1-Employment Background Checks - RFP.pdf

HR-09022025 AHA EMPLOYMENT BACKGROUND CHECKS ISSUED: 09/02/2025

REQUEST FOR PROPOSALS (RFP) FOR

EMPLOYMENT BACKGROUND CHECKS

Issued: 09/02/2025

The Housing Authority of the City of Alameda 701 Atlantic Avenue Alameda, CA 94501

Docusign Envelope ID: D4AA9CCB-6F52-4954-A2CC-00D51DE5D36B

Contents

1.0 AHA’S RESERVATION OF RIGHTS

1.1. Right to Reject, Waive or Terminate the RFP

1.2. Right Not to Award

1.3. Right to Terminate

1.4. Right to Determine Time and Location

1.5. Right to Determine Financial Responsibility and Viability

1.6. Right to Retain Written Proposals

1.7. Right to Negotiate Fees

1.8. No Obligation to Compensate

1.9. Right to Amend Prior to Award

1.10. Right to Reject Any Proposal

1.11. Right to Prohibit Further Participation

1.12. Public Disclosure of Proposal Documents

2.0 GENERAL/ TECHNICAL SPECIFICATIONS

2.1. Proposed Term

2.2. Number of Proposers to be Selected

2.3. Funding

2.4. Federal Requirements

2.5. Form of Contract

2.6. Submittal Deadline

2.7. Proposal Review

2.8. Award

3.0 SCOPE OF SERVICES

4.0 PROPOSAL FORMAT

4.1. Proposal Submittal

Part 1 - Proposal Submittal Checklist:

Part 2 - Form of Proposal:

Part 3 - Profile of Proposer:

Part 4 - Cover Letter:

Part 5 - Qualifications and Experience:

Part 6 - Proposed Approach:

Part 7 - Customer Service:

Part 8 - Cost Analysis and Budget for Primary Services:

Part 9 - References:

Part 10 - Other Company Information (Optional):

Part 11 – Confirmation of submission of Conflict-of-Interest Form:

4.2. Organization of Submitted Materials

4.3. Submission Conditions

4.4. Submission Responsibilities

4.5. Supportive Documents

4.6. Proprietary Information

4.7. Eligible to Conduct Business in California

4.8. Proposer's Responsibilities--Contact with the AHA

4.9. Addenda

4.10. Recap of Attachments

5.0 PROPOSAL EVALUATION

5.1. Evaluation Factors

5.2. Evaluation Method

6.0 Appeals ............................................................................ Error! Bookmark not defined.

7.0 CONTRACT AWARD

7.1. Contract Award Procedure

7.2. Contract Conditions

7.3. Right to Negotiate Final Fees

7.4. Attachments

INTRODUCTION

The Housing Authority of the City of Alameda (“AHA”) is a public body corporate and politic that was formed in 1940 to provide housing assistance to low-income families within the City of Alameda. The AHA 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 (“CFR”), Housing Authorities Law (Part 2 of Division 24 of the California Health and Safety Code commencing with Section 34200 et seq.), other U.S. Department of Housing and Urban Development ("HUD") rules and regulations, and AHA's Procurement Policy.

The AHA has two affiliates, Alameda Affordable Housing Corporation (AAHC) and Island City Development (ICD) and several limited partnerships. Unless otherwise stated, this solicitation is for all AHA affiliated entities.

Currently, the AHA has an Annual Contributions Contract to administer 1885 tenant-based Housing Choice Vouchers, which includes 338 Project-Based Vouchers and allocations for the Family Unification Program (FUP), the Veterans Affairs Supportive Housing (VASH), the Non- Elderly Disabled (NED), and Family Self-Sufficiency (FSS) programs.

The AHA is also tasked with housing at least 14 Shelter-Plus Care Vouchers and 30 Moderate Rehabilitation households. The AHA does not operate any Public Housing units. The AHA currently owns units but is transitioning ownership of those approximately 570 units to the Alameda Affordable Housing Corporation (AAHC), an affiliate of the AHA. The AHA manages 251 units while the remainder of the portfolio with AHA and AAHC are managed by a 3rd-party management company. The AHA currently has approximately 55 employees.

The Housing Authority of the City of Alameda, in partnership with the entire community, advocates and provides quality, affordable, safe housing; encourages self-sufficiency; and strengthens community inclusiveness and diversity in housing.

The AHA is soliciting and accepting proposals from qualified, licensed, and insured consultants or companies, demonstrating their qualifications, past performance and interest for this work.

The term "Proposer" used herein shall mean proposers, partnerships, corporations, associations, or professional organizations.

Details regarding this Request for Proposals, specifications, and submittal requirements are set forth in this RFP document and any attachments or amendments to it, which can also be accessed online at Housing Authority of the City of Alameda (bonfirehub.com). Proposals made in response to this solicitation must conform to all of the required specifications outlined within this document and any designated attachments or amendments in their entirety.

(Continued on Next Page) https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities

RFP INFORMATION AT A GLANCE

AHA CONTACT PERSON

("RFP MANAGER" OR "RM"):

Nafisah Ali

E-MAIL: nali@alamedahsg.org and hr@alamedahsg.org

PHONE: 510-747-4362

HOW TO OBTAIN THE RFP

DOCUMENTS:

ONLINE AT:

https://alamedahsg.bonfirehub.com/portal/?tab=openOpport unities

OR

VIA E-MAIL FROM THE AHA CONTACT PERSON LISTED

ABOVE.

DEADLINES FOR SUBMITTING

QUESTIONS AND REQUEST

FOR INTERPRETATIONS (RFI)

INCLUDING ANY

MODIFICATIONS TO AHA

CONTRACT LANGUAGE OR

SCOPE OF SERVICE:

09/16/2025 AT 4:00 P.M.

PLEASE SUBMIT ALL QUESTIONS THROUGH THE

BONFIRE PROCUREMENT PORTAL ACCESSED AT:

https://alamedahsg.bonfirehub.com/portal/?tab=openOp portunities

RESPONSES TO QUESTIONS WILL BE POSTED ON

THE AHA WEBSITE WITHIN THREE (3) BUSINESS

DAYS.

HOW TO FULLY RESPOND TO

THIS RFP BY SUBMITTING A

PROPOSAL:

PER INSTRUCTIONS WITHIN SECTION 4.0 OF THIS RFP

DOCUMENT, SUBMIT THE PROPOSAL THROUGH THE

BONFIRE PROCUREMENT PORTAL AS WELL AS ANY

OTHER ASSOCIATED DOCUMENTS BY THE DUE DATE

PROPOSAL SUBMITTAL

RETURN LOCATION AND

DEADLINE:

10/01/2025 AT 4:00 P.M.

PROPOSALS SHALL BE SUBMITTED THROUGH THE

BONFIRE PROCUREMENT PORTAL ACCESSED AT THE

FOLLOWING LINK

https://alamedahsg.bonfirehub.com/portal/?tab=openOpport unities

NOTE: AHA reserves the right to deviate from this timeline and/or modify the Scope of

Service at any time.

NOTICES OF ANY SUCH DECISIONS OR

MODIFICATIONS WILL BE LOCATED AT:

WWW.ALAMEDAHSG.ORG/WORKING_WITH_US/BUSINE

SS_OPPORTUNITIES

(Continued on Next Page)

Docusign Envelope ID: D4AA9CCB-6F52-4954-A2CC-00D51DE5D36B mailto:nali@alamedahsg.org mailto:hr@alamedahsg.org https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities

1.0 AHA’S RESERVATION OF RIGHTS.

1.1. Right to Reject, Waive or Terminate the RFP. The AHA reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, in its sole and absolute discretion, if deemed by the AHA to be in its best interests.

1.2. Right Not to Award. The AHA reserves the right not to award a contract pursuant to this RFP.

1.3. Right to Terminate. The AHA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 5 business day’s written notice to the successful Proposer(s).

1.4. Right to Determine Time and Location. The AHA reserves the right to determine the days, hours and locations that the successful Proposer shall provide services called for in this RFP.

1.5. Right to Determine Financial Responsibility and Viability. The AHA reserves the right to require of each Proposer, information regarding financial responsibility and viability or such other information as the AHA determines is necessary to ascertain whether a proposal is in fact the lowest responsive and responsible proposal submitted.

1.6. Right to Retain Written Proposals. The AHA reserves the right to retain all written proposals submitted to AHA by all Proposers in response to this RFP, and not permit the withdrawal of same for a period of 60 calendar days subsequent to the deadline for receiving said proposals.

The AHA may permit the withdrawal of proposals if requested in writing by the Proposer and such request is approved in writing by the RFP Manager for this RFP in his/her sole and absolute discretion.

1.7. Right to Negotiate Fees. The AHA reserves the right to negotiate the fees proposed by the successful Proposer.

1.8. No Obligation to Compensate. The AHA shall have no obligation to compensate any Proposer for any costs incurred in responding to this RFP.

1.9. Right to Amend Prior to Award. The AHA reserves the right to, prior to award, revise, change, alter or amend any of the instructions, terms, conditions, and/or specifications identified within the RFP documents issued, within any attachment or drawing, or within any addenda issued. All addenda will be posted on the AHA's website www.alamedahsg.org (“System”). Such changes that are issued before the bid submission deadline shall be binding upon all prospective bidders. AHA also reserves the right to amend the form of standard AHA contract any time prior to contract execution.

1.10. Right to Reject Any Proposal. The AHA reserves the right, in its sole discretion, to reject and not consider any proposal that does not meet the requirements of this RFP, including but not limited to untimely, or incomplete proposals or proposals offering alternate or non-requested services.

1.11. Right to Prohibit Further Participation. The AHA shall reserve the right, 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 System and downloading this document, each Proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the System; provided however, in the event a Proposer disagrees with any of the terms contained in this RFP, a Proposer shall have the right to notify the RM in writing within 5 business days of the discovery of any item listed herein or of any item that is issued thereafter by the AHA and ask for clarification or revision. If the RM agrees, the clarification or revision can be addressed in an addendum. Failure to abide by this time frame shall relieve the AHA, but not the Proposer, of any responsibility pertaining to such issue.

1.12. Public Disclosure of Proposal Documents. To the extent applicable, documents submitted in connection with this RFP may be subject to disclosure pursuant to the California Public Records Act (California Government Code Section 6250 et seq.).

2.0 GENERAL/ TECHNICAL SPECIFICATIONS.

The Housing Authority of the City of Alameda (AHA) is seeking proposals from qualified Proposers to provide the services listed in the scope of work set forth in Exhibit “D”, attached hereto.

2.1. Proposed Term. AHA anticipates that the proposed term for the proposed service will be for a period of three (3) years with the option, at the AHA’s discretion, of two (2) additional one-year option periods, for a maximum total of five (5) years. HUD mandates that an individual service contract may not exceed a five (5) year term with a Public Housing Authority. (Exception: Audit services cannot exceed three (3) year terms.) AHA may elect to initially contract for a shorter period of time, with or without extensions, not to exceed five (5) years total.

2.2. Number of Proposers to be Selected. The AHA will choose one (1) or more successful Proposers to provide the services contemplated in this RFP.

2.3. Funding. The work to be performed upon successful award of this RFP will be funded:

☒ in part with [example Community Development Block Grant (CDBG) funds, HOME Investment Partnerships Program (HOME) funds, and administration funds funded under Section 8 of the Housing Act of 1937 (42 U.S.C. 1437) ("Section 8")].

2.4. Federal Requirements. The scope of work to be performed shall be subject to the Federal requirements set forth in Exhibit “F”, attached hereto.

2.5. Form of Contract. By responding to this RFP and submitting a proposal, the Proposer acknowledges and agrees that in connection with this RFP, AHA may only execute a contract prepared by AHA, which is substantially approved as to form and substance by AHA. As provided further within Section 6.0 herein, the AHA WILL NOT normally execute the successful Proposer's contract form; the contract will normally be executed on the AHA's form only (please see Attachment B), and all specifications listed within the subject AHA contract will generally be the same specifications listed within the Scope of Services in Section 3.0.

Any Proposer that does not feel that these listed specifications are reasonable or complete shall address such with the AHA in writing at the time Proposer submits its proposal in accordance with the posted submittal deadline. Once the proposal deadline has passed, the proposer cannot request additional changes. AHA may consider, in its sole discretion, all or a portion a Proposer's alternative contract form, provided such proposed alternative contract form is submitted to AHA as part of Proposer's timely proposal response.

2.6. Submittal Deadline. The AHA must receive proposals by 4:00 PM Wednesday, October 1, 2025. Proposals must be submitted via Bonfire Procurement Portal accessed at https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities. Proposals submitted after the deadline indicated above and/or via an alternative delivery method will not be accepted.

2.7. Proposal Review. The Evaluation Committee, appointed by AHA's Executive Director or designee, will review, evaluate, rank, and select the proposals according to the scoring criteria outlined in the RFP, AHA's Procurement Policy, and HUD regulations.

2.8. Award. Proposals that meet the requirements outlined in this RFP will be evaluated and ranked according to the rating and selection factors described in Section 5 below. A ranking list will be prepared according to points awarded to each proposal. The proposal scoring the highest points will be conditionally awarded the contract, pending AHA Board of Commissioners approval, if required. AHA may, in its sole and absolute discretion, select none of the proposals submitted. AHA reserves the right to postpone or cancel the final award of the proposals at its convenience.

3.0 SCOPE OF SERVICES.

All Proposers are asked to describe the tasks required to successfully carry out the Scope of Services outlined in Exhibit “D”, attached hereto. However, Proposer’s may include additional services that the Proposer is capable of providing and which, in the Proposer’s opinion, would enhance the implementation of the proposed Scope of Services. Proposers must provide pricing for any additional services presented in the proposal. Pricing for all five (5) years must be included in the proposal, including any increases, broken down by year.

4.0 PROPOSAL FORMAT.

4.1. Proposal Submittal. All proposals submitted in response to this RFP must be formatted in accordance with the numbered sequence noted below. None of the proposed services may conflict with any requirement the AHA has published herein or has issued by addendum. Each proposal should include sections addressing the following information in the order shown. The Proposer should be sure to include all information that it feels will enable the Evaluation Committee to make a decision. Failure of the Proposer to provide specific, detailed information may result in its proposal being rejected in favor of a sufficiently detailed proposal. Any necessary exhibits or other information, including information not specifically requested by this RFP but that the Proposer believes would be helpful, should be attached at the end of the proposal. The party submitting the materials should keep in mind the limitations on confidential information described in Subsection 1.12.

Part 1 - Proposal Submittal Checklist:

The Form of Proposal Submittal Checklist is attached as Attachment A to this RFP and incorporated herein by this reference. This one-page form must be fully completed, executed where provided thereon and submitted under this section as a part of the proposal submittal.

Part 2 – Form of Proposal:

The Form of Proposal is attached as Attachment B to this RFP and incorporated herein by this reference. This one-page form must be fully completed, executed where provided thereon and submitted under this section as a part of the proposal submittal.

Part 3 – Profile of Proposer:

The Form of Profile of Proposer is attached as Attachment C to this RFP and incorporated herein by this reference. This 3-page form must be fully completed, executed, and submitted under this section as a part of the proposal submittal.

Part 4 – Cover Letter:

Provide a one-page cover letter on your letterhead that includes the address, telephone numbers, and e-mail address of the Proposer's contact person or persons. List the name and title of each person authorized to represent the Proposer in negotiations.

Part 5 – Qualifications and Experience:

Provide a statement of qualifications for your organization, a statement of the size of Proposer, a description of services provided by your organization, and a statement of the extent of experience/history providing the services requested by this RFP.

1. Types of background checks offered (e.g., criminal history, employment verification, education verification, reference checks, credit checks, motor vehicle records, sex offender registry, etc.)

2. Turnaround times for various screening components

3. Describe your methodology for running background services that supersedes your biggest competitors.

4. Describe your methodology for conducting education and employment verification services. Explain how you remain in compliance with applicable laws to ensure information is concise and legally obtained.

5. Availability of different levels/packages of screening (e.g., basic, enhanced, executive-level).

6. Ability to conduct screenings for out-of-state or nationwide applicants.

7. Process for international background checks, if applicable.

8. To comply with the Fair Credit Reporting Act (FCRA), what is your company’s process for resolving consumer disputes? Please include descriptions of dispute documentation, document storage and retrieval, timeliness, internal resources, and any other applicable details.

9. Description of online platform/portal capabilities (e.g., order management, status tracking, reporting)

10. Security measures in place to protect applicant data and comply with data privacy regulations (e.g., SOC 2 compliance, data encryption)

11. What is your notification and consent process for applicants.

Part 6 – Proposed Approach:

This section describes your proposed approach for meeting the Scope of Services required, as listed above. Relevant considerations include the quality and feasibility of your approach to meeting these needs, the manner in which you plan to provide adequate staffing (if applicable), and equipment or other resources provided by you (if applicable). Keep these considerations in mind as you respond to the following:

1. Describe how you will fulfill the needs described in this RFP. Attach a project plan, if appropriate.

2. Identify how you will meet all other aspects of the Scope of Services and related requirements stated above. List any items that you cannot provide.

Part 7 – Customer Service:

1. Availability of customer support. In the event of a problem, who is to be contacted within your organization, will there be a dedicated account representative, and what are your hours of support?

2. Describe the structure of your service team.

3. In the event of the identification of a problem by the AHA, describe how you will address such problems and the timeframe for addressing them.

4. Training provided to Housing Authority staff.

5. Support for applicants with questions about their reports.

6. What is your record keeping and audit support process if applicable.

Part 8 – Cost Analysis and Budget for Primary Services:

1. Provide an itemized budget and a detailed explanation for all costs associated with providing the requested services, including but not limited to:

A. Itemize and provide a proposal of costs detailed in Attachment D the Scope of Services.

B. Is travel time to other required locations expected to be billable? If so, how will travel time invoices be calculated? Generally, proposals that do not include travel time or expenses are preferred unless the services requested require travel as part of the service. Travel must be in compliance with AHA's Travel procedures, included as Attachment F.

C. Include start-up costs, if any.

Part 9 – References:

List at least three (3) business references for which you have recently provided similar services. Include contact names, titles, phone numbers and e-mail addresses for all references provided.

Part 10 – Other Company Information (Optional):

NO INFORMATION IS BEING PLACED UNDER THIS SECTION.

Part 11 – Conflict of Interest Information

Proposer must include confirmation of submission of online form. Form can be found at:

https://form.alamedahsg.org/Forms/A4Gpo.

Unless the Proposer is an individual, all proposals must be signed with a proposer/company/partnership/entity name and by a responsible officer or employee indicating that officer or employee’s authorization to commit the Proposer to the terms of the proposal.

Obligations assumed by such signature must be fulfilled.

4.2. Organization of Submitted Materials. All proposals must be submitted electronically through the Bonfire Procurement Portal found at following link:

https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities. Proposals received after the published deadline will not be accepted.

4.3. Submission Conditions. 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 document that are submitted to the AHA by the Proposer, such may invalidate that proposal. If, after accepting such a proposal, the AHA decides that any such entry has not changed the intent of the proposal that the AHA intended to receive, the AHA may accept the proposal and the proposal shall be considered by the AHA as if those additional marks, notations or requirements were not entered on such. By accessing the noted System, registering and downloading these documents, each prospective Proposer that does so is thereby agreeing to confirm all notices that the AHA delivers to them 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.

4.4. 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 AHA, including but not limited to this RFP. By virtue of

Docusign Envelope ID: D4AA9CCB-6F52-4954-A2CC-00D51DE5D36B https://form.alamedahsg.org/Forms/A4Gpo completing, signing, and submitting the completed documents, the Proposer is stating their agreement to comply with all conditions and requirements set forth within the aforementioned documents.

4.5. Supportive Documents. By signing the Proposal Submittal Checklist form attached hereto as Attachment A, the Proposer is affirming that they agree to provide any documentation requested by the AHA upon notification of award under this RFP to ensure compliance with applicable requirements. Proposers may be asked to submit additional information to help facilitate the proposal review. If the AHA finds that a proposal is non-responsive or non-compliant with this RFP, written selection criteria and/or procedures, or applicable regulations, it will be rejected and returned to the Proposer with notification stating the reason for rejection.

The AHA reserves the right to reject proposals at any time for misinformation, errors, or omissions of any kind, no matter how far they have been processed, in its sole and absolute discretion.

4.6. Proprietary Information. To the extent not prohibited by applicable law, if a Proposer does not desire certain proprietary information in their proposal disclosed, the Proposer is required to identify all proprietary information in the proposal, which identification shall be submitted concurrently with the proposal. If the Proposer fails to identify its proprietary information, it agrees by submission of its proposal that those sections shall be deemed non-proprietary and may be made available upon public request after a contract award. Notwithstanding anything to the contrary contained herein, any proposals and documents received in connection with this RFP may be subject to disclosure pursuant to the California Public Records Act (Government Code Section 6250 et seq.)

4.7. Eligible to Conduct Business in California.: All proposers shall be eligible to conduct business in the State of California and City of Alameda.

4.8. Proposer's Responsibilities--Contact with the AHA: It is the responsibility of the Proposer to address all communication and correspondence pertaining to this RFP process to the RM only. Proposers must not make inquiry or communicate with any other AHA 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 AHA to not consider a proposal submittal received from any Proposer who may has not abided by this directive.

4.9. Addenda: All questions and requests for information must be addressed in writing to the RM.

The RM will respond to all such inquiries in writing by addendum to all prospective Proposers (i.e. proposers or individuals that have obtained the RFP Documents). During the RFP solicitation process, AHA staff will NOT conduct any ex parte (a substantive conversation, “substantive” meaning, when decisions pertaining to the RFP are made, between the AHA and a prospective Proposer when other prospective Proposers are not present) conversations that may give one prospective Proposer an advantage over other prospective Proposers.

4.10. Recap of Attachments and Exhibits. It is the responsibility of each Proposer to verify that they have downloaded the following attachments and exhibits pertaining to this RFP, each of which are hereby incorporated herein by this reference:

Attachment /Exhibit

Description

A Proposal Submittal Checklist

B Form of Proposal

C Form of Profile of Proposer

D Scope of Services

E

Sample AHA Contract (Note: This contract is being given as a sample only. AHA reserves the right to revise any clause herein and/or to include within the ensuing contract any additional clauses that are in its best interests)

F Travel Accommodations Expense Requirements-Consultants

G Additional Federal Requirements

H

If HUD funded, the HUD Forms 5369-A (Certification and

Representation of Offerors Non-Construction), 5369-B

(Instructions to Offerors Non-Construction) / [5370

Instructions for Bidders for Contracts (Construction)}

I Conflict of Interest Information

5.0 PROPOSAL EVALUATION.

5.1. Evaluation Factors. The following factors will be utilized by the AHA to evaluate each proposal received; award of points for each listed factor will be based upon the documentation that the Proposer submits within their proposal:

A. Qualifications and Experience:

Maximum Points: 30

As indicated under Part 5, the Proposer’s qualifications and prior experience, including capability and experience of its key personnel, including their resumes and history of successfully performing similar services for public or private agencies.

B. Proposed Approach:

Maximum Points: 20

As indicated under Part 6, the Proposer’s proposed approach to conducting the Scope of Work as noted in Attachment D, including clarity of understanding of the scope of services to be provided and appropriateness of the proposed solution/services, as well as the ability to meet any required timelines or other requirements.

C. Customer Service:

Maximum Points: 10

As indicated under Part 7, the Proposer’s approach to customer service and coordination with the AHA.

D. Cost Analysis and Budget for Primary Services:

Maximum Points: 10

As indicated under Part 8, the Proposer’s itemized budget and a detailed explanation for all costs associated with providing the requested services and an itemized proposal of costs.

E. References:

Maximum Points: 10

As indicated under Part 9, a comprehensive list of the Proposer’s references for other public and private entities that it has provided these same or similar services, and that AHA may contact, the result of which will be verified and scored accordingly by the AHA.

F. Lowest Overall Price:

Maximum Points: 20

The Proposer with the lowest overall cost for the primary services described by this RFP will receive the maximum amount of points and the next highest Proposers will each receive a percentage thereafter.

5.2. Evaluation Method.

A. Initial Evaluation for Responsiveness. Each proposal received will first be evaluated for responsiveness (e.g., meets the minimum of the published requirements). The AHA reserves the right to reject any proposals deemed by the AHA not minimally responsive (the AHA will notify such proposers in writing of any such rejection).

B. Evaluation Packet for Proposals Deemed Responsive: Internally, an evaluation packet will be prepared for each evaluator, including the following documents: Score Sheet for each Proposer and a copy of all pertinent RFP documents.

C. Evaluation Committee: The AHA anticipates that the AHA's Executive Director or designee will select a minimum of a three-person committee to evaluate each of the responsive proposals submitted in response to this RFP ("Evaluation Committee").

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 this RFP, the designated RM is the only person at the AHA that the Proposers shall contact pertaining to this RFP. Failure to abide by this requirement may cause such Proposer(s) to be eliminated from consideration for award.

D. Evaluation: The selection criteria set forth in Section 5.1 herein will be used by AHA to rank and select proposals for this RFP. Each criterion is comprised of several components with an associated point value. The total points awarded to a proposal will be the aggregate of the component subtotals for each factor. This selection provides both a summary and details of the factors and point values.

E. Potential "Competitive Range" or “Best and Finals” Negotiations: The AHA reserves the right to, as detailed within Section 7.2.N through Section 7.2.R of HUD Procurement Handbook 7460.8 REV 2 ("HUD Procurement Handbook"), conduct a “Best and Finals” Negotiation, which may include oral interviews, with all proposers deemed to be in the competitive range. Any proposer deemed not to be in the competitive range shall be notified of such in writing by the AHA in a timely manner as possible, but in any case, no longer than 5 days after the beginning of such negotiations with the proposers deemed to be in the competitive range. The HUD Procurement Handbook can be accessed at https://www.hud.gov/program_offices/administration/hudclips/handbooks/pihh/74608.

F. Ties/Equal Bids: 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.”

G. Results of Evaluation: Once an award is made, Proposers may request via e-mail additional information regarding the results. Requests for records are limited to those that are not privileged or confidential (i.e., no successful bidder trade secrets, financials, etcetera.)

H. Proposal Protest: Any prospective or actual Proposer, who is allegedly aggrieved in connection with the solicitation of a proposal or award of a contract, shall have the right to protest. To be eligible to file a protest with the AHA pertaining to an RFP or contract, the alleged aggrieved protestant must have been involved in the RFP process in some manner as a prospective proposer (e.g. submitted an interest form, proposal, or questions, or attended a pre-bid meeting) when the alleged situation occurred. The alleged aggrieved protestant must file, in writing, to AHA the exact reason for the protest, attaching any supportive data. The protestant must state within the written protest document specifically (not by inference) what action by the AHA or condition is being protested as inequitable, making where appropriate specific reference to the RFP documents issued and including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The protest document must also state the corrective action requested. Failure by the alleged aggrieved protestant to fully submit such information shall relieve AHA from any responsibility to take any corrective action, and as a result of noncompliance, the appeal will be dismissed without further review.

The AHA has no obligation to consider a protest filed by any party that does not meet these criteria. Any protest against a solicitation must be received before the due date for the receipt of proposals, and any protest against the award of a contract must be received within ten (10) calendar days after the successful Proposer receives notice of the contract award, or the protest will not be considered. All proposal protests shall be in writing, submitted to the RFP Manager or designee. The AHA's Executive Director, or designee, shall issue a written decision on the matter. The AHA's Executive Director, or designee, may, at his/her sole discretion, suspend the procurement pending resolution of the protest if the facts presented so warrant. All appeals shall be submitted as outlined in Section 6.0.

6.0 APPEALS

6.1 Submission. All appeals shall be marked as follows and sent via e-mail the address listed below.

SUBJECT LINE: APPEAL OF RFP HR-09022025.

EMAIL TO: nali@alamedahsg.org with a copy to hr@alamedahsg.org.

6.2 Conflict of Interest. 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 AHA Evaluation Committee. Similarly, all persons having ownership interest in and/or who contract with a Proposer entity will be excluded from participation on the AHA Evaluation Committee.

7.0 CONTRACT AWARD.

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

By completing, executing and submitting the Form of Proposal (Attachment B), the Proposer is thereby agreeing to abide by all terms and conditions pertaining to this RFP as issued by the AHA, in hard copy, including an agreement to execute the standard AHA contract form.

Accordingly, the AHA has no responsibility to conduct after the submittal deadline any negotiations pertaining to the contract clauses contained therein. In addition, the AHA shall not negotiate any clauses contained within any applicable HUD documents.

Depending on the amount of the award, the AHA will forward the contract or a summary to AHA's Board of Commissioners for review and approval/disapproval, in their sole and absolute discretion, prior to signing the contract with the selected Proposer.

The contract shall be awarded subject to a resolution or minute order to that effect duly adopted by the Board of Commissioners, in their sole and absolute discretion, if approval is needed.

Execution of the contract documents shall constitute a written memorial thereof.

If the amount of award does not require review or approval by the AHA’s Board of Commissioners, then the contract will be executed by the Executive Director or Designee.

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

A. Contract Form: The AHA will not normally execute a contract on the successful Proposer's form (see Section 2.5). Contracts will only be executed on the AHA’s form (please see the Sample Contract under Attachment E), and by submitting a proposal the successful Proposer agrees to do so (please note that the AHA reserves the right to amend the AHA Sample Contract form as the AHA deems necessary). Please note that the AHA 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.

B. Assignment of Personnel: The AHA shall retain the right to demand and receive a change in personnel assigned to the work performed pursuant to this RFP and the contract if the AHA believes that such change is in the best interest of the AHA and the completion of the contracted work.

C. Unauthorized Sub-Contracting Prohibited: The successful Proposer 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 AHA's Executive Director or designee, in his/her sole and absolute discretion. Any purported assignment of interest or delegation of duty, without the prior written consent of AHA's Executive Director or designee, shall be void and may result in the cancellation of the contract with the AHA, or may result in the full or partial forfeiture of funds paid to the successful Proposer as a result of the proposed contract; as determined by AHA's Executive Director or designee, in his/her sole and absolute discretion.

D. Contract Period: The AHA anticipates that it will initially award a contract for the period of three (3) years with the option, at the AHA’s discretion, of two (2) additional one-year option periods, for a maximum total of five (5) years.

E. Insurance Requirements: Prior to any individual contract award (but not as a part of the proposal submission) the successful Proposer will be required to provide the following during the term of the contract:

(1) Insurance: Consultant shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees, or subcontractors.

• Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal and advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. For consultants interacting with the public or with tenants, coverage must include coverage for discrimination, harassment, and fair housing claims under DFEH and HUD.

• Automobile Liability: ISO Form Number CA 00 01 coverage any auto (Code 1), or if Consultant has no owned autos, hired (Code 8) and non-owned autos (Code 9) with limit no less than $1 million for bodily injury and property damage. This requirement does not apply if no motor vehicles are used in providing services under the contract.

• Workers’ Compensation: As required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. This requirement does not apply to sole proprietors.

• Professional Liability (Errors and Omissions): Insurance appropriate to the Consultant’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 in the aggregate. For consultants interacting with the public or with tenants, coverage must include coverage against discrimination, harassment, and fair housing claims under DFEH and HUD. If cover age is provided on a claims-made basis, the retroactive date must be shown and must be before the date of the contract or the beginning of the contract work; insurance must be maintained, and evidence of coverage must be provided for at least five (5) years after completion of the contract of work. If coverage is cancelled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

• IF APPLICABLE: Cyber Liability Insurance: Coverage is required if the vendor/consultant is accessing, collecting, storing, or transferring Personally identifiable Information or medical information on staff, tenant, applicants etc.). Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines, and penalties as well as credit monitoring expenses with limits not less than $1,000,000 per occurrence or claim, $2,000,000 aggregate. This requirement does not apply if the consultant will not be accessing or storing AHA data subject to privacy regulations under Federal or state law, including but not limited to PII, PCI, and PHI, providing software, or accessing AHA information technology systems.

• IF APPLICABLE: Technology Professional Liability: Coverage is required if the vendor/consultant is providing software or technology services (data storage, website design, etc.). Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this agreement and shall include, but not be limited to, claims involving media liability and infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, security and privacy liability that include invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations. Limits no less than $2,000,000 per occurrence or claim, $4,000,000 in the aggregate. For consultants interacting with the public or with tenants, coverage must include coverage against discrimination, harassment, and fair housing claims under DFEH and HUD. If coverage is provided on a claims-made basis, the retroactive date must be shown and must be before the date of the contract or the beginning of the contract work; insurance must be maintained, and evidence of coverage must be provided for at least five (5) years after completion of the contract of work. If coverage is cancelled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

o The Policy shall include or be endorsed to include property damage liability coverage for damage to, alteration of, loss of, or destruction of the electronic data and/or information “property” of the AHA in the care, custody, or control of the Consultant. If not covered under the Consultant’s liability policy, such “property coverage of the AHA may be endorsed onto the Consultants Cyber Liability Policy as follows:

o Cyber Liability coverage in an amount sufficient to cover the full replacement value of damage to, alteration of, loss of, destruction of electronic data and/or information “property” of the AHA that will be in the Care, custody, or control of Consultant.

If the consultant maintains broader coverage and/or higher limits than the minimums shown above, AHA requires and shall be entitled to the broader coverage and/or the higher limits maintained by the consultant. The insurance limits required by AHA are not represented as being sufficient to protect Consultant. Consultant is advised to consult Consultant's insurance broker to determine adequate coverage for Consultant.

(2) Additional Insured Status: The Housing Authority of the City of Alameda and its affiliates, Alameda Affordable Housing Corporation and Island City Development and its Subsidiaries, and their departments, their respective directors, officers, Boards of Commissioners, employees, designated volunteers, elected or appointed officials, (AHA), are to be covered as additional insured on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used.

(3) Primary Coverage: For any claims related to this contract, the Consultant’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects AHA, its officers, officials, Board of Commissioners, employees, and volunteers. Any insurance or self-insurance maintained by AHA, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute to it.

(4) Notice of Cancellation: Each insurance policy required above shall provide that coverage shall not be canceled, except with 30 days’ notice to AHA.

(5) Self-Insured Retentions: Self-insured retentions must be declared and approved by AHA. AHA may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or AHA.

(6) Acceptability of Insurers: Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A: VII, unless otherwise acceptable to AHA.

(7) Verification of Coverage: Consultant shall furnish AHA with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause, and a copy of the Declarations and Endorsement page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. AHA reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time

(8) Subcontractors: Consultant shall pass down the insurance obligations contained herein to all tiers of subcontractors working under the contract.

(9) Notification of claims: The Proposer agrees to notify AHA in writing of any claim by a third party or any incident or event that may give rise to a claim arising from the performance of the contract as soon as practicable, but no later than three (3) business days after their first knowledge of such claim or event.

(10) Special Risks or Circumstance: AHA reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstance.

F. If applicable, a copy of the Proposer's license issued by the State of California licensing authority allowing the Proposer to provide the services detailed herein.

G. All Proposers shall be eligible to conduct business in the State of California and the City of Alameda and shall provide evidence of such eligibility if requested by AHA.

7.3. Right to Negotiate Final Fees. The AHA shall retain the right to negotiate the amount of fees that are paid to the successful Proposer, meaning the fees proposed by the top-rated Proposer may, at the AHA’s discretion, be the basis for the beginning of negotiations. Such negotiations shall begin after the AHA has chosen a top-rated Proposer. If such negotiations are not, in the opinion of the RM successfully concluded within 5 business days, the AHA shall retain the right to end such negotiations and begin negotiations with the next-rated Proposer. The AHA shall also retain the right to negotiate with and make an award to more than one Proposer, as long as such negotiation(s) and/or award(s) are addressed in the above manner (i.e. top-rated first, then next-rated following until a successful negotiation is reached).

7.4 Contract Service Standards. All work performed pursuant to this RFP must conform and comply with all applicable local, state and federal codes, statutes, laws and regulations.

7.5. Attachments. Each of the…