4-26RFP044 - Rental Initiatives Supporting Education - FINAL DRAFT SOLICITATION.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

Rental Initiatives Supporting Education (R.I.S.E) /Tenant Based Rental Assistance Program

RFP – 26RFP044

CRITICAL DATES

PROPOSAL SUBMITTAL DUE: 2:00:00 P.M. LOCAL AZ TIME, THURSDAY, APRIL 9, 2026

QUESTIONS DUE: 2:00:00 P.M. LOCAL AZ TIME, WEDNEDAY, APRIL 1, 2026

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link 26RFP044

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Bobbi Juarez Buyer bjuarez@scottsdaleaz.gov 480-312-5703

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/meet/22438374880449?p=nXvsXCyqUfRWKdmTqd

INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent

SECTION 2 – STATEMENT OF NEED

A. Specifications B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities E. Additional Requirements (Deliverables, etc.)

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Subcontractor List G. Bidder Questionnaire-Company Information H. Bidder Questionnaire-Similar/Relevant Projects

SECTION 7 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions C. Subrecipient Agreement

SECTION 1 - INTRODUCTION

A. INTENT

The City of Scottsdale seeks a qualified non-profit agency, defined as a “subrecipient” under 24 CFR 92.2, to administer a Tenant Based Rental Assistance (TBRA) program that will provide financial assistance for monthly rental costs and supportive services through case management to McKinney Vento Families who are Scottsdale residents identified through the Scottsdale Unified School District and with lawful presence in the United States. The City has allocated HOME ARP funding through the Maricopa County HOME Consortium to support the proposed TBRA program. The RISE program will allow for housing certificates as a rental subsidy to help individual households to acquire and maintain stable, affordable housing. The subsidy will be for one year (12 months), with the possibility of a second-year funding. The maximum time a participant may be on the program is two years (24 months).

Households must meet the eligibility requirements identified in the program description.

The intent of this RFP is to identify the most qualified subrecipient that can best administer a TBRA program and supportive services through case management targeting McKinney Vento families. The proposing agency must be agreeable to administer the program as outlined by the City of Scottsdale, and agree to comply with all HOME regulations under 24 CFR Part 92, HUD CPD Notice CPD-21-10 (the “Notice”), and must comply with the program requirements for the HOME-ARP TBRA activity as outlined in Section VI.C of the Notice.

The City of Scottsdale will issue a subrecipient agreement for the TBRA program to an identified local non-profit that meets the criteria set forth in the RFP. The subrecipient will maintain primary responsibility for all issues of client management, housing placement, tenant-landlord relations, and program accountability and documentation.

As a member of the Maricopa HOME Consortium, the City of Scottsdale will provide the results of this RFP to the other members of the Consortium. Consortium members may consider the results of this RFP for issuing subrecipient agreements for their programs.

SECTION 2 – STATEMENT OF NEED

A. SPECIFICATIONS

To provide stable, affordable, and supportive housing solutions that empower McKinney-Vento eligible students and their families to achieve educational success, reduce school mobility, and break the cycle of homelessness through integrated community partnerships and wraparound service, the City of Scottsdale is implementing Rental Initiatives Supporting Education (R.I.S.E) program. The primary purpose of the RISE program is to promote housing stability and educational continuity for McKinney- Vento eligible students and their families by expanding access to affordable rental housing. Through strategic partnerships with Scottsdale Human Services and the Scottsdale Unified School District, RISE provides rental assistance, supportive services as well as security and utility deposit support, to individuals and families who are experiencing or at risk of homelessness and qualify under the HOME- ARP program.

B. CONTRACTOR QUALIFICATIONS/ RESPONSIBILITIES

Regulatory Compliance

• Ability to comply with all applicable federal regulations, including:

o HOME Tenant-Based Rental Assistance requirements under 24 CFR 92.209.

o CPD Notice 21-10 and related HUD guidance.

• Adherence to the Scottsdale Housing Agency Administrative Plan and Housing Choice Voucher Model for TBRA implementation.

Organizational Capacity

• Be a qualified nonprofit or eligible entity capable of administering HOME-funded TBRA programs.

• Provide adequate staffing and resources to deliver services at:

o Scottsdale Housing and Community Assistance Office, or o School Resource Center.

• Deliver services in a culturally relevant and linguistically appropriate manner.

Experience and Expertise

• Demonstrated experience in:

o Administering rental assistance programs.

o Conducting eligibility determinations and income verifications under HUD standards.

o Performing housing inspections in compliance with NSPIRE and lead hazard reduction requirements.

• Ability to develop and implement:

COS RFP Template o Individual housing plans.

o Case management services to promote self-sufficiency.

• Track record of successful collaboration with community organizations and school districts.

Technical Competence

• Verify participant eligibility, including lawful presence via Systematic Alien Verification for Entitlements (SAVE) through the Housing and Community Assistance Office.

• Maintain accurate case files and chronological waiting lists.

• Conduct income determinations and annual recertifications per 24 CFR 5.609 and Part 982.

• Ensure compliance with:

o Rent reasonableness standards.

o HUD Small Area Fair Market Rent (SAFMR) payment standards set by the Scottsdale

Housing Agency. Small Area Fair Market Rent | City of Scottsdale

• Administer rental subsidies for up to 24 months, including security and utility deposit assistance.

Financial and Administrative Capacity

• Demonstrate ability to manage federal funds in compliance with HUD and City requirements.

• Provide:

o Two years of operating budgets.

o Most recent audit.

• Maintain internal controls to ensure:

o Proper reimbursement based on actual receipted expenses.

o Compliance with eligible cost requirements under 24 CFR 92.209(a).

Offerors shall perform the following responsibilities:

Program Administration

• Administer TBRA for eligible households with incomes ≤ 50% AMI.

• Verify participant eligibility and maintain accurate case files using the TBRA File Setup and

Checklist.

• Maintain a chronological waiting list and serve participants on a first-come, first-served basis.

• Develop and implement an individual housing plan for each participant, including housing objectives and timelines.

Service Delivery

• Provide essential TBRA services at designated locations:

o Scottsdale Housing and Community Assistance Office, or o School Resource Center.

• Conduct intake, eligibility verification, tenant and landlord briefings, and ongoing case management.

• Designate housing specialists to assist with housing search, lease negotiations, and utility setup.

• Provide rental subsidies for up to 24 months, including security and utility deposit assistance.

https://www.scottsdaleaz.gov/housing/housing-choice-voucher-program/small-area-fair-market-rent

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Housing Location and Stabilization

• Conduct housing search and placement activities, including:

o Assessment of housing barriers.

o Outreach to and negotiation with property owners.

o Assistance with rental applications and understanding leases.

• Provide housing stability case management for up to 24 months, including:

o Life-skills counseling.

o Coordination of supportive services and benefits.

o Monitoring participant progress toward self-sufficiency.

Inspections and Property Standards

• Conduct initial and annual inspections to ensure compliance with NSPIRE standards and lead hazard reduction requirements.

• Document inspections in participant files prior to lease execution.

• Assign bedroom sizes according to SHA subsidy standards.

Lease and Contract Management

• Review and approve leases to ensure compliance with 24 CFR 92.253 and follow the Scottsdale Housing Agency Administration Plan for informal reviews and informal hearing processes.

• Incorporate VAWA lease addendum and prohibit unlawful lease terms.

• Execute rental assistance contracts and maintain copies in project files.

• Ensure lease term is at least one year and participation in supportive services is mandatory.

Income Determination

• Determine household income eligibility using HUD definitions under 24 CFR 5.609.

• Review at least three months of source documentation.

• Conduct annual income recertifications and maintain consistent methodology.

• Begin recertification process 90–120 days before anniversary date.

Financial Management

• Calculate TBRA subsidy and tenant contribution based on SHA payment standards and adjusted income.

• Ensure security deposit assistance does not exceed two months’ rent.

• Submit itemized reimbursement requests based on actual receipted expenses.

Reporting and Documentation

• Submit monthly progress reports, including:

o Eligibility determination forms.

o NSPIRE inspection and rent reasonableness documentation.

o TBRA participant tracking sheets.

o Copies of receipts and ledgers for financial assistance.

• Submit annual performance reports and additional HUD-required data.

https://www.scottsdaleaz.gov/housing/housing-choice-voucher-program

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• Retain all project records for five years after assistance ends.

Performance Standards

• Assess all incoming referrals within a reasonable timeframe.

• Maintain compliance with HUD and City policies.

• Achieve performance benchmarks:

o 90% of participants exit to stable housing.

o 75% maintain or increase income.

o 100% of inspections completed prior to leasing and annually.

C. CITY’S RESPONSIBILITIES

The Contract Administrator for the resulting contract shall be the Housing and Community Assistance Manager.

The City shall disburse funds in a timely manner as described in this Agreement.

Provide reasonable technical assistance to the Subrecipient to comply with applicable federal guidelines governing the use of Home Funds.

The City will complete all environmental review requirements as described in 24 C.F.R Part 58.

The City will run all participants through the Systematic Alien Identification System (SAVE) to in compliance and A.R.S 1-501 through 1-504 and federal regulations to ensure lawful presence verification for applicants seeking public benefits.

SECTION 3 - SPECIAL TERMS AND CONDITIONS

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Offeror should fail to accept in writing, any conduct by Offeror which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Offeror of the Contract/Agreement and all of its terms and conditions.

Any terms proposed in Offeror's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Project Manager will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. BACKGROUND CHECK

The Contractor acknowledges that the City may require a background and/or criminal records check of Contractor, which may include fingerprinting. If, in the City’s sole discretion, the City determines that the Contractor refused to participate in a background and/or criminal records check or the City no longer wishes to contract with the Contractor due to the results of a background and/or criminal records check, the CITY may terminate this agreement effective immediately upon the CITY’S notice to the Contractor. The contractor must have an active Unique Entity ID (UEI) registered in SAM.GOV (Systems of Award Management) and must not be disbarred from use of federal funds.

4. CITY OBSERVED HOLIDAYS

City holiday time frame to be 6:00 P.M. the eve of the holiday until 6:00 A.M. on the day after the holiday.

City Holidays Include: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (plus Day after Thanksgiving), Christmas Day.

a. New Year’s Day January 1st (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

e. Juneteenth June 19th

f. Independence Day July 4th (or Friday before or Monday after)

COS RFP Template

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25th (or Friday before or Monday after)

5. COMPLETENESS AND ACCURACY

The Consultant will be responsible for the completeness and accuracy of work prepared by the Consultant and will correct, at its expense, all errors or omissions which may be disclosed. The cost to correct those errors will be chargeable to the Consultant. Additional construction added to the project will not be the responsibility of the Consultant unless the need for additional construction was created by any error, omission, or negligent act of the Consultant. The City’s acceptance of the Consultant’s work will not relieve the Consultant of any of its responsibilities.

The professional standard to which the Consultant is held will be that of a similar Consultant as practiced in the State of Arizona.

6. CONTRACT ADMINISTRATION

The Contract Administrator, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

7. CONTRACTOR SUPERVISORS AND CREWS

The Contractor’s Supervisor(s) shall have full authority to act on behalf of the Contractor in any situation.

The Contractor’s Supervisor(s) and staff shall be monitored by the Contract Administrator for their effectiveness interacting with City personnel, citizens, and ability to maintain a written schedule.

The knowledge and effectiveness of the Contractor’s Supervisor(s) and staff shall have a direct impact on any possible and applicable Contract extensions.

Actual staff size shall be the responsibility of the Contractor to establish.

8. DELAYS AND EXTENSIONS

During the course of this Contract, if deemed in the best interest of the City of Scottsdale, an extension of time may be granted. However, any time extension so granted shall not constitute or operate as a waiver by the City of Scottsdale of any of its rights herein.

9. DELIVERY

Once a Purchase Order is placed with the Contractor, the Contractor shall complete all work associated with the Purchase Order or as approved by the Contract Administrator until the funding is expended.

10. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three

(3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in

COS RFP Template any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

2. Contractor’s insurance must be primary insurance as respects performance of subject contract.

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery (subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Vehicle Liability If any vehicle is used in the performance of the Scope of Work that is the subject of this Contract, the Contractor must maintain Business Automobile Liability Insurance with a limit of $1,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the performance of the Contractor’s work or services under this Contract. If any hazardous material, as defined by any local, state or federal authority, is the subject, or transported, in the performance of this contract, an MCS 90 endorsement is required providing $5,000,000 per occurrence limits of liability for bodily injury and property damage. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Workers’ Compensation Insurance Contractor must maintain Workers’ Compensation Insurance to cover obligations imposed by federal and state statutes applicable to Contractor’s employees engaged in the performance of work or services under this Contract and must also maintain Employers’ Liability Insurance of not less than $100,000 for each accident, $100,000 disease for each employee and $500,000 disease policy limit. If the Contractor is a sole proprietor or a single member limited liability company with no employees and has elected not to purchase Workers’ Compensation Insurance; a completed and signed Workers’ Compensation Waiver Form will substitute for the insurance requirement.

Professional Liability If the Contract is the subject of any professional services or work, or if Contractor engages in any professional services or work adjunct or residual to performing the work under this Contract, Contractor must maintain Professional Liability Insurance covering errors and omissions arising out of the work or services performed by Contractor or anyone employed by Contractor or anyone for whose acts, mistakes, errors and omissions Contractor is legally liable, with a liability insurance limit of $1,000,000 each claim and $2,000,000 all claims.

11. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE ITEMIZED.

Itemized invoices shall contain a MINIMUM of the following information:

• Vendor Name

• Remit to Address

• Purchase Order Number

• Invoice Date

• Invoice Number

• Date service/work was completed

• Complete description of work completed

• Location where service/work was performed

• Itemized list of all charges (quantity, description, unit pricing per the contract)

• Tax Amount (if applicable)

• Total Invoice Amount

The Contractor shall submit invoices with all supporting documentation within thirty (30) days after the service/work is completed and approved by the Contract Administrator.

12. KEY PERSONNEL

The Contractor shall provide an adequate staff of experienced personnel capable of and devoted to the successful accomplishment of Contract work. The Contractor shall assign the specific individuals identified in its proposal to key positions. The Contract is predicated, in part and among other considerations, on the utilization of the specific individual(s) and/or personnel qualification(s) identified and/or described in the Contractor’s offer. Therefore, no substitution of such specified individuals and/or personnel shall be made without prior written approval of the CA. Any substitution of personnel under this Contract shall be equal or better than those identified in the Contract. The City’s approval of a personnel substitution shall not be construed as an acceptance of the substitution’s performance potential. No approval shall be unreasonably withheld of a proposed substitution of personnel. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the Contract.

13. [Intentionally omitted.]

14. OWNERSHIP OF PROJECT DOCUMENTS

All documents, including but not limited to notes, records, data compilations, studies, and reports in any format, including but not limited to, written or electronic media, prepared in the performance of this Contract will remain the property of the City and must be delivered to the Contract Administrator before final payment is made to the Consultant.

COS RFP Template

When the work detail covers only the preparation of preliminary reports or documents, there will be no limitations upon the City concerning use of the ideas or recommendations in the reports or documents. The City will release the Consultant from any liability for the preparation and use of preliminary reports or documents.

Any use of the project documents for purposes other than intended under this Contract will be at the sole risk of the City, and the Consultant will not be liable for any losses or injuries arising out of that use.

15. PRICING

Pricing shall be listed on the Pricing Proposal Form. Prices quoted by the Offerors shall be applicable during the entire initial term of the Contract.

For reasons of clarity all submissions of pricing shall be priced in the same unit (size, volume, quantity, weight, etc.) as requested on the Pricing Proposal Form herein. Offerors failing to comply with this requirement may be declared non-responsive.

A change in pricing may only be requested by the Contractor, thirty (30) days prior to the annual anniversary date of the Contract. The ONLY allowable change in pricing shall be an update of the Manufacturer’s price sheet. The price sheet structure MUST remain the same (i.e. If the Contractor originally quoted Jobber Price less fifteen percent (15%) and submitted the Manufacturer’s Jobber Price Sheet, at the anniversary date of the Contract the ONLY change the Contractor can make in regard to pricing is to replace the old Jobber Price Sheet with a current Jobber Price Sheet). No change to the discount percentage shall be allowed. Price sheets can only be updated thirty (30) days prior to the annual anniversary date of the Contract. Failure to request a price sheet change in the timeframe specified herein may result in the denial of any increase requested.

The Offeror is strongly encouraged to offer additional pricing for related items, products and services, which are not specifically addressed as line items in this solicitation but are directly related to the items and products requested by the City herein and offered by the Offeror.

Additional items, products and services proposed pricing should be noted on the Pricing Proposal Form or a separate attachment to Offeror’s submittal document.

16. PURCHASING PROCEDURE

All orders require a City of Scottsdale purchase order that will be communicated by phone, fax or e-mail. No parts or commodities or work shall be rendered/are to be delivered without the issuance of a City of Scottsdale purchase order. Any invoices received from the Contractor without a City of Scottsdale purchase order number, referenced on the invoice, may remain unpaid.

17. QUALITY STANDARDS OF MATERIAL

If desired by the City, items/services bid shall be subjected to testing, dissection or analysis by a recognized testing laboratory or consultant selected by the City to determine that the material(s)/services(s) submitted for bid conform to the bid specifications. The cost of testing, dissection or analysis shall be borne by the bidder.

18. QUANTITY

The estimated quantities that will be required during the initial term of this Contract are indicated on the Pricing Proposal Form contained herein.

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The actual service requests, and service requests for future years may be more or less, and any quantities listed herein should be used for information purposes only.

The actual service requests, and service requests for future years may be more or less, and any quantities listed herein should be used for information purposes only.

19. REVIEW OF CONTRACTOR’S WORK

Work performed by the Contractor shall be subject to periodic reviews and partial acceptance at various stages. The Department may make such reviews and pass upon the acceptability of Contractor’s work. Partial acceptance shall not relieve the Contractor of its obligation to correct, without charge, any errors in the work on this project.

The City reserves the right to perform background checks on the Contractor and their employees who will be conducting onsite activities and have direct contact with the City’s client

20. SINGLE AWARD

The City of Scottsdale reserves the right to award this solicitation as deemed in the best interest of the City. While multiple awards are possible, the preferred procedure is to make a single award as a result of this solicitation process.

21. SUBSTANCE ABUSE SCREENING & BACKGROUND CHECK REQUIREMENTS

Any and all employees, including all owners and officers of Contractors who perform work in City facilities, shall submit to and pass a criminal background investigation and substance abuse screening as outlined herein.

The Contractor shall provide the City of Scottsdale written certification that all employees of the Contractor, who will be performing work in City of Scottsdale facilities, have successfully completed and passed both a criminal background investigation and substance abuse screening prior to engaging in any work in any City of Scottsdale facility.

All employees of the Contractor shall abstain from the use of illegal drugs and/or alcohol, and the misuse of controlled substances while performing work in City of Scottsdale facilities. The Contractor shall be notified and required to immediately remove any employee that is suspected of being under the influence of a controlled substance while performing work in a City of Scottsdale facility. The employee removed under these circumstances may return to performing work in City of Scottsdale facilities only after it has been determined and verified by the City of Scottsdale, that the employee was not under the influence of a controlled substance at the time of the incident.

• Substance Abuse Screening

Contractor’s employees, prior to engaging in work in any City of Scottsdale facility, shall be required to submit to and successfully complete a substance abuse screening for illegal drugs and controlled substances that includes at least the following: Amphetamines, Barbiturates, Benzodiazepines, Cocaine, Marijuana, Methadone, Opiates, PCP, and Propoxyphene. The substance abuse screening shall be performed by a laboratory legally authorized to perform such screenings and any related cost will be at the sole expense of the Contractor.

• Criminal Background Investigation Contractor and/or Contractor’s employees, prior to engaging in work for or in any City of Scottsdale facility, shall be required to submit to and successfully complete a full state and local federal criminal background investigation. The Contractor (if the Contractor performs work individually) shall not perform any work and the Contractor shall not allow any employee to perform work for or in a City of Scottsdale facility, if it is determined through the background investigation that the person has a history of conviction or arrest involving crimes of violence

COS RFP Template against others, sex offense, theft, or the sale and/or use of illegal drugs. Any cost incurred by the Contractor as a result of performing background investigation on their employees shall be at the sole expense of the Contractor.

Following Contractor award, the Contractor shall provide the Contract Administrator with a list of the “routine” contract assigned employees and include their Legal Name (First/Last), Date of Birth and Social Security Number. The City will conduct an ACJIS background check and issue an ID Badge to each routine contract employee who successfully passes the City’s background clearance.

All background checks are required to be updated annually based on the issuance date of the City issued picture identification badge, such annual updates will be performed by the City at the City’s expense.

Further, Contractor agrees that City policy does not permit, and the Contractor shall not allow, any individual who meets any of the following criteria to have unescorted access to any area that is considered vital infrastructure or to have unsupervised contact with members of a vulnerable population (such as children, those with mental disabilities or the elderly):

List of Automatic Disqualifiers:

Pending criminal charges of any kind except for minor traffic offenses.

Active warrants of any kind.

Violent felony convictions within either the last 10 years after conviction or release from prison, whichever is longer.

Non-violent felony convictions within either the last 5 years after conviction or release from prison, which ever period is longer.

Affiliation, past or present, with a terrorist organization.

Current affiliation with an organized crime syndicate or street gang or past membership within the last 10 years.

City of Scottsdale Vital Infrastructures includes but is not limited to:

Public Safety Facilities Water Department Facilities Prosecutors’ Office City Courts City Hall

Any facility defined under A.R.S. 41-1801 - “Critical Infrastructure”, means systems and assets, whether physical or virtual, that are so vital to this state and the United States that the incapacity or destruction of these systems and assets would have a debilitating impact on security, economic security, public health or safety.

22. [Intentionally omitted.]

23. THIRD PARTY BENEFICIARY

Nothing under the Contract Documents will be construed to give any rights or benefits in the Contract Documents to anyone other than the City and the Consultant, and all duties and responsibilities undertaken in accordance with the Contract Documents will be for the sole and exclusive benefit of the City and the Consultant and not for the benefit of any other party.

24. VALUATION OF CONSULTANT’S PERFORMANCE

The Consultant will be evaluated regarding its performance of this Contract. This evaluation will include, but not be limited to, the following consideration for:

COS RFP Template

Completeness Accuracy Utility Coordination Technical Expertise Organization Appearance of Plans (line work, lettering, etc.)

Working Relationship with City Staff and Others Availability Communication Skills (meetings, correspondence, etc.)

This evaluation will be prepared by the staff and used to evaluate the desirability to proceed with negotiations for additional services.

25. VEHICLE REQUIREMENTS AND IDENTIFICATION

The Contractor shall only use trucks and vehicles licensed for use on public streets and licensed in the State of Arizona.

All equipment used in the performance of work under the scope of this Contract shall be equipped with an amber/yellow light bar OR amber/yellow light which can be clearly seen from a MINIMUM distance of five hundred feet (500’) in all directions. The Contract Administrator shall be the sole determinant as to whether equipment warning lights are sufficient.

All Contractor vehicles shall contain signage which includes a MINIMUM of the Contractor Company name; and/or logo. Vehicle signage shall be sufficient, in the opinion of the Contract Administrator, to make it apparent to others, as to the nature of the business and the occupants of the vehicle. Vehicle signage shall appear on a MINIMUM of the right and left sides of the vehicle. All vehicles that are used in the performance of work under the scope of this Contract shall display the proper vehicle signage. Contract Administrator will approve proper identification of vehicles during the life of the Contract.

COS RFP Template

SECTION 4 – EVALUATION CRITERIA

FORMAL REQUEST FOR PROPOSAL

Rental Initiatives Supporting Education (R.I.S.E) /Tenant Based Rental Assistance Program

RFP – 26RFP044

A. EVALUATION CRITERIA

GENERAL

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, incomplete proposals, non-conformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to the initial review, all remaining proposals shall be reviewed by the Proposal Evaluation Committee.

PROPOSAL EVALUATION

All responsive proposals shall be evaluated by the Proposal Evaluation Committee using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City.

The following is the criteria that will be used to review the proposals:

DESCRIPTION

Experience & Qualifications / Overall Capabilities Method of Approach Pricing Past Performance

The following items may be used by the Proposal Evaluation Committee to evaluate each proposal submitted:

1. Cost factors associated with performing the work required by the contract.

2. Length of time the Offeror will warranty their workmanship and materials.

3. The returned satisfaction surveys from the Offeror’s submitted references.

4. The Offeror’s demonstrated experience on similar types of projects, including satisfactory reference checks relating to past work relationships, past performance on projects of similar scope and size, level of knowledge, reliability, flexibility and ability to meet project deadlines.

5. The ability and willingness of the Offeror to meet or exceed the specifications and standards of this solicitation and Offeror’s understanding and perceived perception of the scope of work contained herein.

6. The content and quality of the Offeror’s proposal and other presentation materials.

The evaluation committee may establish a short list of those proposals considered most advantageous to the City of Scottsdale.

Short-listed Offerors may be invited to make presentation. At the presentation, the evaluation committee will score each Offeror.

At the conclusion of all presentations, an overall ranking of proposals will be performed.

The City of Scottsdale intends to enter into negotiations with the top ranked Offeror determined to provide the most advantageous combination of product and services as determined by the proposal and presentation.

Should negotiations with the top ranked Offeror fail to reach a satisfactory conclusion, the City of Scottsdale may at is sole discretion enter into negotiations with the second ranked vendor, or the City of Scottsdale may determine that no further negotiations will be conducted.

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Offerors are expected to download the solicitation documents from the Bonfire procurement portal at City of Scottsdale, AZ (bonfirehub.com). To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 5 – Submittal Preparation Requirements. This page is provided to give Offerors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Offerors are to respond:

• COS Form means there is a corresponding form that needs to be completed by the Offeror and saved as a PDF.

• If COS Form is not listed this means the Offeror shall prepare their information as detailed in Section 5 – Submittal Preparation Requirements. For example, Offerors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Offerors could write the document using Word or Google Docs and then saving the document as a PDF.

• Once the Offeror has PDF documents for all of the items listed in the Section 5 –

Submittal Preparation Requirements checklist they will upload those file as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

• In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Offerors will fill out a pricing form and upload them as a PDF document. In some instances, Offerors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and the upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Offerors will complete directly in the procurement portal.

Experience & Qualifications / Overall Capabilities – Offeror’s proposal shall provide the firm’s qualifications and experience in summary. This shall illustrate the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror’s abilities to successfully complete the scope of work represented in this solicitation. The Firm Qualifications & Experience document should include a MINIMUM of the following items:

Firm History & Contact Information A synopsis of the firm’s history, including the length of time the Offeror has been in business.

Full company contact information, including:

Company Name Main office business address and local office address (if different) Office phone, fax, and email address https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login

COS RFP Template

Company web page address (if available) Company Description A brief description of the company’s primary business and any associated business-related activity relevant to housing, rental assistance, or supportive services.

Include years of operation and associated professional and business licenses.

Relevant Experience Demonstrated previous experience performing work similar in size and scope to the

R.I.S.E. program.

Any current experience with HUD HOME-ARP or similar federal funds administered.

Key Personnel Organizational chart identifying key project personnel by name, title, and contact information.

Resumes of all key project personnel submitted separately at the end of the proposal

(limited to one page each), including:

Past accomplishments Academic credentials Professional certifications Professional association memberships

Capacity Availability and capacity of workload, including the number of projects/audits that can be managed concurrently.

Safety & Compliance Copy of Contractor’s Safety Plan and training documentation in accordance with OSHA and applicable regulations (may be submitted electronically).

Method of Approach – Offeror’s document shall demonstrate an understanding of the goals identified herein for this project and provide a basic overview for the accomplishment of these goals.

Offeror’s proposal shall address a MINIMUM of the following key project areas:

Offeror’s document shall:

Demonstrate an understanding of the goals identified herein for this contract and provide a basic overview for accomplishing these goals.

Identify key issues and potential obstacles related to the scope of work and provide a basic methodology to address and overcome them.

Contain a comprehensive description of all services to be provided, including:

• Intake and eligibility verification

• Case management and housing stabilization

• Housing search and landlord engagement

• Compliance with HUD and City requirements

Identify the office location from which projects will be managed.

Address key project areas, including:

• Identification of eligible households

• Housing plan development

• Coordination with Scottsdale Unified School District and community partners

• Reporting and record retention

Project Cost – Offeror’s proposal shall include a total not to exceed pricing for your proposal including any reimbursable expenses.

Provide a detailed cost proposal, including:

Program administration Rental assistance and deposit support Supportive services

COS RFP Template

Explain cost reasonableness and alignment with HUD eligible cost requirements under 24 CFR 92.209(a).

Include any assumptions or limitations affecting pricing.

Past Performance – Offeror’s proposal shall include demonstrated successful performance on similar projects. Provide at least three references from comparable programs, including:

Organization name Contact person and phone/email Description of services provided

• Include evidence of meeting or exceeding performance benchmarks in prior projects.

• Provide compliance history with federal, state, and local regulations.

NOTE:

“Please do not return a copy of the solicitation/addenda(s) with your proposal/submittal. Return only the required documents as referenced on the Submittal Checklist.”

All submittals are to be completed on the City of Scottsdale (COS) forms without any alterations; failure to do so may result in your submittal being rejected.

SECTION 6 – REQUIRED FORMS

Proposal Signature Page (COS Form) – Fully completed

Pricing Proposal Form (COS Form)– Fully completed

General Disclosure Form (COS Form) – Fully completed

Litigation Disclosure Form (COS Form) – Fully completed

References (COS Form) – Fully completed

Subcontractor List (COS Form) - Fully completed

Bidder Questionnaire Form(s) Company Information (COS Form) – Fully…