10-RFP No. 2025-110- HQS final.pdf

FORT WORTH HOUSING

SOLUTIONS

RFP NO. 2025-110

HOUSING QUALITY

STANDARDS (HQS)

INSPECTION SERVICES

Release Date: October 30, 2025

RFP Due Date: November 13, 2025 at 3 p.m. Central Time

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SCHEDULE OF EVENTS

REQUEST FOR PROPOSAL

RFP NO. 2025-110 HOUSING QUALITY STANDARDS (HQS)

INSPECTION SERVICES

RFP QUESTIONS & CLARIFICATION DEADLINE

DATE & TIME: November 5, 2025 before or by 3 p.m. Central

SEND TO:

All questions for the RFP must be submitted in writing through Bonfire at https://fwhs.bonfirehub.com

ELECTRONIC SUBMISSION (Late responses will not be accepted)

PROPOSAL DUE

DATE& TIME:

November 13, 2025 at 3 p.m. Central

PROPOSAL UPLOAD LINK: https://fwhs.bonfirehub.com

*** Fort Worth Housing Solutions reserves the right at its sole discretion to amend any or all of the dates associated with the schedule of events. *** https://fwhs.bonfirehub.com/

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Table of Contents

I. INTRODUCTION

II. SCOPE OF SERVICES

III. SUBMISSION PROCEDURES & REQUIREMENTS

IV. UNAUTHORIZED COMMUNICATIONS

V. GENERAL CONDITIONS OF THE RFP

HUD FORMS

FWHS FORMS

DRAFT SERVICE AGREEMENT

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I. INTRODUCTION

The Housing Authority of the City of Fort Worth, Texas, dba Fort Worth Housing Solutions (FWHS) is pleased to issue this Request for Proposals (RFP) for Housing Quality Standards (HQS) Inspection

Services.

FWHS is seeking proposals from qualified firms, pursuant to all applicable federal, state and local laws, with the experience, capabilities and proven qualifications to provide HQS inspection services.

FWHS is changing the face of affordable and attainable housing opportunities by providing mixed-income rental and homeownership possibilities that enable our clients to flourish in the community.

FWHS accomplishes this by assisting our clients in elevating themselves to the next level of self-sufficiency and personal responsibility through life-changing programs. Through its real estate development program, FWHS also delivers stable investment opportunities for our development partners.

Learn more about Fort Worth Housing Solutions at http://www.fwhs.org.

http://www.fwhs.org/

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II. SCOPE OF SERVICES

The goal of this RFP is to select one or more highly qualified firms with the capacity and capability to perform services as outlined below.

FWHS has approximately 6,500 vouchers and assisted units throughout the city limits of Fort

Worth and the surrounding areas for which it conducts HQS, NSPIRE or QC inspections, which includes properties owned by FWHS or its affiliates as well as third party-owned properties.

Business will have sufficient personnel and management staff that can maintain the necessary skills and judgment to perform all duties and responsibilities customarily associated with performing all inspection functions of current and prospective units under contract for a housing assistance program.

All inspections must be completed in accordance with the Federal Housing Quality Standards (HQS), NSPIRE (when implemented), the Lead Safe Housing Regulations, FWHS Administrative Plan, and rent reasonableness in accordance with HUD's CFR 24 983.302, 24 CFR 982.507, and CFR

574.302(a)(3).

Services include

• Inspections (including but not limited to annuals, complaint, relocations, QC, and any other required inspections)

• Annual redetermination of rent to owner

• Setting appointments and rescheduling

• Correspondence

• Communications with landlords

• Documentation of inspections and rent reasonableness performed

• Data entry into FWHS data system

• Complete inspections via FWHS-directed app (includes Yardi)

Business inspectors must have HQS (and NSPIRE once implemented) certifications with at least one (1) year of experience, a valid driver's license, an employment background check-subject to additional requests deemed job-related by FWHS (criminal or driving records), and the use of an automobile for work purposes.

All inspectors performing services on behalf of Business must be knowledgeable of HUD rules, regulations, manuals, handbooks, PIH Notices, and other published guidance governing HQS and

NSPIRE inspections, which may be amended and supplemented by HUD from time to time, including but not limited to the following (collectively, the rules, and regulations):

• Title 24, Part 982, Subpart I of the Code of Federal Regulations

• Housing Inspection Manual: Section 8 Existing Housing Program

• Chapter 10, Housing Choice Voucher Guidebook

• Notice PIH 2010-10 (HA)

• Form HUD-52580

• Form HUD-52580A

Business is responsible for training its inspectors in the data systems, apps, and software required to

6 | P a g e be used by FWHS. FWHS staff will provide training and guidance for the above for an inspections supervisor who will be responsible for training staff and new employees as needed.

Business is responsible for maintaining an up-to-date version of the rules and regulations, possessing thorough knowledge and understanding of the rules and regulations, and providing sufficient training to inspectors in response to the rules and regulations. All inspections must conform to the specifications identified by HUD in the rules and regulations, including the obligation to record results on the forms published by HUD within the required timeframes. Business must perform all services as described below:

A. Initial Inspections

1. Business must contact the property owner or their designee within two (2) business days of receipt of an inspection request from FWHS to schedule an initial inspection. If Business is unable to make contact with the property owner after two (2) documented attempts, Business must inform

FWHS.

2. The initial inspection and associated re-inspection must be scheduled by speaking to the property owner/designee. No inspection or re-inspection may be scheduled by leaving messages on a voicemail. No inspection or re-inspection will be scheduled directly with the tenant.

3. FWHS will not be invoiced for inspections that are not completed due to fault of Business or inclement weather. Business must also provide FWHS with a monthly report identifying inspections attempted, whether completed or not completed; the report must be in the format required by FWHS, see Exhibit C.

4. If the property owner/designee is not at the property at the scheduled time, the inspector will wait

15 minutes before leaving the property. This will constitute one (1) scheduled attempt with a maximum of two (2) scheduled attempted inspections. If the unit cannot be inspected due to the property owner/designee not showing or the unit does not pass at the second scheduled attempt, Business must inform FWHS.

5. Business must complete all initial re-inspections within two (2) business days from notification that the unit is ready for re-inspection.

6. It is the responsibility of Business to return a completed FWHS inspection report within two (2) business days (excluding FWHS observed holidays) of an inspection that passes, along with a rent reasonableness certificate for the approved contract rent proposed on or before the date unit passed inspection. This information must be attached chronologically by date.

B. Annual/Biennial Inspections/Re-inspections

1. Business must coordinate the schedule for annual/biennial and other required inspections and associated re-inspections with FWHS. Re-inspections for non-life-threatening units must be performed within twenty-eight (28) days from the date unit failed.

2. Business will prepare and issue appointment letters, inspection result correspondence, and other related correspondence.

3. Business must complete all re-inspections within two (2) business days from notification by the property owner that the unit is ready.

4. Business must complete a re-inspection of all life-threatening failed items within twenty-four (24)

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5. FWHS allows property owners to self-certify for certain inspections. If FWHS allows a property owner to self-certify, Business will be responsible for obtaining self-certification documentation from the property owner within twenty-eight (28) days from the date of inspection.

C. Complaint Inspections

1. FWHS may request Business perform inspections in response to tenant complaints. Business will coordinate inspection schedules directly with the tenant. In the event of a failed inspection, Business will deliver a failed inspection notice to the tenant, landlord, and FWHS within one (1) business day of the inspection.

2. In the event of a failed complaint inspection, landlords will be provided twenty-eight (28) days from the date4 of failed inspection to make repairs unless health and safety violations exist, in which case less time may be provided to ensure a reinspection can occur within the 30 day SEMAP deadline.

D. Quality Control (QC) Inspections for SEMAP

1. No less than every three (3) months during the contract term, Business will perform Quality

Control (QC) inspections per 24 CFR Part 985, and will provide FWHS with a copy, in addition to maintaining records verifying compliance.

2. To determine the number of required QC inspections, Business will review the number of failed inspections in the prior four (4) month period, and apply the regulatory formula.

3. All QC inspections will be performed within ninety (90) days of the previous inspection.

4. All QC inspections will be performed in a cross section of the zip codes or neighborhoods in the jurisdiction, and across all individual inspectors’ territories.

E. HQS – SEMAP Enforcement Review

1. No less than every three (3) months, Business will perform HQS Enforcement Reviews per 24

CFR Part 985, and will provide FWHS with a copy, in addition to maintaining records verifying compliance.

2. To determine the number of required HQS Enforcement Reviews, Business will review the number of failed inspections in the prior four (4) month period, and apply the regulatory formula.

3. The failed annual or biennial inspections reviewed will be determined by a random selection method.

F. All Inspections (annual, biennial, initial, compliant, quality control, re-inspections)

1. Business must provide adequate inspection staffing to cover all zip codes within the FWHS service area.

2. Business must ensure its inspection process regarding FWHS properties reflects FWHS' s additional requirements.

3. At each initial inspection, Business must confirm the requested rent, unit size, tenant paid utilities, types of utilities, and quality of unit in relationship to HQS or NSPIRE to match the RFTA form provided for Business to perform rent reasonableness using a photographic evidence inspection

8 | P a g e report. Business must report discrepancies found to FWHS Housing Department. Business will assess who is responsible for damages (tenant, property owner, or both) for every failed item listed on the deficiency reports and/or correspondence. An "O" for Owner, "T" for Tenant, and "B" for

Both must be inserted by any deficiency.

4. Business must discuss failed items upon leaving the unit with either the tenant or property owner/designee, as requested. Business must issue notices of failed inspections to all parties and the FWHS Housing Department.

5. Upon completion of inspections, Business must enter all documents related to each inspection into

FWHS’s data system within the same business day. If an inspection has life-threatening deficiencies, Business must provide immediate notice to the tenant and/or property owner/designee, depending on the responsible party, stating that they will be returning within twenty-four (24) hours. Business must return within twenty-four (24) hours to reinspect life-threatening item(s).

6. Business must upload any additional supporting documentation for inspections or rent reasonableness such as pictures, emails, etc., into FWHS’s data system on a daily basis.

G. Rent Reasonableness for Rent Increases

1. FWHS will provide Business with copies of rent increases that will require rent reasonableness performed in accordance with HUD's CFR 24 983.302.

2. Business will complete and return copies of FWHS Rent Increases approval or denial forms along with the rent reasonableness certificate in accordance with FWHS procedures.

3. Business will maintain a separate log tracking dates of requests, dates of review, and dates the approval or denial was issued.

H. Data Preservation

1. In addition to uploading materials into FWHS’s data systems, Business must perform daily electronic backup of all records including but not limited to inspection reports, photos, inspector notes, logs, correspondence and emails, scoring reports, and rent reasonableness documentation.

2. All data records must be preserved for the life of the contract term. Upon expiration or termination of the contract, Business will deliver all data to FWHS in a format as requested by FWHS no later than fifteen (15) days of the termination of the contract.

III. SUBMISSION PROCEDURES & REQUIREMENTS

Electronic Submission: Respondents must be registered in Bonfire to respond to this RFP.

First time users can register for free by using the following link: https://fwhs.bonfirehub.com

Respondent’s proposal must be uploaded in the Bonfire portal by the due date and time listed on Page 2, with all required documents. Emailed proposals will not be considered.

The Respondent is required to submit the following information, although FWHS reserves the right to request

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Identify each section of the proposal as the listed tab section:

A. Information Required in the Proposal

1. Letter of Interest (TAB 1)

a. Include contact name, address, title, email, and telephone to be contacted for clarification or additional information regarding proposals (Cover letter).

b. A brief statement summarizing the Respondent’s company and relevant experience and qualifications with performing work as described in the scope of services.

c. Specialized skills, credentials, licenses or accomplishments relevant to the required services.

d. Interest and a summary of the firm’s understanding of the scope of services.

2. Firm’s Experience and Resources (TAB 2)

Respondents must describe of their resources and experience, including elaborating on the following:

a. Describe your firm and its capabilities. Support your capacity to perform the Scope of Services.

b. Indicate which principals and associates from your company would be involved in providing services to FWHS. Provide appropriate background information, HUD’s lead base paint visual assessment Certification, HUD’s CFR 24 983.302 -Redetermination of rent to owner for rent reasonableness, currently has an HQS Certification with at least one (1) or more years of experience and can obtain their NSPIRE Certification within one (1) year of change for each such person and identify his/her responsibilities.

c. Identify any material litigation, administrative proceedings, or investigations, in which your company, or any of its principals, partners, associates, subcontractors, or support staff was a party, which has been settled within the past two (2) years.

d. Identify any conflict of interest that may arise because of business activities or ventures by your firm and associates of your company, employees, or subcontractors as a result of any individual’s status as a member of the board of directors of any organization likely to interact with FWHS.

e. Describe how your company will handle actual and or potential conflicts of interest.

f. Identify individuals in your firm with multi-lingual skills, who are available to assist with communication in languages other than English. Please identify the language(s). MWBE firms are welcome to apply.

g. Include Exhibit B – Business References in this section. The Respondent must submit a listing of three (3) former and/or current professional references for which the Respondent has performed similar or like services within the last three (3) years and cannot include FWHS.

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3. Work Plan/Approach (TAB 3)

The Work Plan must include the following elements:

a. Description of the inspection services that would be provided to FWHS.

b. Description of proposed approach and response to completing the specified scope of services and methodology utilized.

c. Discuss any topics not covered in RFP that Respondent would like to bring to the attention of FWHS.

4. Proposed Fees (TAB 4)

Provide the fee your firm will charge for services listed in the scope of services and include on a separate page(s) a detailed breakdown of how it is calculated. The information requested in this section is required to support the reasonableness of your fees.

a. It is recommended that you provide your cost proposal on a per-inspection basis, but FWHS will consider flat/per year or other alternative billing arrangements. FWHS anticipates a two-year initial engagement, with an option to extend it for an additional year.

b. Itemized breakdown of billing rates and hourly costs, list of key personnel and their hourly rates, reimbursable expenses, etc. for any services that may be requested in addition to the services previously described.

c. Please provide any other fee information applicable to the engagement that has not been previously covered that you wish to bring to the attention of FWHS.

Standard Hourly Rates:

TITLE HOURLY RATE

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FEE PROPOSAL

In person Traditional Inspection

Inspection Type Estimate # of Inspections Per

Month

Rate Total Per Month

Initial Inspections

Annual Biennial

Inspections

Re-Inspections

Special Inspections

No-Shows/Broken

Appointments

Total Estimate Monthly

Total Estimate Annually

RVI (Remote Visual Inspections) Inspection Breakdown

Inspection Type Estimate # of Inspections Per

Special Inspections

AI-Enhanced RVI Inspection (Completed by Property Manager or Tenant)

Inspection Type Estimate # of Inspections Per

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Special Inspections

L CATION

5. HUD Forms (TAB 5)

Each Respondent must complete the form HUD-5369-C.

6. FWHS Forms (TAB 8)

Each Respondent must complete the applicable forms as provided. All forms must bear a signature.

For forms that do not apply to your firm, write “N/A” sign and date.

B. Evaluation Process

A selection committee composed of FWHS staff will review proposals in accordance with this RFP and recommend the firm(s) most advantageous for all or for specific categories which are supportive of the agency’s needs. The selection committee may, at its discretion, request interviews with top rated Respondents to discuss specific aspects and clarifications of their proposal(s).

FWHS intends to award a one-year agreement with four (4) one-year option years for renewal, with one or more selected firm(s).

IV. EVALUATION/SELECTION CRITERIA

RFP will be evaluated and rated on, but may not be limited to, the following criteria:

CRITERIA POINTS

Firm’s Experience, Qualifications and Resources: Firm’s background and experience of services and personnel assigned to FWHS. Previous work experience performance with FWHS and/or similar organizations, recommendations by references from staff doing inspections.

Work Plan/Approach: Expertise of the supervisory and management staff, key personnel assigned, qualifications, including the effective responsiveness and compliance.

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Demonstrated Industry Knowledge of HUD’s CFR 24 983.302 –

Redetermination of rent to owner, HQS, or NSPIRE regulations. 10

Fee Proposal: 20

Total Points 100

Interviews, if desired by FWHS, will be used to identify the top Respondent(s).

V. UNAUTHORIZED COMMUNICATIONS

To protect the integrity of the procurement process, FWHS requires all communications regarding this solicitation to be directed to the Procurement Department only by communication within the

Bonfire portal, as listed in this solicitation. No officer, employee, agent or representative of the

Respondent shall have any contact or discussion directly or indirectly through others to seek influence on any FWHS Board member, and/or employee during this solicitation process. Any violation of this prohibition may result in Respondent being disqualified from the procurement process. Any oral communications are considered unofficial and non-binding with regard to this solicitation.

VI. GENERAL CONDITIONS OF THE RFP

A. Indemnity

Respondent will indemnify, protect, defend and hold harmless FWHS, and FWHS’s affiliated entities, respective officers, directors, employees and agents (collectively, “Indemnitees”) for, from and against all liabilities, claims, losses, liens, causes of action, judgements and expenses, including attorney fees, and any nature, kind or description of any person or entity directly or indirectly arising out of, caused by or in connection with (in whole or in part) (a) the performance of the Agreement, or (b) any act, error or omission of Respondent (or anyone directly or indirectly employed, controlled, or contracted by them) in carrying out the terms and provisions of this Agreement, or breaching same

(collectively, “Liabilities”), even if such Liabilities are caused by the concurrent negligence

(whether active or passive) of any Indemnitee. This indemnification is not limited to damages, compensation or benefits payable under insurance policies, workers' compensation acts, disability benefit acts or other employees’ benefits acts.

B. Mistakes in Proposals

If a mistake in a proposal is suspected or alleged, the proposal may be corrected or withdrawn during any negotiations that are held. If negotiations are not held, or if best and final offers have been received, the Respondent may be permitted to correct a mistake in the proposal and the intended correct offer may be considered based on the conditions that follow:

1. The mistake and the intended correct offer are clearly evident on the face of the proposal.

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2. The Respondent submits written evidence which clearly and convincingly demonstrates both the existing offer and such correction would not be contrary to the fair and equal treatment of other

Respondents.

Mistakes after award shall not be corrected unless the Procurement Manager makes a written determination that it would be disadvantageous to FWHS not to allow the mistake to be corrected.

The approval or disapproval of requests of this nature shall be in writing by the Procurement Manager.

C. Conflicts of Interest

The Respondent warrants that to the best of his/her knowledge and belief, and except as otherwise disclosed, he/she does not have any organizational conflict of interest. Conflict of interest is defined as a situation in which the nature of work under this contract and the Respondent’s organizational, financial, contractual or other interests are such that:

1. Award of the contract may result in an unfair competitive advantage; or

2. The Respondent’s objectivity in performing the contract work may be impaired. In the event the

Respondent has an organizational conflict of interest as defined herein, the Respondent shall disclose such conflict of interest fully in the proposal submission.

3. The Respondent agrees that, if after award, he or she discovers an organizational conflict of interest with respect to this contract, he or she shall make an immediate and full disclosure in writing to the President which shall include a description of the action which the Respondent has taken or intends to take to eliminate or neutralize the conflict. FWHS may, however, terminate the contract if it is in its’ best interest.

4. In the event the Respondent was aware of an organizational conflict of interest before the award of this contract and intentionally did not disclose the conflict to the President, FWHS may terminate the contract for default.

5. The provisions of this clause shall be included in all subcontracts and consulting agreements wherein the work to be performed is similar to the service provided by the Respondent. The

Respondent shall include in such subcontracts and consulting agreements any necessary provisions to eliminate or neutralize conflicts of interest.

6. No member of the FWHS Board of Commissioners shall be allowed to share any or part of this contract or to derive any benefit to arise therefrom. This provision shall be construed to extend to this contract if made with a corporation for its general benefit.

7. Any FWHS official or employee who exercises or has exercised any functions or responsibilities with respect to any FWHS contract/procurement activities, or who is in a position to participate in the decision-making process or gain inside information with regards to any FWHS contract/procurement activities, obtain a financial or economic interest or benefit from the contract/procurement, or have an interest in any contract or subcontract, or agreement with respect thereto or the proceeds there under, either for himself or herself or for those with whom he or she has family or business ties, during his or her tenure with the FWHS or for one year after such individual leaves FWHS.

8. FWHS reserves total discretion to determine the proper treatment of any conflict of interest

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D. Safeguards of Information

Unless approved in writing by FWHS, the Contractor may not sell or give to any individual or organization any information, reports, or other materials given to, prepared or assembled by the

Contractor under the final contract.

E. Acceptance of RFP and Contract Term

Respondent’s submission of a proposal in response to the RFP shall constitute acceptance by the

Respondent of the terms and conditions of this RFP. FWHS will review qualifying Respondents’ submissions and reserves the right to make a contract award to one or more Respondents. In the event that a Respondent’s proposal is accepted for contract award, the Respondent agrees to enter into a negotiated contract with FWHS incorporating these terms at a later time and date.

The term of the agreement shall be for one (1) year with an option to extend up to an additional four (4) years. The initial contract term will start on or about January 1, 2026 and end on or about December 31, 2026. All contract renewals must have the mutual consent of all parties and must be requested and accepted in writing. The Respondent must maintain compliance with all federal, state, local and laws and regulations. The agreement may be canceled by either party for any reason with a 30-day written notice.

F. Contract Award

Subject to the rights reserved in this RFP, FWHS will award the contract(s) by written notice to the awarded Respondent(s) (the “Contractor”). The award of the contract may be subject to the approval of the FWHS Board of Commissioners and/or the FWHS President, and it shall be conditioned on the successful negotiation of revisions, if any, to the RFP, recommended as part of the evaluation of proposals.

A contract shall be awarded in accordance with the terms and conditions of this RFP to the

Respondent(s) whose proposal is determined by FWHS as the most advantageous, considering price, qualifications, technical and other factors as specified in this RFP. FWHS reserves the right to negotiate and award any element of this RFP, to reject any or all proposals or to waive any minor irregularities or technicalities in RFP received as determined to be in the best interest of FWHS.

G. Insurance Requirements

Contractor shall have and shall require all Subcontractors of every tier providing services under this Contract to have Insurance meeting the General Requirements as set forth below:

1. General Requirements Applicable to All Contractors' Insurance.

The following requirements apply to the Contractor and to Subcontractor(s) of every tier performing services or activities pursuant to the terms of this Contract. Contractor acknowledges

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Contractor's Subcontractor(s):

a. The minimum types and limits of insurance indicated below shall be maintained throughout the duration of the Contract.

b. Insurance shall be written by companies with an A.M. Best rating of B+ or higher.

c. Prior to commencing work under this Contract, the required insurance shall be in force as evidenced by a Certificate of Insurance issued by the writing agent or carrier. A copy of the Certificate of Insurance shall be forwarded to Fort Worth Housing Solutions. Execution of this Contract will not occur until such evidence of insurance has been provided and accepted as compliant.

d. Certificates of Insurance shall include the endorsements outlined below. The Certificate(s) shall show the Fort Worth Housing Solutions Contract number.

e. Insurance required under this Contract which names Fort Worth Housing Solutions as an

Additional Insured shall be considered primary for all claims.

f. Insurance limits shown below may be written as primary or structured using primary and excess or umbrella coverage that follows the form of the primary policy.

g. Fort Worth Housing Solutions shall be entitled, upon its request and without expense, to receive certified copies of policies and endorsements.

h. Fort Worth Housing Solutions reserves the right to review insurance requirements during any term of the Contract and to require the Contractor make reasonable adjustments when the scope of services has been expanded.

i. Contractor shall not allow any insurance to be cancelled or lapse during any term of this

Contract. Contractor shall not permit the minimum limits of coverage to erode or otherwise be reduced. Contractor shall be responsible for all premiums, deductibles, and self-insured retention. All deductibles and self-insured retention shall be shown on the Certificates of

Insurance.

j. Insurance coverages specified in this Contract are not intended and will not be interpreted to limit the responsibility or liability of the Contractor or Subcontractor(s).

2. Specific Requirements

The following requirements apply to the Contractor and to Subcontractor(s) of every tier performing services or activities pursuant to the terms of this Contract. Contractor acknowledges and agrees to the following concerning insurance requirements applicable to Contractor and

Contractor's Subcontractor(s):

a. Workers’ Compensation and Employers' Liability Insurance

• Coverage shall be consistent with statutory benefits outlined in the Texas Workers'

Compensation Act.

• Employers’ Liability limits are o $100,000 bodily injury each accident

17 | P a g e o $100,000 bodily injury by disease o $500,000 policy limit

• Policies under this Section shall include the following endorsements in favor of

Fort Worth Housing Solutions:

o Waiver of Subrogation o Thirty (30) day Notice of Cancellation

b. Commercial General Liability Insurance

• Minimum limits:

o $1,000,000 combined single limit per occurrence for coverage A (Bodily Injury and

Property Damage) and B (Personal and Advertising Injury).

o $2,000,000 aggregate.

• The Policy shall contain or be endorsed as follows:

o Blanket Contractual liability for this Contract o Products and Completed Operations o Independent Contractor Coverage

• The Policy shall also include the following endorsements or endorsements providing equivalent coverage in favor of Fort Worth Housing Solutions:

o Waiver of Subrogation o Fort Worth Housing Solutions named as Additional Insured

c. Business Automobile Liability Insurance

• Minimum limits: $1,000,000 combined single limit per occurrence

• If any form of transportation for clients is provided, coverage for all owned, non-owned, and hired vehicles shall be maintained with a combined single limit of $1,000,000 per occurrence.

• If no transportation services of any type are provided, and use of a motor vehicle is strictly limited to travel to and from work or work sites, evidence of Personal Auto

Policy coverage with limits of $100,000/$300,000/$100,000 may be provided in lieu of Business Automobile Liability Insurance.

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• The Policy shall also include the following endorsements or endorsements providing equivalent coverage in favor of Fort Worth Housing Solutions:

o Waiver of Subrogation o Fort Worth Housing Solutions named as Additional Insured

d. Professional Liability Insurance

• Coverage shall be provided with a minimum limit of $1,000,000 per occurrence to cover negligent acts, errors, or omissions arising out of Professional Services under this Contract.

• Acceptance of Alternative Limits or Endorsements Must be Approved by FWHS

Risk Management.

H. No Warranty

Respondents are required to examine the RFP, scope of services, and instructions pertaining to the services requested. Failure to do so will be at the Respondent’s own risk. It is assumed that the Respondent has made full investigation as to be fully informed as to the extent and character of the services requested. No warranty or representation is made or implied as the information contained in this RFP.

I. Expense of RFP Submission

All expenses incurred in the preparation and submission of the RFP to FWHS shall be borne by the Respondent.

J. General Conditions

1. FWHS reserves the right to accept or reject any and all proposals submitted, either in whole or in whole or in part, with or without cause; to waive any informalities of any proposal; to extend, amend or cancel this RFP at any time; and, to make the award in the best interest of FWHS.

2. FWHS reserves the right to request additional information, if needed, from prospective

Respondents.

3. In the event that it becomes necessary for FWHS to revise any part of this RFP, revisions will be provided in the form of an Addendum to all prospective Respondents. FWHS may issue and does require Respondents to acknowledge addendum/addenda to the RFP.

Proposals must conform to any addenda that may be issued to this RFP.

4. Proposals that are incomplete or not in conformance with the submission requirements may be eliminated from further consideration. Respondents should note carefully the submission requirements.

5. All proposals submitted in response to this RFP will be considered public information and may be made available to the general public (including news media) unless

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Confidential and/or Proprietary information is submitted under separate cover and is clearly designated as such.

6. The Respondent shall provide an oral presentation regarding proposal submitted, if requested to do so by FWHS.

7. Respondents may modify or withdraw a proposal prior to the RFP due date, by an authorized representative of that organization. All submissions will become the property of FWHS after the RFP Deadline.

8. The Respondent affirms that he/she is of lawful age and that no other person, firm, partnership, or corporation has any interest in this submittal or in the contract proposed to be entered.

9. The Respondent affirms that its proposal is made without any understanding, agreement or connection with any other person, firm, partnership or corporation making a submittal for the same purpose and is in all respects fair and without collusion or fraud.

10. The Respondent has carefully read the provisions, terms, and conditions of the RFP document and does hereby agree to be bound thereby.

11. FWHS reserves the right to make multiple awards from this RFP and also retains the right to negotiate with the awarded firm(s).

12. Additional services and/or service adjustments may be added or deleted during the life of any contract awarded hereunder as mutually agreed upon in writing between FWHS and Respondent.

Respondent must meet FWHS’ insurance requirements as required in this RFP.

13. The Respondent will not offer any gratuity, favor, or anything of monetary value to any officials or employee of FWHS for the purpose of influencing consideration of a response to this RFP.

14. FWHS reserves the right to disqualify any proposal(s) that may present a conflict of interest between FWHS, its employees or Board members, Respondent(s), or parties identified in the proposal.

15. Proposals must be held firm for one-hundred twenty (120) days from the RFP due date.

16. Proposed fee is inclusive of all necessary costs to provide the proposed services, including but not limited to employee costs and benefits; clerical support; overhead;

profit; supplies; materials; licensing; insurance; vehicle fuel, travel expenses, etc. Each fee proposed shall be fully “burdened” with profit and overhead costs.

HUD FORMS

1. Instructions to Offerors Non-Construction (HUD-5369-B)

2. Certifications and Representations of Offerors - Non-Construction (HUD 5369-C)

3. General Conditions for Non-Construction Contracts (HUD-5370-C) form HUD-5369-B (8/93) ref. Handbook 7460.8

Previous edition is obsolete page 1 of 2

Instructions to Offerors Non-Construction

U.S. Department of Housing and Urban Development Office of Public and Indian Housing

1. Preparation of Offers

(a) Offerors are expected to examine the statement of work, the proposed contract terms and conditions, and all instructions. Failure to do so will be at the offeror's risk.

(b) Each offeror shall furnish the information required by the solicitation.

The offeror shall sign the offer and print or type its name on the cover sheet and each continuation sheet on which it makes an entry. Erasures or other changes must be initialed by the person signing the offer. Offers signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the HA.

(c) Offers for services other than those specified will not be considered.

2. Submission of Offers

(a) Offers and modifications thereof shall be submitted in sealed envelopes or packages (1) addressed to the office specified in the solicitation, and (2) showing the time specified for receipt, the solicitation number, and the name and address of the offeror.

(b) Telegraphic offers will not be considered unless authorized by the solicitation; however, offers may be modified by written or telegraphic notice.

(c) Facsimile offers, modifications or withdrawals will not be considered unless authorized by the solicitation.

3. Amendments to Solicitations

(a) It this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

(b) Offerors shall acknowledge receipt of any amendments to this solicitation by

(1) signing and returning the amendment;

(2) identifying the amendment number and date in the space provided for this purpose on the form for submitting an offer,

(3) letter or telegram, or

(4) facsimile, if facsimile offers are authorized in the solicitation.

The HA/HUD must receive the acknowledgment by the time specified for receipt of offers.

4. Explanation to Prospective Offerors

Any prospective offeror desiring an explanation or interpretation of the solicitation, statement of work, etc., must request it in writing soon enough to allow a reply to reach all prospective offerors before the submission of their offers. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment of the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective off offerors.

5. Responsibility of Prospective Contractor

(a) The HA shall award a contract only to a responsible prospective contractor who is able to perform successfully under the terms and conditions of the proposed contract. To be determined responsible, a prospective contractor must -

(1) Have adequate financial resources to perform the contract, or the ability to obtain them;

(2) Have a satisfactory performance record;

(3) Have a satisfactory record of integrity and business ethics;

(4) Have a satisfactory record of compliance with public policy (e.g., Equal Employment Opportunity); and

(5) Not have been suspended, debarred, or otherwise determined to be ineligible for award of contracts by the Department of Housing and Urban Development or any other agency of the

U.S. Government. Current lists of ineligible contractors are available for inspection at the HA/HUD.

(b) Before an offer is considered for award, the offeror may be requested by the HA to submit a statement or other documentation regarding any of the foregoing requirements. Failure by the offeror to provide such additional information may render the offeror ineligible for award.

6. Late Submissions, Modifications, and Withdrawal of Offers

(a) Any offer received at the place designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it -

(1) Was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of offers (e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the

15th);

(2) Was sent by mail, or if authorized by the solicitation, was sent by telegram or via facsimile, and it is determined by the HA/

HUD that the late receipt was due solely to mishandling by the

HA/HUD after receipt at the HA;

(3) Was sent by U.S. Postal Service Express Mail Next Day Service

- Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of proposals. The term 'working days" excludes weekends and U.S.

Federal holidays; or

(4) Is the only offer received.

(b) Any modification of an offer, except a modification resulting from the HA's request for 'best and final" offer (if this solicitation is a request for proposals), is subject to the same conditions as in subparagraphs (a)(1), (2), and (3) of this provision.

(c) A modification resulting from the HA's request for "best and final" offer received after the time and date specified in the request will not be considered unless received before award and the late receipt is due solely to mishandling by the HA after receipt at the HA.

(d) The only acceptable evidence to establish the date of mailing of a late offer, modification, or withdrawal sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S. or Canadian

Postal Service. Both postmarks must show a legible date or the offer, modification, or withdrawal shall be processed as if mailed late.

"Postmark" means a printed, stamped, or otherwise placed impression

(exclusive of a postage meter machine impression) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, offerors should request the postal clerk to place a hand cancellation bull's.-eye postmark on both the receipt and the envelope or wrapper.

(e) The only acceptable evidence to establish the time of receipt at the

HA is the time/date stamp of HA on the offer wrapper or other documentary evidence of receipt maintained by the HA.

form HUD-5369-B (8/93) ref. Handbook 7460.8

Previous edition is obsolete page 2 of 2

(f) The only acceptable evidence to establish the date of mailing of a late offer, modification, or withdrawal sent by Express Mail Next Day

Service-Post Office to Addressee is the date entered by the post office receiving clerk on the "Express Mail Next Day Service-Post Office to

Addressee" label and the postmark on both the envelope or wrapper and on the original receipt from the U.S. Postal Service. "Postmark" has the same meaning as defined in paragraph (c) of this provision, excluding postmarks of the Canadian Postal Service. Therefore, offerors should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

(g) Notwithstanding paragraph (a) of this provision, a late modification of an otherwise successful offer that makes its terms more favorable to the HA will be considered at any time it is received and may be accepted.

(h) If this solicitation is a request for proposals, proposals may be withdrawn by written notice, or if authorized by this solicitation, by telegram (including mailgram) or facsimile machine transmission received at any time before award. Proposals may be withdrawn in person by a offeror or its authorized representative if the identity of the person requesting withdrawal is established and the person signs a receipt for the offer before award.

If this solicitation is an Invitation for bids, bids may be withdrawn at any time prior to bid opening.

7. Contract Award

(a) The HA will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the HA, cost or price and other factors, specified elsewhere in this solicitation, considered.

(b) The HA may

(1) reject any or all offers if such action is in the HA's interest,

(2) accept other than the lowest offer,

(3) waive informalities and minor irregularities in offers received, and (4) award more than one contract for all or part of the requirements stated.

(c) If this solicitation is a request for proposals, the HA may award a contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain the offeror's best terms from a cost or price and technical standpoint.

(d) A written award or acceptance of offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. If this solicitation is a request for proposals, before the offer's specified expiration time, the HA may accept an offer, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Negotiations conducted after receipt of an offer do not constitute a rejection or counter offer by the HA.

(e) Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting contract.

8. Service of Protest

Any protest against the award of a contract pursuant to this solicitation shall be served on the HA by obtaining written and dated acknowledgment of receipt from the HA at the address shown on the cover of this solicitation. The determination of the HA with regard to such protest or to proceed to award notwithstanding such protest shall be final unless appealed by the protestor.

9. Offer Submission

Offers shall be submitted as follows and shall be enclosed in a sealed envelope and addressed to the office specified in the solicitation. The proposal shall show the hour and date specified in the solicitation for receipt, the solicitation number, and the name and address of the offeror, on the face of the envelope.

It is very important that the offer be property identified on the face of the envelope as set forth above in order to insure that the date and time of receipt Is stamped on the face of the offer envelope. Receiving procedures are: date and time stamp those envelopes identified as proposals and deliver them immediately to the appropriate contracting official, and only date stamp those envelopes which do not contain identification of the contents and deliver them to the appropriate procuring activity only through the routine mail delivery procedure.

Please note that additional conditions, specifications and instructions pertaining to this RFP are contained within the RFP document issued.

form HUD-5369-C (8/93) ref. Handbook 7460.8 Previous edition is obsolete page 1 of 2

Certifications and Representations of Offerors Non-Construction Contract

U.S. Department of Housing and Urban Development

Public reporting burden for this collection of information is estimated to average 5 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.

This form includes clauses required by OMB’s common rule on bidding/offering procedures, implemented by HUD in 24 CFR 85.36, and those requirements set forth in Executive Order 11625 for small, minority, women-owned businesses, and certifications for independent price determination, and conflict of interest. The form is required for nonconstruction contracts awarded by Housing Agencies (HAs). The form is used by bidders/offerors to certify to the HA's Contracting Officer for contract compliance. If the form were not used, HAs would be unable to enforce their contracts. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality.

1. Contingent Fee Representation and Agreement

(a) The bidder/offeror represents and certifies as part of its bid/ offer that, except for full-time bona fide employees working solely for the bidder/offeror, the bidder/offeror:

(1) has, has not employed or retained any person or company to solicit or obtain this contract; and

(2) has, has not paid or agreed to pay to any person or company employed or retained to solicit or obtain this contract any commission, percentage, brokerage, or other fee contingent upon or resulting from the award of this contract.

(b) If the answer to either (a)(1) or (a) (2) above is affirmative, the bidder/offeror shall make an immediate and full written disclosure to the PHA Contracting Officer.

(c) Any misrepresentation by the bidder/offeror shall give the PHA the right to (1) terminate the resultant contract; (2) at its discretion, to deduct from contract payments the amount of any commission, percentage, brokerage, or other contingent fee; or

(3) take other remedy pursuant to the contract.

2. Small, Minority, Women-Owned Business Concern Rep-resentation

The bidder/offeror represents and certifies as part of its bid/ offer that it:

(a) is, is not a small business concern. “Small business concern,” as used in this provision, means a concern, includ- ing its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding, and qualified as a small business…