February 27, 2026

REQUEST FOR PROPOSAL

Multifamily Inspection Services

Reference No. 26-040

The City of Albany, Georgia, is soliciting competitive sealed proposals from qualified firms to provide inspection services for multifamily properties. Proposals will be received by the Procurement Division at 222 Pine Avenue, Suite 260, Albany, GA 31701, until 5:00 p.m. on March 31, 2026. The term of the contract shall be for one (1) year, with the option to renew for up to three (3) additional one-year terms, at the City's sole discretion. The selected inspectors will be responsible for ensuring compliance with local building codes, fire codes, health and safety regulations, and federal housing standards.

Pre-Proposal Conference (non-mandatory) will be held at 10:00 a.m. on March 06, 2026, virtually on Zoom to review requirements and answer questions. Firms are encouraged to submit all questions in writing as well so that an addendum can be issued with all answers and information becoming part of the solicitation. All prospective respondents are encouraged to attend. Zoom Link:

https://us06web.zoom.us/j/81884109341 ?pwd=IwmaHMVFBWNXa3ZtWTUvbBjilWX9Ks.1 Meeting ID: 818 8410 9341 Passcode: 668831

The City of Albany strongly encourages Small Business firms to participate in this RFP. All corporations should provide corporate seal (cover.sheet), a copy of the Secretary of State's Certificate of Incorporation and listing of the principles of the corporation with their response.

The City of Albany reserves the right to reject any and all responses and to waive technicalities as deemed to be in the best interest of the City. The City of Albany reserves the right to request additional information from a respondent(s) as deemed necessary to analyze responses.

For additional information, contact Ricky Gladney, Buyer at rgladney@albanyga.gov cc:

kross@albanyga.gov and jswilliams@albanyga.gov. The deadline for questions is 5:00 pm on March 13, 2026. Questions received after this deadline may not be answered. Replies of substance will be in the form of written addenda and made available to all potential respondents.

FINANCE

Ci . :r!J~,~

J hua Williams, CPPB uocurement Manager

P.O. BOX 447 ALBANY, GA 31702 I PHONE: 229.431.3211 I FAX: 229.431.2184 I www.albanyga.gov

CITY OF ALBANY

FINANCE DEPARTMENT

PROCUREMENT DIVISION

ALBANY, GEORGIA

INSTRUCTIONS TO PROPOSERS

These instructions will bind proposers to terms and conditions herein set forth,

1. The following criteria are used in determining which proposal is in the best interests of the city.

(a) The ability, capacity and skill of proposer to perform required service.

(b) Whether proposer can perform service promptly or within specified time.

(c) The character, integrity, reputation, judgment, experience and efficiency of proposer.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for City/County use.

(f) The ability of proposer to provide future maintenance and parts service.

2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in determining best proposer if they are deemed advantageous to the City.

3. All requested information should be included in submittal package. All desired information must be signed and included for your proposal to receive full consideration. Failure to submit any required form will be cause for proposal to be rejected as non-responsive.

4. All questions, inquiries and requests for clarification shall be directed to Procurement.

5. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and without further obligation on the part of the City or County at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed;

(2) The contract may provide for automatic renewal unless positive action is taken by the City or County to terminate such contract, and the nature of such action shall be determined by the City or County and specified in the contract; (3) The contract shall state the total obligation of the City or County for the calendar year of execution and shall further state the total obligation which will be incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment, or other personal property shall remain in the vendor until fully paid for by the City or County.

6. Quote all prices F.O.B. Albany or our warehouse or as specified in proposal documents.

7. Each proposal shall be clearly marked on the outside of the package as a Sealed Proposal.

8. Proposal must be received and stamped by the Procurement Office before time stipulated in proposal documents. No responsibility will attach to any City representative or employee for premature opening of proposal not properly addressed or identified.

9. Proposals received late will not be accepted, and the City will not be responsible for late mail delivery.

10. Should a proposal be misplaced by the City and found later it will be considered.

11. Proposals requiring bid security will not be read or considered if security is not enclosed. Security may be in the form of cash, certified check, cashier’s check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.

12. All proposers must be recognized as authorized dealers in the materials or equipment specified and be qualified to advise in their application or use. A proposer at any time requested must satisfy the Procurement Office and City Commission that he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the provisions of the contract in which he is interested.

13. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or cost schedule are done at the risk of the proposer.

14. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where there is more than one sample. The City reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests of the City to do so for the purpose of testing.

15. City will reject any material, supplies or equipment that do not meet the specifications, even though proposal lists the trade name or names of such materials on the price quotation form.

16. The unauthorized use of patented articles is done entirely at the risk of the successful proposer.

17. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of seeking a proposal. The City may purchase more or less than the estimated quantity, and the vendor must not assume that such estimated quantity is part of the contract.

18. Only the latest model equipment as evidenced by the manufacturer’s current published literature will be considered. Obsolete models of equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit containing used parts or having seen any service other than the necessary tests will be rejected. In addition to the equipment specifically called for in the specifications, all equipment catalogued by the manufacturer as standard or required by the State of Georgia shall be furnished with the equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of the Georgia Department of Revenue.

Multifamily Inspection Services Bid Ref. #26-040

19. The successful proposer on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and Georgia vendors shall provide Georgia Motor Vehicle form MV1.

20. Proposers are responsible for examining the location of the proposed work or delivery and determining, in their own way, the difficulties, which are likely to be encountered in the prosecution of the same.

21. All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement Officer and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the contractor, upon being instructed by the Procurement Officer, shall remove, or make good such material, equipment or supplies without extra compensation. It is expressly understood and agreed that the inspection of materials by the City will in no way lessen the responsibility of the contractor or release him from his obligation to perform and deliver to the City sound and satisfactory materials, equipment or supplies. The proposer agrees to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by the City or County.

22. Unless otherwise specified by the procurement officer all materials, supplies or equipment quoted herein must be delivered within thirty (30) days from date of notification or exception noted on price quotation sheet.

23. A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the City/County or who has failed in any former contract with the City/County to perform work satisfactorily, either as to the character of the work, the fulfillment of the guarantee, or the time consumed in completing the work.

24. Reasonable grounds for supposing that any proposer is interested in more than one proposal for the same item will be considered sufficient cause for rejection of all proposals in which he/she is interested.

25. Unless otherwise specified the City reserves the right to award each item separately or on a lump sum basis, whichever is in the best interest of the City/County.

26. The City reserves the right to waive any minor discrepancies, reject any or all proposals, and to purchase any part, all or none of the services, materials, supplies or equipment specified.

27. Failure of the proposer to sign the offer or have the signature of any authorized representative or agent on the proposal will be cause for rejection of the proposal. Signature must be written in ink.

28. Any proposer may withdraw his proposal at any time before the time set for opening of proposals. No proposal may be withdrawn without cause in the 60-day period after proposals are opened.

29. It is mutually understood and agreed that if any time the Procurement Officer shall be of the opinion that the contract or any part thereof is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the proposer is willfully violating any of the conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Officer shall have the power to notify the aforesaid proposer of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to address given in proposal. If after three working days of notification the conditions are not corrected to the satisfaction of the Procurement Officer, he shall thereupon have the power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and the expense thereof, so charged, shall be deducted from any paid by the City out of such monies as may become due to the said proposer, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in that event, the bondsman or the proposer, his executors, administrators, successors, or assigns, shall pay the amount of such excess to the City on notice by the Procurement Officer of the excess due.

30. If the proposer proposes to furnish any item of a foreign make or product, he should write “Foreign” together with the name of the originating country opposite such item on proposal.

31. Any complaint from proposer relative to the Request for Proposals or any attached specifications should be made prior to the time of opening of proposals, otherwise such complaint cannot be properly considered.

32. Contracts may be cancelled by the City/County with or without cause with 30-day written notice.

33. All Corporations should provide the corporate seal, a copy of the Secretary of State’s Certificate of

Incorporation, and a listing of the principals of the corporation with the bid/proposal.

34. All bidders/proposers should provide their tax identification number with the bid/proposal.

35. The Board of Commissioners passed a local preference ordinance on January 27, 2015. Where applicable, this ordinance will govern. Local preference will not be a basis of award for projects that are federally funded.

36. The proposer shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate, if applicable, before any work can commence. Proposer as well as any and all known subcontractors must possess or will be required to obtain a City of Albany Occupational Tax Certificate or Registration.

37. Prior to submitting proposal, check website at www.albanyga.gov or call the Procurement Office at 229- 431-3211 for any subsequent addendums.

PROCUREMENT FORM – Revised 4/20/2018

Multifamily Inspection Services

CITY OF ALBANY

MULTIFAMILY INSPECTION SERVICES

GENERAL INFORMATION

RFP #26-040

1. Submission Instructions:

Proposers must submit their responses in the following format to ensure a fair and compliant evaluation. Failure to separate the Cost Proposal from the Technical Proposal may result in disqualification.

Hard Copy & Digital Requirements:

a. One (1) Original: A complete technical proposal on company letterhead, clearly marked "ORIGINAL," featuring the wet signature of an authorized official.

b. Five (5) Printed Copies: Duplicate copies of the technical proposal (without pricing).

c. One (1) USB Flash Drive: A digital version of the technical proposal (without pricing) in

PDF format and a PDF copy of the “COST PROPOSAL”.

d. One (1) Separately Sealed Envelope: Labeled "COST PROPOSAL" containing the firm’s pricing and rate schedules.

Packaging and Labeling:

a. All items must be enclosed in a single, sealed master envelope or box. The outside of the package must be clearly marked with your company information and as follows:

RFP #26-040: MULTIFAMILY INSPECTION SERVICES

Delivery Address:

Proposals must be delivered to the following address no later than the date and time specified in the Procurement Schedule:

CITY OF ALBANY

PROCUREMENT DIVISION

222 PINE AVENUE, SUITE 260

ALBANY, GEORGIA 31701

2. Proposals must be received no later than 5:00 P.M. March 31, 2026, at the City of Albany Procurement Office, 222 Pine Avenue, Suite 260, Albany, Ga. 31701. Sealed responses may be hand delivered or mailed to the above listed address. SEALED SUBMITTALS MUST BE DELIVERED IN WRITING. VERBAL RESPONSES ARE NOT ACCEPTABLE. The City of Albany assumes no responsibility for submittals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. If submittals are delivered by other than hand delivery, it is recommended that the respondent verify delivery. Any submittal received after the specified time and date will not be considered and will be returned unopened to the firm.

3. The contact person for this RFP is Ricky Gladney, Buyer, at rgladney@albanyga.gov.

Explanation(s) desired by proposer(s) regarding the meaning or interpretation of this RFP must be requested from the Procurement office, in writing, as is further described below.

4. Proposers are advised that from the date of release of this RFP until award of the contract, NO contact with the City of Albany personnel related to this RFP is permitted, except as authorized by the Procurement office. Any such unauthorized contact may result in the disqualification of the proposer’s submittal.

5. Requests for additional information or clarifications must be made in writing no later than the date specified in the RFP. The request must contain the proposer’s name, address, phone number, and email address. Email questions to rgladney@albanyga.gov; cc: kross@albanyga.gov and jswilliams@albanyga.gov.

Multifamily Inspection Services Bid Ref. #26-040 mailto:rgladney@albanyga.gov mailto:rgladney@albanyga.gov mailto:kross@albanyga.gov mailto:jswilliams@albanyga.gov

6. The Procurement Office will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the Proposal Due Date.

Proposers should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

7. Proposers are responsible for ensuring they have received all addenda. Before submission, please verify the final count with the designated contact person. State the total number of addenda received on your cover sheet and include a signed copy of each with your proposal.

8. Proposals received after the Proposal Due Date and time are late and will not be considered. The proposer may withdraw his/her submitted proposal by providing a written request to the Procurement Division before the stipulated closing date and time. Withdrawal of your proposal will not cause prejudice or interfere with the right of the proposer to submit a new proposal, provided the latter is received by the predetermined date and time provided herein. No proposal may be withdrawn for a period of sixty (60) days following the stipulated closing date.

The City of Albany may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP.

All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne by the proposer(s). No payment will be made for any responses received, or for any other effort required of or made by the proposer(s) prior to commencement of work as defined by a contract approved by the City of Albany Board of Commissioners.

9. Proposers may be required to give oral presentations in support of their proposals or to exhibit or otherwise demonstrate the information contained therein.

10. Proposers may take exceptions to any of the terms of this RFP unless the RFP specifically states where exceptions may not be taken. Should a proposer take exception where none is permitted, the proposal may be rejected as non-responsive. All exceptions taken must be specific, and the Proposer must indicate clearly what alternative is being offered to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions and the proposals will be evaluated based on the proposals as submitted. The City, after completing evaluations, may accept or reject the exceptions. Where exceptions are rejected, the City may request that the Proposer furnish the services or goods described herein or negotiate an acceptable alternative.

No proposal shall be accepted from, nor will any contract be awarded to, any proposer who is in arrears to the City of Albany upon any debt, fee, tax or contract, or who is a defaulter, as surety or otherwise, upon any obligation to the City, or who is otherwise determined to be irresponsible or unreliable by the City of Albany.

The City of Albany may award a contract on the basis of information received without the RFP moving through all three phases described in the Selection Process section of the RFP. Therefore, each proposal phase should contain a proposer’s best presentation of its position to serve.

11. Selection Process Clause: A Proposal Analysis Group (PAG) will review all proposals submitted.

Based upon the background information reported in the RFP, the PAG will determine whether the respondent is qualified or unqualified. Cost will not be the sole determining factor in selecting a

Multifamily Inspection Services firm. The Proposal Analysis Group will rank the qualified firms based on the data submitted. The PAG may require each firm to make a formal presentation regarding its qualifications to perform the requested services. The top ranked firms will be selected for final negotiations.

The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, including those applicable to conflict of interest and collusion. Proposers are presumed to be familiar with all Federal, State and local laws, ordinances, codes and regulations that may in any way affect the services offered. No reimbursement will be made by the City of Albany for any costs incurred prior to a formal Notice To Proceed should an award of contract result from this solicitation.

12. INDEMNIFICATION: The Consultant shall indemnify, hold harmless, and defend the City of Albany and its officers, employees, and agents from and against any and all losses, claims, damages, liabilities, or expenses (including reasonable attorney’s fees and litigation costs) to the extent caused by or resulting from the negligent acts, recklessness, errors, omissions, or intentionally wrongful conduct of the Consultant, its employees, or sub-consultants in the performance of professional inspection services under this Agreement. This indemnification shall specifically include, but is not limited to: Any fines, penalties, or forfeitures levied against the City by state or federal regulatory agencies resulting from the Consultant’s failure to comply with applicable codes, including the Georgia State Minimum Standard Codes and NFPA standards.

Claims arising from incorrect or fraudulent information provided in a Code Compliance Certificate or individual unit inspection reports. Any injuries or property damage sustained by persons, including tenants and property owners, during the course of the Consultant’s on-site inspection activities. This clause shall survive the expiration or termination of this Agreement for any reason.

13. INSURANCE REQUIREMENTS: The Consultant shall maintain, at his own expense, the following minimum insurance coverage for the duration of the contract and any renewal terms:

Professional Liability (Errors & Omissions): $2,000,000 per claim / $2,000,000 annual aggregate.

Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate, naming the City of Albany as an Additional Insured. Automobile Liability: $500,000 combined single limit covering all owned, non-owned, and hired vehicles. Workers’ Compensation: Statutory limits as required by the State of Georgia, including Employer’s Liability of $1,000,000.

Proof of Coverage: A Certificate of Insurance (COI) must be submitted with the proposal. The City must be notified at least thirty (30) days prior to any cancellation or material change in coverage.

14. TERMINATION OF CONTRACT FOR CONVENIENCE: The City of Albany shall have the right to terminate any contract to be made hereunder for their convenience by giving the proposer sixty (60) calendar days written notice of their election to do so and by specifying the effective date of such termination. The proposer shall be paid for its services through the effective date of such termination.

15. TERMINATION OF CONTRACT FOR CAUSE: Provided a contract is awarded, if a proposer shall fail to fulfill any of its obligations hereunder, The City of Albany may terminate the agreement with said proposer for such default by giving written notice to the proposer at issue. If this agreement is so terminated, the proposer shall be paid only for work satisfactorily completed. Any termination that could occur would not happen without an opportunity to cure per the conditions outlined in the Contract between the successful proposer and the City.

16. Upon receipt of the proposals by the City of Albany, the proposal shall become property of the City without compensation to the proposers, for disposition or usage at discretion of the City of Albany.

Multifamily Inspection Services

17. Georgia Security and Immigration Compliance Act: The successful consultant will provide certification that they are in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of O.C.G.A § 36-60-13, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A § 36-60- 13, all sub-consultants entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work Authorization Program. (See attached document at the end of proposal)

18. PROPOSAL RESPONSE: All vendors/respondents should provide information as detailed in this RFP and any other pertinent information which will assist the Evaluation Committee in selecting the most qualified firm. The City of Albany Staff will be available at the pre-proposal conference to answer questions and offer explanations as needed. Any reply resulting in a change in the Request For Proposals (RFP) will be sent to all attendees. It is highly recommended that all interested proposers attend this conference.

19. Proposer shall provide satisfactory evidence of competency to perform the work presented in the RFP. The minimum requirements are a permanent office, adequate workforce and technical qualifications/experience, along with having a suitable financial status to meet obligations incidental to the workplace. Submit with your proposal satisfactory evidence to meet these requirements.

20. The proposer will give immediate notice to the City of Albany of any claims or suits made or filed against the vendor or its subcontractors on any matter pertaining to this contract. The vendor shall cooperate, assist, and consult with the City in any claim, suit, or action made or filed against the City as a result of or relating to the vendors obligation under this contract. Any cancellation or lapse of insurance affecting the operation of the City shall be deemed a material breach of contract and the Administrator must be notified immediately.

21. EVALUATION CRITERIA:

Experience and Qualifications 30% Understanding of Scope and Approach 25% References and Past Performance 20% Cost Competitiveness 25%

Award will be given to the responsive and responsible proposer whose proposal best meets the needs of the City of Albany as set forth herein. Proposers will be evaluated on the following criteria:

• Experience and Qualifications (30%) – demonstrated experience of the firm/individual and staff assigned, including licenses, certifications and successful performance on similar multifamily inspection projects.

• Understanding of Scope and Approach (25%) – clarity and quality of the proposed methodology, use of technology, and ability to meet the City’s inspection and reporting requirements.

• References and Past Performance (20%) – feedback from references and demonstrated history of delivering timely, high-quality inspection services.

• Cost Competitiveness (25%) – reasonableness and transparency of the fee schedule in relation to the scope of work.

22. Certificate of Non-Collusion: An executed copy of this form should accompany your submittal.

See Attached).

23. Governing Law & Venue: An executed copy of this form should accompany your submittal.

(See Attached).

Multifamily Inspection Services

24. Compliance with all applicable local, state, and federal regulations, including Title VI and ADA requirements, is required.

25. Price Escalation: Renewal terms shall be at the same prices as the initial term, unless a price adjustment is requested by the Consultant and approved in writing by the City at least sixty (60) days prior to the renewal date. Any such adjustment shall not exceed the Consumer Price Index (CPI) for the Albany-Dougherty County area.

26. Transition Clause: Upon expiration or termination of this Agreement, the Consultant shall provide all inspection data, digital records, and pending 'Notice of Non-Compliance' files to the City in an excel or CSV format within five (5) business days to ensure no lapse in program enforcement.

SCOPE OF WORK

MULTIFAMILY INSPECTION SERVICES

RFP #26-040

Scope of Services: Albany Multifamily Inspection Program (MIP) Administered by: Fire, Planning & Development, and Code Enforcement Departments

Program Overview The City of Albany requires owners of multifamily properties with four (4) or more units to submit a Code Compliance Certificate annually to renew their Occupational Tax Certificate. This program ensures 100% of all units meet state and local safety standards over a four-year cycle. There are approximately 79 multifamily properties with four or more units in Albany, Georgia. The total number of units is approximately 5,287. Based on the total number of units, 25% will require annual inspection, which is approximately 1,322. Unit counts are estimates based on current Tax Assessor records; actual counts may vary upon field verification.

The selected inspector(s) will:

a. Conduct inspections of multifamily properties on a scheduled basis, as directed by City staff.

b. Ensure compliance with International Building Code (IBC), NFPA Fire Code, HUD Housing Quality

Standards, and applicable state and local codes.

c. Document findings using City-approved inspection software and submit timely, detailed reports.

d. Perform follow-up inspections as required to verify corrective actions.

e. Attend meetings with program staff, property owners, and residents when necessary.

f. Maintain accurate records of all inspections for program monitoring and auditing.

g. Provide documentation as needed in support of code enforcement actions.

Key Requirements

• Annual Inspection: Owners must have 25% of their units inspected each year by a certified third-party inspector.

• Code Standards: All inspections must verify compliance with current Georgia State

Minimum Standard Codes and NFPA standards.

• Exemptions: New constructions are exempt for four (4) years following the issuance of a

Certificate of Occupancy (CO).

• Deadline: Certified reports must be submitted electronically before or at the time of

Occupational Tax renewal.

Multifamily Inspection Services

Submission Checklist All electronic submissions must include:

a. Code Compliance Certificate (signed by a qualified inspector).

b. Individual Inspection Sheets for each unit inspected.

c. Inspector Credentials: Current local business license and Certificate of Liability Insurance.

Failure to provide accurate, timely reports may result in code enforcement action.

Notice of Non-Compliance & Remediation Process

Issuance of Notice: If an inspection reveals violations of the Georgia State Minimum Standard Codes, the third-party inspector shall immediately issue a Notice of Non-Compliance to the property owner or manager. This notice will detail each deficiency and categorize it by severity.

Life-Safety Violations: Hazards identified as "Life-Safety" (e.g., non-functioning smoke/CO alarms, blocked egress, or exposed electrical wiring) require immediate remediation, typically within 24 hours.

General Repairs: Non-life-safety violations (e.g., minor structural repairs or cosmetic code issues) must be corrected within 30 days, unless an extension is granted by the City of Albany Code Enforcement Division.

Re-Inspection Requirement: Once all repairs are completed, the owner must schedule a re-inspection with the original third-party inspector to verify compliance.

Certification Deadlines: A Code Compliance Certificate will not be issued until all violations are marked as "Pass."

Impact on Licensing: The City of Albany reserves the right to withhold the renewal of the Occupational Tax Certificate (Business License) for any property with outstanding life-safety violations. Furthermore, the Building Official or Fire Chief is authorized to initiate proceedings to revoke the Certificate of Occupancy for any building or unit found to be in violation of the Georgia State Minimum Standard Codes, potentially requiring the immediate evacuation of the premises until such time as the third-party certification is obtained and all life-safety hazards are abated

• Written Notice: The holder must be given notice of the City's intent to revoke, stating the specific reasons.

• Opportunity to Correct: Owners are often given a set period (e.g., 14 days) to correct violations or request an extension.

Enforcement Action: Continued failure to remediate violations may result in the property being referred to Code Enforcement for further legal action. This includes, but is not limited to:

• Citations returnable to Albany Municipal Court;

• The issuance of a Cease and Desist Order prohibiting the further rental or occupancy of the non-compliant units; or

• The revocation of the property’s Certificate of Occupancy.

Multifamily Inspection Services

Minimum Qualifications Professional Licensure: Must be a Georgia Registered Professional Engineer (PE), a Georgia Registered Architect, or a Qualified Inspector as defined by O.C.G.A. § 8-2-26.1.

Mandatory Certifications: Must hold and maintain at least one of the following active certifications from the International Code Council (ICC):

• Property Maintenance and Housing Inspector (IM)

• Residential Building Inspector (B1)

• Commercial Building Inspector (B2)

• Building Inspector (B5) or Commercial Combination Inspector

Code Proficiency: Demonstrated expertise in the 2024 International Building Code (IBC) and 2024 International Residential Code (IRC), including all current 2026 Georgia State Amendments.

Relevant Experience: Minimum of 3–5 years of verifiable experience conducting multifamily residential inspections, with a focus on life-safety, structural, and property maintenance standards.

Digital Reporting: Proficiency in electronic inspection systems capable of generating reports compatible with the City of Albany Permit Portal and electronic document submission requirements.

Compliance History: Must not be debarred from conducting business with the State of Georgia or the City of Albany.

Professional Ethics: Demonstrated ability to maintain strict impartiality, confidentiality, and accuracy while interacting professionally with property owners, tenants, and City staff.

Statutory Compliance: In accordance with O.C.G.A. § 36-60-13, this Agreement shall terminate absolutely and without further lapse at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed. This Agreement shall be deemed renewed for the subsequent period unless the City provides written notice of non-renewal to the Vendor at least thirty (30) days prior to the end of the then-current calendar year.

Funding: This Agreement shall terminate immediately and absolutely at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the City.

Proposal Requirements:

Qualifications Summary: A brief history of the firm and proof of required licenses (ICC certifications, GA PE/Architect licenses).

Project Methodology: A description of how they will manage the 25% annual rotation to ensure 100% coverage over 4 years.

Sample Reports: A copy of the digital inspection form they intend to use (must be compatible with your City of Albany Permit Portal).

References: A list of at least three (3) municipal or large-scale multifamily clients they have served in the last five years.

Evaluation Criteria

• Experience and Qualifications (30%) – demonstrated experience of the firm/individual and staff assigned, including licenses, certifications and successful performance on similar multifamily inspection projects.

• Understanding of Scope and Approach (25%) – clarity and quality of the proposed methodology, use of technology, and ability to meet the City’s inspection and reporting requirements.

• References and Past Performance (20%) – feedback from references and demonstrated history of delivering timely, high-quality inspection services.

• Cost Competitiveness (25%) – reasonableness and transparency of the fee schedule in relation to the scope of work.

Term of Contract: The initial term of this Agreement shall be for one (1) year, commencing on the date of execution, unless terminated earlier in accordance with the provisions herein. The City shall have the unilateral option to renew this Agreement for up to three (3) additional one-year terms, at the City’s sole discretion, under the same terms and conditions as the original Agreement. Annual Appropriations: In accordance with O.C.G.A. § 36-60-13, this multi-year contract shall terminate absolutely and without further obligation on the part of the City at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed. The contract shall be deemed renewed only if the City of Albany affirmatively exercises its renewal option.

**COMPLETE AND SUBMIT**

ATTACHMENT A: PRICE PROPOSAL FORM

RFP #26-040: Multifamily Inspection Services Proposer Name: _________________________________________________

1. Core Inspection Fees Proposers shall provide a flat fee per unit. For evaluation purposes, the City will use the estimated annual volume of 1,322 units.

Service Description Unit of Measure

Unit Price

Estimated Annual Qty

Extended Total

Initial Unit Inspection (MIP Standard) Per Unit $ 1,322 $

Follow-up Re-inspection (Verification of Repairs)

Per Unit $ 200* $

Emergency/Off-Cycle Inspection Per Unit $ 25* $

TOTAL ESTIMATED ANNUAL BASE BID

*Quantities for re-inspections are estimates for bidding purposes only.

2. Hourly Rates for Additional Services Provide hourly rates for services requested outside the standard unit inspection scope (e.g., court testimony or technical consulting).

Personnel Category Hourly Rate

Principal / Project Manager $

Certified Lead Inspector $

Administrative / Clerical Support $

Expert Witness / Court Testimony $

3. Fee Guarantee The prices quoted above shall remain firm for the initial one-year term of the contract. Please indicate the maximum percentage increase for subsequent renewal years:

Multifamily Inspection Services

• Renewal Year 2: ________%

• Renewal Year 3: ________%

• Renewal Year 4: ________%

4. Acknowledgement & Authorization The undersigned proposer certifies that this fee proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud.

Authorized Signature: _________________________________ Print Name/Title: ___________________________________ Date: _________________________ Email: _________________________________ Phone: ________________________________

CITY OF ALBANY MULTIFAMILY INSPECTION CHECKLIST

Name of Community: _____________________ Address: _________________________

Building Number: _________Unit Number: _____________Date of Inspection: ____________

Inspector Certification Number__________________________________________________

Current Occupancy: □ Occupied □ Vacant

Minimum Standards for Basic Equipment & Facilities for Dwellings (Refer to City of Albany Muni Code (COAMC) for additional details

PASS FAIL Action Required for Compliance

1. Flooring is impervious in kitchen and bath areas

2. Privacy for bathrooms

3. Hot and cold water supply

4. Heating facilities in good working order, no unvented heating appliances in sleeping rooms

5. Garbage disposal facilities (trash cans or sink grinders for food disposal)

6. Smoke Alarm devices as required by law

7. Windows, 8% glazing of floor space for light and ventilation, 45% shall be operable with screens if no air conditioning. Windows shall be in good repair and rodent-proof, with no open cracks or holes

8. Plumbing facilities, including kitchen sink, lavatory, tub or shower, and water closet, are clean and sanitary and are in good working order

9. Electrical in good working order with proper covers, no exposed wiring, and existing light fixtures in good working order

10. Both interior and exterior doors, jams, and hardware are in good working order

11. Stairs in good working order with protective railings (interior and exterior)

12. Interior floors, walls, and ceiling kept in good repair

13. Proper number of residents per bedroom as required by law

14. Extermination as needed

15. Exit requirements, unobstructed means of egress leading to a safe and open space

16. Care of premises requires property to be generally maintained with no excessive trash, rubbish, or similar items

17. Address numbers are posted and in plain view

18. In compliance with all other applicable City of Albany, GA, latest adopted codes and standards (COAMC, Life Safety (2018), International Fire Code, Building Codes)

Notes:________________________________________________________________________________

I certify that the above is valid and true and that the above-referenced unit has been inspected for compliance with the provisions contained on this form.

Inspector Name: __________________________ Inspector Signature: _________________________

Certification Regarding Lobbying (Required for all bids exceeding $100,000 per 49 CFR Part 20)

The undersigned certifies, to the best of their knowledge and belief, that no federal funds have been used for lobbying activities, that they will report any non-federal funds used for lobbying using Form SF-LLL, and that this requirement will be included in all sub-awards.

This certification is a material representation of fact, and failure to comply may result in civil penalties between $10,000 and $100,000.

Proposer Signature: ______________________________________

Date: ________

Title: _______________________________________________

Company: _____________________________________________

CERTIFICATION OF NON-COLLUSION

The proposer being sworn, disposes and says, The proposer submitting this and its agents, officers or employees have not directly or indirectly entered into any agreements, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this RFQ.

SIGNATURE (AUTHORIZED)

COMPANY NAME

TITLE

DATE

ADVERTISEMENT FORM

For All Firms Participating in the bid please answer questions below:

Please let us know how you heard about the BID/RFQ advertisement by selecting one of the following.

1. Internet/Social Media to include Facebook, etc. Yes____ No____

2. City of Albany website Yes____ No____

3. City of Albany local access channel (channel 16) Yes____ No____

4. Georgia Procurement Registry Yes____ No____

5. Other: ____________________________________________

Please indicate if you are a DBE: Yes______ No_______

DATE: _____________________

COMPANY NAME: __________________________________________

AUTHORIZED REPRESENTATIVE NAME: ________________________________________

TITLE: ________________________________________

SIGNATURE: ___________________________________

GOVERNING LAW AND VENUE

Proposer agrees that as to any actions or proceedings arising out or related to this agreement, any such proceedings shall be governed and determined by Georgia Law.

Proposer further agrees that as to any actions or proceedings arising out of or related to this agreement, any such action or proceeding shall be resolved only in an appropriate court located in Dougherty County, Georgia.

SIGNED (AUTHORIZED) COMPANY NAME

TITLE DATE

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contractor’s Name:

Address:

Solicitation/Contract No.:

26-040

Solicitation /Contract Name:

MULTIFAMILY INSPECTION SERVICES

CONTRACTOR AFFIDAVIT

I understand that the City of Albany may not enter into a contract with __________________(Name of Corporation) unless it has registered and does participate in the Federal Work Authorization Program defined in O.C.G.A. § 13-10-90(2), to-wit”

(2) “Federal work authorization program” means any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603.

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, entity or corporation which is engaged in the physical performance of services on behalf of the City of Albany has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period and the undersigned Contractor will contract for the physical performance of services in satisfaction of such contract only with sub-Contractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13- 10- 91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization (EEV/E-Verify Company Identification Number)

Name of Contractor

I hereby declare under penalty of perjury that the foregoing is true and correct.

Printed Name (of Authorized Officer or Agent of Contractor) Title (of Authorized Officer or Agent Contractor)

Signature (of Authorized Officer or Agent) Date Signed

SUBSCRIBED AND SWORN BEFORE ME ON

[NOTARY SEAL]

Notary Public My Commission Expires: Approved 10/23/2020