Proposer’s Responsibilities — Contact with the Agency. It is the responsibility of the proposer to address all communication and correspondence pertaining to this RFP process to the CO only. Proposers must not make 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 not have abided by this directive.

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

3.5 Proposer’s Responsibilities — Equal Employment Opportunity and Supplier Diversity.

Both the Contractor and the Agency have, pursuant to HUD regulation, certain responsibilities pertaining to the hiring and retention of personnel and subcontractors.

3.6.1 Within 2 CFR §200.321 it states:

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

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

3.6.1.3 (2) Affirmative steps must include:

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

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

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

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

3.6.1.3.5 (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business

Development Agency of the Department of Commerce; and

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

3.6.2 Within HUD Procurement Handbook 7460.8 REV 2 it states:

3.6.2.1 Section 15.5.A, Required Efforts. Consistent with Presidential Orders 11625, 12138, and 12432, the <Agency> shall make every effort to ensure that small businesses, MBEs, WBEs, and labor surplus area businesses participate in <Agency> contracting.

3.6.2.2 Section 15.5.B, Goals. <The Agency> is encouraged to establish goals by which they can measure the effectiveness of their efforts in implementing programs in support of . . . contracting with disadvantaged firms. It is important to ensure that the means used to establish these goals do not have the effect of limiting competition and should not be used as mandatory set-aside or quota, except as may otherwise be expressly authorized in regulation or statute. Some localities have adopted minority contracting set-aside policies or geographic limitations, which may be in conflict with Federal requirements for full and open competition.

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

3.6.3.1 Assistance to Small and Other Business, Required Efforts:

3.6.3.1.1 Including such firms, when qualified, on

solicitation mailing lists;

3.6.3.1.2 Encouraging their participation through direct

solicitation of proposals or proposals whenever they are potential sources;

3.6.3.1.3 Dividing total requirements, when economically

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

3.6.3.1.4 Establishing delivery schedules, where the

requirement permits, which encourage participation by such firms;

3.6.3.1.5 Using the services and assistance of the Small

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

3.6.3.1.6 Including in contracts, to the greatest extent

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

3.6.3.1.7 Requiring prime contractors, when subcontracting

is anticipated, to take the positive steps listed above.

3.6.4 Requirements. Accordingly, please see Section 3.1.7 within Table No. 4 herein which details the information pertaining to this issue that the proposer must submit in response to this proposal showing compliance, to the greatest extent feasible, with these regulations.

3.7 Pre-proposal Conference. There is not a pre-proposal conference scheduled as a part of this RFP, (there will be one once solicitation is approved and dates are set).

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

[Table No. 9]

RFP

Section

Document

Attachment

3.8.1 1.0 This RFP Document

3.8.2 2.0 A Form of Proposal

3.8.3 3.0 B Form HUD-5369-C (8/93), Certifications and Representations of Offerors, Non- Construction Contract

3.8.4 4.0 C Profile of Firm Form

3.8.5 5.0 D Section 3 Form Submittal Form

3.8.5.1 5.1 D-1 Section 3 Explanation

3.8.6 6.0 E Form HUD-5369-B (8/93), Instructions to Offerors, Non-Construction

3.8.7 7.0 F Supplemental Instructions To Proposers & Contractors (SIPC)

3.8.8 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)

3.8.8.1 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)

3.8.8.2 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.)

3.8.8.3 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. (2) within the immediate identified form 50071.)

3.8.8.4 8.4 G-4 Sample Contract Appendix No. 4: form HUD 424-B Assurances and Certifications

3.8.9 9.0 H UPCS Inspection Protocol

3.8.10 9.1 I Profile Report

3.8.11 10.0 J Agency Profile of Properties

4.0 PROPOSAL EVALUATION.

4.1 Evaluation Factors. The following factors will be utilized by the Agency to evaluate each proposal submittal received; award of points for each listed factor will be based upon the documentation that the proposer submits within his/her proposal submittal and on-line (specifically, the pricing submitted on-line):

[Table No. 10]

(1)

(2)

Max Point Value

(3)

Factor Type

(4)

Factor Description

1 30 points Objective The PROPOSED COSTS submitted by the proposer.

2 10 points Subjective

(Technical)

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

3 10 points Subjective

(Technical)

The QUALITY of the TECHNICAL APPROACH and the

SERVICES PROPOSED.

4 10 points Subjective

(Technical)

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

5 30 points Subjective

(Technical)

The proposer’s DEMONSTRATED RELEVANT EXPERIENCE in performing similar work and the proposer’s DEMONSTRATED SUCCESSFUL PAST PERFORMANCE (including meeting costs, schedules, and performance requirements) of contract work substantially similar to that required by this solicitation as verified by reference checks or other means. (NOTE:

The Agency will place particular emphasis on the proposer’s above described EXPERIENCE and PAST PERFORMANCE with Public Housing- and HUD-related work).

6 10 points Subjective

(Technical)

The OVERALL QUALITY, ORGANIZATION, and PROFESSIONAL APPEARANCE of the PROPOSAL SUBMITTED, based upon the opinion of the evaluators.

100 points Total Points (other than preference points)

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

4.2 Evaluation Method.

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

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

4.2.2.1 Instructions to Evaluators;

4.2.2.2 Proposal Tabulation Form;

4.2.2.3 Written Narrative Form for each proposer;

4.2.2.4 Recap of each proposer’s responsiveness;

4.2.2.5 Copy of all pertinent RFP documents.

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

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

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

[Table No. 12]

Points Awarded Range

Classification* Rating % 10 30 100**

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

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

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

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

Unacceptable Poor <70% 0-6 0-22 0-69

*Pursuant to Section 7.2.N.3 of HUD Procurement Handbook 7460.8 REV 2.

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

4.2.5 Potential "Competitive Range" or “Best and Finals” Negotiations. The Agency reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2, conduct a “Best and Finals” Negotiation, which may include oral interviews, with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such in writing by the Agency in as timely a manner as possible, but in any case within no longer than 10 days after the beginning of such negotiations with the firms deemed to be in the competitive range.

4.2.6 Determination of Top-ranked Proposer. Typically, the subjective points awarded by the evaluation committee will be combined with the objective points awarded by the CO to determine the final rankings, which is typically forwarded by the CO to the ED for approval. If the evaluation was performed to the satisfaction of the ED, the final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval. Contract negotiations may, at the Agency's option, be conducted prior to or after the BOC approval.

4.2.6.1 Minimum Evaluation Results. To be considered to receive an award a proposer must receive a total calculated average of at least 70 points (of the 115 total possible points detailed within Section 4.1 herein).

4.2.6.2 Ties. In the case of a tie in points awarded, the award shall be decided as detailed within Section 6.12.C of HUD Procurement Handbook 7460.8 REV 2, by “drawing lots or other random means of selection.”

4.2.7 Notice of Results of Evaluation. If an award is completed, all proposers will receive by e-mail a Notice of Results of Evaluation. Such notice shall inform all proposers of:

4.2.7.1 Which proposer received the award;

4.2.7.2 Where each proposer placed in the process as a result of the evaluation of the proposals received;

4.2.7.3 The cost or financial offers received from each proposer;

4.2.7.4 Each proposer’s right to a debriefing and to protest.

4.2.8 Restrictions. 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.

5.0 CONTRACT AWARD.

5.1 Contract Award Procedure. If a contract is awarded pursuant to this RFP, the following detailed procedures will be followed:

5.1.1 By completing, executing and submitting a proposal, the “proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the Agency, either in hard copy or on the Marketplace” including the contract clauses already attached as Attachments G and G-1 through G-2, each attached hereto. Accordingly, the Agency has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses already published.

5.2 Contract Conditions. The following provisions are considered mandatory conditions of any contract award made by the Agency pursuant to this RFP:

5.2.1 Contract Form. The Agency will not execute a contract on the Contractor’s form—contracts will only be executed on the Agency form (please see Sample Contract, Attachments G and G-1 through G-2 each attached hereto), and by submitting a proposal the Contractor agrees to do so (please note that the Agency reserves the right to amend this form as the Agency deems necessary). However, the Agency will during the RFP process (prior to the posted question deadline) consider any contract clauses that the proposer wishes to include therein and submits in writing a request for the Agency to do so; but the failure of the Agency to include such clauses does not give the Contractor the right to refuse to execute the Agency’s contract form. It is the responsibility of each prospective proposer to notify the Agency, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide by. The Agency will consider and respond to such written correspondence, and if the prospective proposer is not willing to abide by the Agency’s response (decision), then that prospective proposer shall be deemed ineligible to submit a proposal.

5.2.1.1 Mandatory HUD Forms. 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 RFP.

5.2.1.2 E-Verify Affidavit. The Contractor must certify compliance with Ohio E-Verify requirements, in that the Contractor is registered, uses, and will continue to use the E-Verify, Federal Work Authorization Program throughout the contract period. This Form is attached hereto as Attachment G-3 to this RFP document. This 1-page Form will be fully completed and executed where provided thereon by the successful proposer and will be a part of the ensuing contract (NOTE: It is NOT necessary to complete and submit this form as a part of the proposal submittal—only the awarded proposer(s) will be required to do so as a part of the contract execution).

5.2.2 Assignment of Personnel. 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.

5.2.3 Unauthorized Sub-contracting Prohibited. The Contractor shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFP (including, but not limited to, selling or transferring the contract) without the prior written consent 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; either as determined by the CO.

5.3 Contract Period. The Agency anticipates that it will initially award a contract for the period of 1 year with the option, at the Agency’s discretion, of 4 additional one-year option periods (for the Annual Updates), for a total maximum contract period of 5 years.

5.4 Licensing and Insurance Requirements. Prior to award (but not as a part of the proposal submission) the Contractor will be required to provide:

5.4.1 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 on-site to provide the services);

5.4.2 General Liability Insurance. An original certificate evidencing General Liability coverage, naming the Agency as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the Agency as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $1,000,000, together with damage to premises and fire damage of $50,000 and medical…