chicago housing authority Physical Access Control RFP Event 3335_FINAL 7.13.pdf

1 Chicago Housing Authority

CHICAGO HOUSING AUTHORITY (“CHA”)

REQUEST FOR PROPOSAL (“RFP”) EVENT NO. 3335 (2026)

for

PHYSICAL ACCESS CONTROL SYSTEMS/DOOR READERS

Required for use by

INFORMATION TECHNOLOGY SERVICES

ISSUED ON: Tuesday, July 14, 2026

ISSUED BY: DEPARTMENT OF PROCUREMENT AND CONTRACTS

PROPOSALS DEADLINE:

Monday, August 10, 2026, at 1:00 PM CT

Proposals may be submitted early but must be received electronically no later than the date and time listed in the solicitation.

PROPOSALS WILL NOT BE ACCEPTED AFTER THE DUE DATE AND TIME

Respondent Name: ___________________________________________________

Contact Name: ____________________________________________________

Contact Telephone: ____________________________________________________

Contact Email: ____________________________________________________

This selection process is unique to the Scope of Work described herein and notwithstanding any other proposal, qualification or bid requests provided by the Chicago Housing Authority.

Proposers must comply with the requirements as defined in this RFP.

Keith Pettigrew Sheila Johnson Chief Executive Officer Deputy Chief Procurement www.thecha.org Revised as of 04/03/26, all others void

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Table of Contents

ARTICLE I INTRODUCTION

ARTICLE II INTENT AND PURPOSE

ARTICLE III STATEMENT OF WORK/SCOPE OF SERVICES

ARTICLE IV GENERAL INSTRUCTIONS

ARTICLE V SUBMITTAL REQUIREMENTS

ARTICLE VI INSURANCE REQUIREMENTS

ARTICLE VII EVALUATION PROCESS

ARTICLE VIII CONTRACT REQUIREMENTS

ARTICLE X EXECUTIVE SUMMARY FORM

ATTACHMENT A – FEE PROPOSAL

FORM(S)

ATTACHMENT B – INTENT TO BID/SUBMIT

LETTER

ATTACHMENT C – VENDOR SUBMISSION

CHECKLIST

ATTACHMENT D – STANDARD

PROFESSIONAL SERVICES AGREEMENT

ATTACHMENT E – REFERENCE

QUESTIONNAIRE

ATTACHMENT F – UTILIZATION PLAN

APPENDIX A- CARD READER DETAILS

APPENDIX B- CONTROLLER INVENTORY

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KEY INFORMATION

1. RESPONDENT CONTACT WITH CHA: The Procurement Specialist identified below is the sole point of contact regarding this RFP from the date of issuance until selection of the successful proposer(s).

Mauricio Beltran, Senior Procurement Specialist Chicago Housing Authority Department of Procurement and Contracts 60 East Van Buren Street, 8th Floor Chicago, Illinois 60605 Phone: (312) 786-3391 E-mail: MBeltran@thecha.org

An in-person pre-proposal conference is scheduled for Thursday, July 23, 2026, at 12:00 PM CT to discuss the scope of services and the CHA contract requirements. The meeting address is 60 E. Van Buren Conference Rooms 736A-C. In order to participate onsite, you will need to RSVP by Tuesday, July 21, 2026, at 1:00 PM CT with Mauricio Beltran via email at mbeltran@thecha.org. Please submit your Company Name, Your Name and email address confirming reservation.

Real-time online viewing is available; however, in-person participation is strongly preferred. To view the Pre-Proposal Conference online visit https://shorturl.at/1Kwa8 SITE VISITS: Thursday, July 23, 2026, from 2:30 PM – 3:00 PM CST. CHA strongly encourages all interested firms to attend. Vendors who are attending must be on site at the Location below at the start time listed below. CHA will provide access to all attendees at once:

CHA Headquarters: 333 South Wabash, Chicago, IL 60605 1:00pm – 2:00 PM

Family Investment Center (FIC): 4859 S. Wabash Ave., Chicago, IL 60615

3:00pm – 4:00 PM

Questions regarding clarification or verification of these specifications and CHA contract requirements must be submitted via the Supplier Portal at https://supplier.thecha.org. no later than Monday, July 27, 2026, by 1:00 PM CT.

The Letter of Intent to Submit a Proposal, Attachment B, is due Thursday, July 30, 2026, at 1:00 PM CT. The Letter of Intent to Submit a Proposal, Attachment B must be submitted via the Supplier Portal at https://supplier.thecha.org.

If you do not intend to submit a proposal in response to this RFP, please submit via the Supplier Portal at https://supplier.thecha.org, a brief explanation in order to continue to receive future bid/RFP notices.

Responses shall be submitted via the Supplier Portal at https://supplier.thecha.org no later than Monday, August 10, 2026, by 1:00 PM CT.

The Proposer shall be responsible for electronic submission by the due date and time. Late proposals will not be accepted.

Electronic Submission: CHA requires Respondents to submit an electronic proposal for the above-described Event. Respondent shall upload all documents via the CHA Supplier Portal at: https://supplier.thecha.org. Electronic proposal submission requires only one

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(1) copy. Each submittal section of the electronic proposal shall be labeled and separated into a different file as described in “ARTICLE V Submittal Requirements.”

Note: There is no maximum file capacity size when uploading attachments in the Supplier Portal. If you receive an error message that states the “Maximum size is: 50” while uploading an attachment in the Supplier Portal, that error message is referring to the file naming size. The name of your file cannot be more than 50 characters. For questions or assistance with the Supplier Portal, please contact Mauricio Beltran, Senior Procurement Specialist, at 312-786-3391, MBeltran@thecha.org. Respondent shall bear all costs of responding to this solicitation.

ARTICLE I INTRODUCTION

CHA is the third largest public housing authority in the nation and the largest single owner of rental housing in Chicago. Through its public housing and voucher programs, CHA serves 135,000 people in over 65,000 households across all 77 of Chicago’s community areas. CHA’s mission is to create and sustain strong communities where seniors thrive and everyone can unlock their economic power, ensuring that every neighborhood in Chicago has quality affordable housing and everyone feels welcome.

In its procurement of its goods and services, CHA seeks relationships with vendors who share our values for inclusive and equitable contracting opportunities. CHA strives to be fair, transparent, and practical, and works to optimize the use of public funds through purchasing decisions. For more information, visit www.thecha.org.

ARTICLE II INTENT AND PURPOSE

The Chicago Housing Authority (CHA) is seeking proposals from qualified vendors to modernize and expand its physical access control systems across two (2) key locations: (1) CHA Headquarters (CHA HQ), which includes entrances at 60 E. Van Buren (official CHA address) and 333 S. Wabash (main entrance), and (2) the Family Investment Center (FIC) at 4859 S.

Wabash.

The purpose of this project is to implement a modern, integrated access control solution that enhances security, improves operational efficiency, ensures compliance with Americans with Disabilities Act (ADA) and cybersecurity standards, and provides advanced reporting capabilities for comprehensive visibility and analytics.

The selected vendor will be responsible for replacing or upgrading existing systems at CHA HQ, providing a full turnkey installation at FIC, at both locations delivering a solution that supports Radio-Frequency Identification (RFID), proximity, and mobile smart credentials, integrating with Microsoft Active Directory for Single Sign-On (SSO), and meeting NIST/ISO cybersecurity standards. The system must include a native web application with robust reporting features.

The selected vendor must ensure seamless migration of legacy data, proper configuration of access levels, uninterrupted operations during transition, and provides comprehensive training and documentation for CHA staff. Additionally, the selected vendor will provide three (3) years of support, including software upgrades, hardware repairs, and preventive maintenance.

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Respondents must submit a proposal that addresses all components of this RFP. CHA reserves the right to select one or more Respondents through this solicitation.

CHA anticipates this upgrade/installation project will occur starting within two (2) weeks of contract execution and completed within ninety (90) days of kickoff.

CHA anticipates it will award a firm fixed rate contract for a base period of three (3) years. No award will be given to a Respondent that is on the list of the Selected Respondent(s) ineligible to receive awards from CHA or the U.S. Federal Government, as furnished from time to time by the U.S. Department of Housing and Urban Development (HUD). CHA anticipates the contract resulting from this RFP to begin in the third quarter of 2026.

ARTICLE III STATEMENT OF WORK/SCOPE OF SERVICES

1. Statement of Work

The Selected Vendor’s upgrade solution must include the following:

A. Site Specific Scope (See Appendix A for additional card reader details)

• Site 1: CHA Headquarters (CHA HQ), which includes entrances at 60 E. Van Buren

(official CHA address) and 333 S. Wabash (main entrance). The Selected vendor shall replace/upgrade the following:

o 1st Floor: Integration of the CHA HQ building turnstile:

o One (1) replacement reader for the Lobby garage, and o One (1) replacement reader near elevator for employee check in.

o 7th Floor: Connection of fourteen (14) replacement card readers (Panels located on this floor).

o 8th Floor: Connection of five (5) replacement card readers.

o 9th Floor: Connection of ten (10) replacement card readers.

o 10th Floor: Connection of six (6) replacement card readers (Panels located on this floor).

o 11th Floor: Connection of ten (10) replacement card readers.

o 12th Floor: Connection of twelve (12) replacement card readers.

o 7th Floor Access Control Panel Centralized hub for floors 7-9 - The existing control panel may require replacement depending on the technical requirements of the system proposed. Selected Vendors shall evaluate compatibility with existing hardware and indicate whether replacement is necessary.

o 10th Floor Access Control Panel Centralized hub for floors 10-12 The existing control panel may require replacement depending on the technical requirements of the system proposed. Selected vendors shall evaluate

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6 Chicago Housing Authority compatibility with existing hardware and indicate whether replacement is necessary.

o 11th floor Ccure Server A Genetec Virtual Machine (VM) is currently being used for Cameras. If necessary, CHA will provide a new VM.

o The selected vendor shall provide all other necessary components needed to ensure a fully operational system.

o Utilize existing infrastructure, adding any additional infrastructure only if required.

• Site 2: Family Investment Center (FIC) – 4859 S. Wabash o As there is currently no access control at this site, the selected vendor is responsible for a full "turnkey" installation:

o MDF: Install access control panel o Front Entrance: Install one (1) new card reader per door, Request-to-Exit

(REX), automatic door openers, and all associated hardware.

o Rear Entrance: Install one (1) new card reader, Request-to-Exit (REX), automatic door openers, and all associated hardware. Door must be ADA compliant.

o Multipurpose Exterior Door: Install one (1) new card reader, Request-to-Exit

(REX), automatic door openers, and all associated hardware. Door must be

ADA compliant.

o Integration: Connect all new hardware at FIC to new system at HQ for centralized management.

o Infrastructure: The selected vendor shall provide and install all required infrastructure for the new system, including cabling, conduit, network drops, power connections, and any supporting hardware necessary for full functionality.

• Sites 1 & 2 o Both sites should operate on the same system with centralized, role‑based management, allowing CHA to assign administration rights for one site or for both sites.

o Selected Vendor shall patch and/or paint all walls impacted by the installation to restore them to their original good condition.

o Connect all new hardware at both locations to new system for centralized management.

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B. ADA Compliance and Approval

• All readers must comply with ADA standards and be compatible with ADA-compliant doors, including doors installed after the reader installation. Relevant guidelines are available on ADA.gov.

C. Acceptance

• All installations must be approved by the CHA.

D. Technical Specifications

• Credential Compatibility: All access control readers shall support triple-technology capability, including Radio-Frequency Identification (RFID), Proximity, and Smart/mobile credentials (Cell Phone/Bluetooth Low Energy [BLE]). The system must support continued use of existing CHA badges utilizing the standard 26-bit format.

Proposed credentials and readers must be fully compatible with existing Blue Sky and Genetec systems.

• Licensing Requirements: The selected vendor shall be responsible for procuring, installing, and recommending all required licenses necessary for each new reader and integrated point across both locations. All licensing required for full system functionality shall be included in the proposal.

• Access Levels: Access shall be assigned using configurable access groups and role-based permissions. All controlled doors shall be configured in a secure ("Locked") state by default. Access shall be granted only to authorized users based on access groups and permission levels defined and approved by CHA

• Integration Requirements: To ensure centralized user management, enhance security through automated onboarding/offboarding, and enable single sign-on (SSO).

Security center/management must integrate with Microsoft Active Directory or Entra

ID.

• Web-Based Administration and Reporting: The system shall provide web-based administration and reporting capabilities, allowing authorized users to manage system configuration, access permissions, and reporting functions through a secure web interface. The solution shall support real-time monitoring, configurable reports, data filtering, scheduled reporting, and export to standard formats (PDF/CSV). All administrative and reporting functions must be accessible via a web browser without requiring additional locally installed client software, plug-ins, or vendor intervention.

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E. Project Timeline & Milestones

• Milestone 1 Project Kickoff & Planning:

o This is to occur within two (2) weeks of contract execution.

o The selected vendor submits detailed project plan, risk mitigation strategy, and migration plan.

o CHA approves timeline and resource allocation.

• Milestone 2 Procurement & Licensing:

o All hardware, software, and licenses delivered and verified.

• Milestone 3 Physical Installation:

o Server setup and initial configuration completed.

o All cabling, readers, controllers, and ADA-compliant door hardware installed at both locations.

o Infrastructure verified.

• Milestone 4 System Configuration & Data Migration:

o All existing data migrated from Ccure to new system.

o Active Directory integration and SSO configured.

o Cybersecurity controls are validated.

• Milestone 5 Testing & Commissioning:

o Integration (Normal/Held Open) o Fully functional testing (badge reads, alarms, failover, reporting).

o CHA sign-off on acceptance.

• Milestone 6 Training & Documentation Delivery:

o CHA Staff training completed.

o “As-built” documentation and administrative guides delivered.

F. Scope of Services The selected vendor’s responsibilities shall include, but are not limited to, the following:

• Project Plan: Provide a project plan with timelines ensuring that door access will remain available during transitions.

• Network Access: Provide network drops for new installation and configure IP addresses for controllers on the CHA network. Replacement controllers should use the IP addresses of the existing controllers.

• Existing Equipment: The selected vendor must ensure all existing systems remain online and fully operational until the conversion is complete and they are no longer required. After migration to new system, Ccure server is to remain powered on but isolated for one (1) year and six (6) months (1.5 years). If systems operate in parallel during the replacement, the selected vendor shall provide a detailed plan that guarantees changes can be applied consistently to both site’s systems without

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9 Chicago Housing Authority disruption and access rights are properly granted and restricted on both site’s systems during the transition, ensuring no unauthorized access and maintaining security compliance pursuant to this RFP.

• Site Access: Facilitate access to all floors (1, 7–12 at CHA HQ) and the FIC exterior doors during installation hours.

• Compliance: All installation work must fully comply with all applicable building codes, electrical standards, and safety regulations.

• Infrastructure: The selected vendor shall provide and install all required infrastructure for the new system, including cable, conduit, network drops, power connections, and any supporting hardware necessary for full functionality.

• Integration: The selected vendor will ensure the seamless integration of new components into the existing network, the disposal of outdated equipment, and compliance with environmental regulations.

• Training: The selected vendor will provide comprehensive training for CHA staff to support system maintenance and troubleshooting. This includes a minimum of a two

(2) hour training session to be recorded and provided to CHA.

• New Equipment: The selected vendor will be responsible for procurement, configuration, installation, testing, and documentation of all equipment.

• Legacy System: Migrate all existing personnel data, active badge credentials, access levels, and door group assignment from Ccure to new system. The selected vendor must provide plans for access during migration.

• Removal and Disposal of Old Equipment: The selected vendor will ensure that old equipment is disposed of in an environmentally responsible manner, complying with all applicable laws and CHA policies.

G. Deliverables

• A fully functional, licensed system at each site.

• Provide a detailed project timeline, including key milestones for equipment delivery, installation, testing, and final approval.

• "As-built" documentation including a map of reader locations and controller wiring.

• Successful testing of all door readers including badge reads, alarms states, logging/reporting, and failover.

• Provide training and training documents.

• Securely migrate existing HID badge numbers, PIN codes, and biometric templates (if applicable) associated with each user profile.

• Three (3) years of maintenance and support, covering break/fix services for all hardware, software, and integration issues. This includes all software and firmware upgrades, as well as regularly scheduled preventive hardware maintenance with at least quarterly patching and firmware updates.

• The selected vendor must provide reasonable Service Level Agreements (SLAs) for response times and clearly defined escalation procedures. Minimum support requirement: 8x5 Next Business Day (NBD) repairs.

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10 Chicago Housing Authority o All equipment must come with a minimum one (1) year warranty, covering hardware defects and software issues.

• The systems run concurrently until the full transition and cleanup.

H. Acceptance Criteria

The project will be considered complete when all deliverables are met, tested, and accepted by CHA.

• System Functionality o All installed card readers, controllers, and associated hardware operate as specified.

o ADA-compliant door integrations function correctly.

o Access levels and clearance filters are configured per CHA requirements.

o Active Directory integration and Single Sign-On (SSO) are fully operational.

o Reporting features tested and sample report provided.

o Provide report showing all card readers up and functional.

• Data Migration o All legacy data (personnel, badge credentials, access levels, door groups) successfully migrated from Ccure to the new system.

o Data integrity verified post-migration with no loss or corruption.

o Selected Vendor must retain and migrate all active credential data and minimum past ninety (90) days of access control event history, unless otherwise directed by CHA.

• Cybersecurity Compliance o Encryption standards (AES-256, TLS 1.2+) implemented for data in transit and at rest.

o MFA enabled for administrative accounts.

o Logging and audit trails active for all access and administrative actions.

• Reporting Capabilities o Web applications provide advanced reporting features:

o Standard reports including access granted/denied events, door activity, alarm events, and credential usage history.

o Operational reports showing controller status, reader health, device communication, and system events.

o Audit reporting for administrative actions, configuration changes, and access permission updates.

o Configurable filters and custom report creation.

o Export options including PDF and CSV/Excel formats.

o Automated scheduled reporting with email distribution (preferred).

o Real-time event monitoring and dashboard visibility.

• Infrastructure o All cabling, network drops, and power connections installed and tested.

o A site visit will be provided before the required quote submission to allow vendors to determine the length and type of cable needed, as well as any other infrastructure requirements.

o Connectivity to CHA’s existing infrastructure confirmed.

• Training & Documentation o CHA staff trained on system operation and reporting features.

o Complete documentation provided, including:

o “As-built” diagrams

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11 Chicago Housing Authority o Administrative guides o Troubleshooting procedures

• Testing & Commissioning o Fully functional testing completed:

Badge reads Alarm states Failover scenarios o CHA sign-off on acceptance checklist.

• Support Commitment o Three (3) year maintenance and support agreement in place approved by CHA, including:

Software and firmware upgrades Hardware repairs Preventive maintenance o Respondents must provide SLAs meeting or exceeding CHA standards: four

(4) hour onsite emergency response and next-business-day non-emergency resolution.

3. Statement of Work and Scope of Services Support from CHA CHA will provide the following support and resources to Selected Respondent to facilitate successful project execution:

• Pre-Selection Site Visit and Infrastructure Assessment o CHA will schedule and host site visits prior to vendor selection to allow Respondents to assess existing infrastructure, confirm installation requirements, and determine accurate pricing.

o CHA will provide available documentation of current systems.

• Site Access and Coordination o Provide access to all designated areas at CHA Headquarters (60 E.

Van Buren / 333 S. Wabash) and the Family Investment Center (4859 S. Wabash) during agreed installation times.

o Coordinate with CHA HQ building management and security to ensure vendor entry and compliance with building protocols.

• Installation Coordination o Assign a CHA project liaison to coordinate installation activities, minimize disruption to daily operations, and facilitate communication between CHA departments and the selected vendor.

o Ensure CHA staff availability for integration tasks, including Active Directory configuration and user onboarding.

• Data and System Access o Provide necessary access to legacy systems (Ccure) for data migration, including personnel records, badge credentials, and access levels.

o Grant network access for controller IP configuration and integration with CHA infrastructure.

• Approval and Compliance Support

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12 Chicago Housing Authority o Assist in scheduling required meetings with CHA HQ building engineers and provide guidance on documentation needed for selected vendor approval at CHA HQ building.

o Communicate any changes to CHA HQ building compliance requirements promptly.

• Testing and Acceptance Participation o Participate in functional testing, commissioning, and acceptance review to validate system performance and ensure compliance with CHA standards.

• Training and Knowledge Transfer o Provide staff for training sessions and ensure attendance for system operation and reporting features.

ARTICLE IV GENERAL INSTRUCTIONS

A. Acceptance of Proposals

Proposals in response to this RFP must be received (electronically) through the CHA Supplier Portal. Proposals must be received electronically no later than the date and time listed in the solicitation. Proposals submitted after the designated date and time will not be accepted for any reason.

CHA reserves the right to accept or reject any or all proposals, issue addenda, or to waive any informalities. A Respondent whose proposal fails to fully comply with the requirements of the RFP may be determined to be non-responsive and excluded from further consideration.

B. Time for Receiving Proposals

Proposals received prior to the due date and time will be maintained in a secure place, unopened.

No proposal received after the deadline set forth on the cover page of this RFP will be considered.

Proposals will not be publicly opened. Once submitted, proposals will become the property of

CHA.

C. Right To Cancel

CHA reserves the right to cancel this procurement process whenever the best interest of CHA is served. CHA shall not be liable for costs incurred by Respondents associated with this procurement process.

D. Addenda

Any interpretations, corrections, or changes to the RFP will be made by addenda issued by CHA.

Any addenda that are issued will be provided to prospective Respondents, posted on the CHA’s Supplier Portal at: https://supplier.thecha.org, and noticed on the CHA website. It is the responsibility of the Respondent to inquire of the issuance of any addenda. Respondents shall acknowledge receipt of all addenda in the cover letter of the response. If CHA determines this RFP should be modified, it will inform all prospective Respondents by distributing addendum/addenda to this RFP before the date set for receipt of proposals.

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E. False Statements

Any false statement(s) made by the Respondent (s) will void the response and eliminate the Respondent(s) from further consideration.

F. Withdrawal of Proposals

Proposals may be withdrawn by written request by the Respondent. A written withdrawal of a Proposal must be received, prior to the time set for opening of Proposals. A Respondent’s negligence in preparing a Proposal creates no right of withdrawal or modification after the date and time set for opening of the Proposals.

G. Award of Contracts

CHA may award one or more Contracts according to the Evaluation Criteria contained in this RFP to responsible and responsive respondents, provided their Proposals are in the best interest of CHA. The Selected Respondent(s) will be notified at the earliest practical date. Each award may be subject to HUD approval. No award may be made to a contractor or firm that is on the list of contractors ineligible to receive awards from CHA or the United States, as furnished by HUD.

CHA reserves the right to reject any and all proposals and reserves the right to secure services solicited by this RFP by means of non-competitive procurement in accordance with §2 CFR 200.320 (c) or to re-solicit competitive proposals.

H. Notice of Contract Award

Unsuccessful Respondents will be notified in writing after an award of contract has been made by the Contracting Officer and/or Board approval, if required.

I. Right to Protest

In accordance with CHA’s Procurement Protest Procedures (copies may be obtained by contacting the department of Procurement and Contracts), all protests regarding this solicitation document must be filed no later than five (5) business days before the due date for proposals. All other protests regarding the evaluation of proposals or award of contract by the Authority must be filed no later than ten (10) business days after the notice of contract award. Any protest filed after such date will not be considered.

J. Preparatory Costs

All costs incurred in the preparation and presentation of Proposals shall be wholly borne by each Respondent. All supporting documentation and manuals submitted with each Proposal will become the property of CHA unless otherwise indicated by the Respondent at the time of submission. CHA is not liable for any costs incurred by any Respondent prior to issuance of a Notice to Proceed.

K. Confidential Material

Any material submitted by a Respondent as part of a proposal that is to be considered confidential must be clearly marked as such but may be subject to disclosure under applicable law.

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L. Subcontract / Sub consultants

All subcontractors proposed to be used under the Contract must be identified within the proposal.

If the proposed services include the use of subcontractors, CHA will hold the prime contractor responsible for the proposed services to be provided by the subcontractors.

M. Minimum Wage Requirements

Any award under this solicitation shall be subject to the current local minimum wage requirement and prevailing wage determination for CHA. The minimum wage requirements shall be specifically incorporated as a contractual requirement in any award and agreement resulting from this solicitation for any of the Selected Respondent’s covered employees. The Respondent must take the minimum wage requirement and prevailing wage determination for CHA into consideration in determining its staffing plan for services to be performed or provided by the Respondent under its fee proposal and other submittals. Note that Federal wage determinations (either Davis-Bacon or HUD-Determined Wage Rates) preempt any conflicting State prevailing wage rate or the minimum wage requirement when the State prevailing wage rate or the minimum wage requirement is higher than the Federally imposed wage rate (24 CFR 965.101).

N. Disclosure Certification

The Contractor shall be required to make the following certification, which is included in the Contractor’s Affidavit, a required submittal to be executed and notarized.

The Contractor certifies to the best of its knowledge and belief that it, its principals and any subcontractors used in the performance of this contract, meet the Agency requirements and have not violated any City or sister agency policy, codes, state, federal, or local laws, rules or regulations and have not been subject to any debarment, suspension or other disciplinary action by any government agency. Additionally, if at any time the contractor becomes aware of such information, it must immediately disclose it to the Agency.

The recommended firm(s) will be required to disclose the following information at the appropriate time during the solicitation process: Vendors’ other business relationships including but not limited to: Board affiliations, positions or board memberships with all other non-profit, government and other Chicago businesses.

O. Disqualify for Conflict of Interest

CHA reserves the right to disqualify any Respondent on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to CHA. This disqualification is at the sole discretion of CHA. Any Respondent submitting a proposal herein waives any right to object to such disqualification now or at any future time, before any body or agency, including but not limited to, the Board of Commissioners, City Council of the City of Chicago, Mayor’s Office of Chicago or any company.

P. Participation by other Local Government Agencies

Other local government agencies (“Local Government Agencies”) may be eligible to purchase Services pursuant to the terms and conditions of this Contract if such agencies are authorized, by law or their governing bodies, to execute such purchases, and if such authorization is allowed by the Chicago Housing Authority Contracting Officer, and if such purchases have no significant

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15 Chicago Housing Authority net adverse effect on CHA and result in no observed diminished ability on the Bidder to provide the Services to CHA or user departments pursuant to such purchases. Local Government Agencies shall include without limitation: City of Chicago, Chicago Park District, Chicago Public Schools, Chicago Transit Authority, City Colleges of Chicago. All purchases and payment transactions shall be made directly between the Bidder and the requesting Local Government Agency; CHA shall not be responsible for payment of any amounts owed by any Local Government Agency to Bidder. CHA assumes no authority, liability or obligation on behalf of any Local Government Authority.

Q. Bribery, Price Fixing, or Fraud

No person or business entity shall be awarded a contract or subcontract for a period of five years from the date of conviction or entry of a plea or admission of guilt, if that person or business entity:

1. has been convicted of an act committed of bribery or attempting to bribe an officer or employee of a unit of state or local government or school district in that officer’s or employee’s official capacity; or

2. has been convicted of an act of bid-rigging or attempting to rig bids as defined in the

Sherman Anti-Trust Act and Clayton Act (15 U.S.C. §1 et seq.), or under the laws of the State of Illinois; or has been convicted of an act of price-fixing or attempting to fix prices as defined by the Sherman Anti-Trust Act (15 U.S.C. §1 et seq.) or under the laws of the State of Illinois; or

3. has been convicted of defrauding or attempting to defraud any unit of state or local government or school district; or

4. has made an admission of guilt of such conduct as set forth in subparagraph 1 through 3 above, which admission is a matter of record, whether or not such person or business entity was subject to prosecution for the offense or offense admitted to; or

5. has entered into a plea of nolo contendere to charges of such conduct, as is set forth in subparagraphs 1 through 3 above.

For purpose of the Paragraph, “business entity” means a corporation, partnership, trust, association, unincorporated business or individually owned business. Where an official, agent or employee of a business entity committed the acts as set forth in subparagraphs 1 through 5 above on behalf of such entity and pursuant to the direction or authorization of a responsible official thereof, the business entity shall be chargeable with the conduct and be disqualified.

A business entity shall also be disqualified if it employs as an officer any individual who was an officer of another business entity at the time the latter committed a disqualifying act as set forth in subparagraphs 1 through 5 above.

A business entity shall also be disqualified if any owner directly or indirectly controls 20% or more of the business entity and was an owner who directly or indirectly controlled 20% of another business entity at the time, such business entity committed a disqualifying act as set forth in subparagraphs 1 through 3 above.

Any contract found to have been awarded in violation of this Paragraph may be voided at the discretion of CHA.

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ARTICLE V SUBMITTAL REQUIREMENTS

A. Format

Respondents shall present their proposals as a firm offer which, if accepted by CHA in its entirety, shall be binding between the parties. Electronic responses submitted via the CHA Supplier Portal at https://supplier.thecha.org only require one (1) complete proposal. The Respondents must also include an indexed version of each submittal section of the electronic proposal shall be formatted, labeled and separated into a different file.

Note: There is no maximum file capacity size when uploading attachments in the Supplier Portal. If you receive an error message that states the “Maximum size is: 50” while uploading an attachment in the Supplier Portal, that error message is referring to the file naming size. The name of your file cannot be more than 50 characters.

Proposals not containing all the submittal requirements (See Attachment C – Vendor Submission Checklist) may be deemed non-responsive to this RFP.

B. Cover Letter and Executive Summary Form

A cover letter shall be submitted on the Respondent’s letterhead, signed by a principal and the joint venture partner, if applicable. The cover letter must contain a plan explaining how services will be performed; a commitment to provide the services described in the Scope of Services of this RFP; and indicate that the offer is good for one hundred-eighty (180) days from submittal of proposal. In the cover letter, the Respondent shall also include an acknowledgement that the Respondent has read and understands the requirements of the RFP including, but not limited to, the terms and conditions of the attached Standard Professional Services Agreement (refer to Article IX), CHA’s Contract Requirements, and Insurance requirements, and will comply with these requirements if awarded a contract. Proposers and Bidders shall also include the Executive Summary Form (Article X).

C. Qualifications and Experience

1. The Respondent shall submit evidence of the firm’s ability to perform the work, as indicated by profiles of the principals and a description of the staff’s professional and technical competence, for those principals and staff members who will be involved in the work requested herein.

2. The Respondent must describe its qualifications, resources and experience as it pertains to the requested services. The Respondent must demonstrate it has the experience and capacity to complete all of the required services, whether they are conducted at the same time or separately.

3. Respondent’s proposal shall include the following information: (1) the legal name of the firm, (2) a description of the primary area of expertise of the firm, (3) the names of the firm’s principal(s), (4) the address, telephone number and names of individuals to be contacted, (5) the size of the enterprise, (6) all of the firm’s registration/license numbers(s) in Illinois, (7) the length of time the firm has worked

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17 Chicago Housing Authority in its area of expertise generally, and in Illinois if different for a different length of time, and (8) the firm may submit a general brochure of their work.

D. Approach/Work Plan

The Respondent must provide a narrative describing its approach to the Statement of Work including, but not limited to, project management systems to be utilized, plans for effective communications including reporting tools, timeline, and specific approaches to technical problems that may lead to cost savings for CHA. At a minimum, Respondents should address the information outlined below:

1. The Respondent shall clearly articulate in the work plan how it will provide the required Services as outlined in the Statement of Work. Joint ventures shall clearly identify in the work plan the roles and responsibilities of each party to the joint venture.

2. The Respondent shall demonstrate in the approach/work plan that it understands the Statement of Work and all tasks required to perform the Statement of Work.

3. The Respondent shall demonstrate in the work plan its plan to integrate CHA staff into its overall strategy to perform the Scope of Services.

4. The Respondent shall include in its work plan a clear process for obtaining building vendor approval for The Red, located at 333 S. Wabash Avenue (with an additional entrance at 60 E. Van Buren Street), if not already approved. This process should outline steps to meet current requirements, which include providing a valid Certificate of Insurance and scheduling a meeting with a building engineer. The Respondent shall provide all documentation required at the time of applying to become an approved vendor. These requirements are subject to change.

E. Work History with CHA and other Local Public Agencies

Respondent must list and briefly describe any past work history with CHA and other Local Public Agencies, including the specific project worked on or the specific products delivered to CHA. The project descriptions shall include, at a minimum, the scope of work performed, the location, dollar value, and list the Respondent’s key personnel on the project. For each project listed, the Respondent shall provide the client’s name, the contact person and their title, address and phone number. Indicate N/A if Respondent does not have any work history with CHA and other Local Public Agencies.

F. Past Performance

The Respondent must provide a minimum of three (3) and a maximum of five (5) project descriptions that best demonstrate the Respondent’s ability to perform the work outlined in the Scope of Services including work performed for CHA as one of the projects identified. The Respondent shall include a maximum one-page narrative for each project description to address, at a minimum, the following:

1. The scope of work performed, the location, dollar value (awarded versus received or reimbursed), the cost per participant, and list the Respondent’s key personnel on the project.

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2. Demonstrated success in previous and current work and how that work relates to success on this project.

3. Description of the qualitative and quantitative outcomes related to each project, whether or not they met the contract benchmarks, and if applicable, why the benchmarks were or were not achieved.

4. Demonstrated history of completing projects within the awarded budget and timeline of those projects.

5. Highlighted in each of the descriptions should be a summary of challenges encountered and how they were overcome.

6. Performance measures of the program’s demonstrated ability to meet the indicators included in the proposal.

7. Disclose any contractual defaults and how they were cured including CHA and non-CHA contracts.

G. References

Proposers are required to provide at least three (3) references, excluding CHA, from within the past three (3) years for projects and areas of responsibility similar to those the Respondent desires to provide herein. Please include company name, contact person, mailing address, telephone number and email address. Please include a brief but detailed explanation of services provided and submit with your proposal. CHA will email any questions to the references included in your submission. Please inform your references that they will be contacted by CHA.

(Attachment E)

H. Organization Structure and Key Personnel

1. The Respondent must provide the name and resume of the program executive that will be accountable for the CHA project. Key Personnel shall not be replaced without the prior written approval of CHA.

2. The Respondent must provide an organization/structure chart and include its key technical and consulting personnel who will be assigned to the CHA project team along with their resumes and provide the following information including, but not limited to:

i. Detail concerning each primary team member working with the Respondent, as well as those working in a subcontracting capacity. List all current projects that each primary team member may be working on during the term of the Contract, and indicate which team member will have primary responsibility for the CHA account;

ii. Correlation of team members to the tasks each will be performing;

iii. Describe previous, related experiences and projects (preferably public housing); and

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iv. Technicians must provide documented proof of current certification for the access control product they are installing, if such certification is available.

Certification must be issued by the product manufacturer or an industry-recognized body

v. Technicians must have a minimum of 3 years of experience installing similar systems.

vi. If Respondent proposes staff to work on the CHA account who are not located in a Chicago area office (within 25 miles of the city), indicate their office location.

3. If a Respondent is planning to joint venture or subcontract with other companies, incorporate the relationship on the organization chart and provide letters of interest from those firms, the names and credentials of their principals and key personnel, and include their resumes along with evidence of any required licenses. The Respondent should describe the roles and responsibilities of their subcontractors, including the key personnel as they relate to the Scope of Services for the RFP.

I. Fee Proposal Form (refer to Attachment A)

Respondent must complete the Fee Proposal Form in its entirety and return it with this RFP package (refer to Attachment A).

J. Insurance Requirements

The Respondent must submit a current certificate of insurance in the form required by this RFP.

At the time of contract award, the Selected Respondent shall be required to provide an updated certificate of insurance, and all required endorsements adding CHA and any other required party as an additional insured, meeting the CHA’s minimum insurance requirements in Article VI.

K. Joint Venture Agreement

Firms entering into a joint venture must submit a copy of its joint venture agreement and all required submittals must be signed by a principal of each joint venture partner including, but not limited to, subcontractors’ information submittals, and MBE/WBE/DBE and Section 3 Utilization Plans. Indicate N/A if Respondent will not be part of a joint venture agreement.

L. Liens, Suits, Disputes, Defaults and Judgments

Respondents shall include a detailed description of any disputes they currently are involved in, as well as, a complete list of any lawsuits, disputes, defaults and judgments occurring within the last five (5) years, and all current liens, lawsuits, disputes, defaults, and judgments pending including Fair Housing claims, regulatory or tax credit violations. Indicate N/A if Respondent does not have any disputes, lawsuits, judgments, disputes, defaults or liens described above.

M. Audit Findings and Other Compliance Reports/Evaluations

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Respondents shall submit to CHA’s Department of Procurement and Contracts any third party reports or evaluations of Respondent’s compliance with any applicable laws, rules, regulations, policies procedures, contract provisions, or requirements with respect to Respondent’s performance of services similar in nature to those being solicited by this RFP in the past five years, including, but not limited to, any and all final findings made by an Office of the Inspector General (“OIG”) or Internal Auditor (including those conducted by CHA’s Inspector General and/or CHA’s Internal Auditor) with respect to Respondent’s performance of services, compliance with terms of a contract, findings in an Administrative or Internal Investigation, or any findings of failure to cooperate in an OIG inquiry or with Internal Auditors. Indicate N/A if Respondent does not have any findings described above.

N. Debarment Statement

Respondent shall submit a statement that the Respondent, its joint venture partner, if applicable, its subcontractors, vendors and staff are not debarred, suspended or otherwise prohibited from conducting business with any Federal, State or local agency.

O. Economic Disclosure Statement

Respondents must complete the economic disclosure statement and affidavit. The economic disclosure forms must be completed by the Respondent and all subcontractors in its entirety and notarized. Privately held firms and not-for-profit organizations must disclose the board of directors/corporate officers. All firms must disclose the percentage of ownership. Failure to provide complete ownership information may cause your response to be deemed non-responsive.

P. Financial Information

The Respondent/Financially Responsible Party shall demonstrate its financial responsibility by submitting the most recent two years of audited, reviewed or compiled financial statements prepared by a third party licensed Certified Public Accountant (CPA). Listed below are the minimum acceptable required documents based upon the amount of the procurement:

The Respondent must provide Financial Statements, which are compiled, reviewed and/or audited as defined below (which may be subject to different levels depending upon the Respondent’s proposal and the projected contract value of the award), and which consist of:

o Accountant’s Report o Balance Sheet (last 2 years) o Income Statement (last 2 years) o Cash Flow Statement (last 2 years) o Financial Statement Footnotes (if applicable)

For proposals or contracts awards valued at less than $500,000, the Respondent must…