Draft_RFP_-_Resident_Trainee_Program.pdf

Sacramento Housing and Redevelopment Agency

Request for Proposals

Resident Trainee Program

RFP #

Date:

Contents:

Cover Page The Project Page 1 Scope of Services Page 2 Submission Procedures, Requirements and Selection Process Page 4 Attachment A – Job Titles and Descriptions Page 9 Attachment B – SHRA Insurance Requirements Page 10 Attachment C – First Source Program Page 13 Attachment D – Sample Contract Page 16 Attachment E – Fee Schedule Page 28 Attachment F - Instructions to Offerors – HUD Form 5639-B Page 29 Attachment G - Certifications and Representations of Offerors - Page 31 HUD Form 5369-C

The Project

Introduction

The Sacramento Housing and Redevelopment Agency (SHRA) is soliciting qualified firms to submit proposals to provide Payroll/Human Resources Services for our Resident Training Program. It is the intent of SHRA to select one (1) firm as the primary provider for resident trainee services.

Individuals in Housing Authority Resident Training programs consist of thirty (30) to forty (40) participants at any given time during the life of the contract and are rotated every two (2) years – upon successful graduation of the program.

Temporary Staffing Services – RFP # 2013040-WW

Scope of Services

Housing Authority Resident Training Program

SHRA is required by the U.S. Department of Housing and Urban Development (HUD) to provide employment training opportunities for public housing residents and low income individuals. For these training programs SHRA will recruit, test and score the candidates. A service that SHRA will require of the selected firm in addition to a general “payroll service” for those individuals working in SHRA training programs is to provide daily human resources general service including but not limited to performance coaching/ counseling, performance and attendance management, sexual harassment training, safety training, and workplace professionalism. The selected firm should also be able to help provide resume writing workshops, or assist with any other skills or training necessary for them to be better prepared to secure future job placement once the trainees successfully complete the two (2) year training program.

1. Clerical (Inbound call center and general office)

2. Janitorial (commercial)

3. Janitorial (residential)

4. Painters

Potential Future Programs:

Maintenance Landscaping

Insurance Requirements

During the term of the contract, the selected firm shall maintain the following insurance coverage from insurance providers licensed to do business in California and having a Best’s rating of at least A-VII, or a rating of such other service as SHRA, in its sole discretion, shall require. The same insurance requirements apply to any and all subcontractors the selected firm may employ.

1. Commercial General Liability – A policy of comprehensive general liability insurance which shall include, without limitation, coverage for contractual liability, public liability and property damage, written for not less than $1,000,000 per occurrence for all covered losses and $2,000,000 general aggregate and having a deductible of Twenty-five Thousand Dollars ($25,000) or less.

2. Automobile Liability – If motor vehicles are used in performing services in connection with this contract, a policy of automobile liability insurance written for not less than the liability coverage stated. For owned, nonowned and hired autos, written for not less than $300,000 or more of automobile liability coverage having a deductible of Five Thousand Dollars ($5,000) or less.

3. Workers Compensation – A state approved Workers Compensation and Employers

Liability Insurance policy providing benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease, which covers all employees of the contractor and each and every subcontractor.

On the Commercial General Liability and Automobile Liability Insurance policies; the “Sacramento Housing and Redevelopment Agency and its constituent entities” shall be listed as additional insureds. All insurance certificates and the underlying policies shall each contain a provision stating that coverages afforded under the policies can only be cancelled after thirty (30) days prior written notice has been given to SHRA of the pending cancellation and within ten (10) days for non-payment. A current certificate of insurance shall be maintained at the Procurement Services Division office, 801 12TH Street, Sacramento, CA.

95814, during the term of the contract.

With NO EXCEPTIONS, all of the insurance requirements listed above must be met prior to the selected firm being awarded a contract for the services requested in this RFP. The selected firm may request a waiver from SHRA’s Legal Department for some of the insurance requirements; however, should the request be denied no contract will be awarded. Do not submit proof of insurance with your proposal. Complete SHRA Insurance Requirements are provided for your review as Attachment B.

Sub-Contracting and Section 3 Job Opportunity Requirements:

SHRA highly encourages participation by local qualified firms and contractors in all aspects of contracting. SHRA actively encourages participation of Small Business Enterprises (SBE), Minority and Women Owned Business Enterprises (M/WBE), and Section 3 businesses in all aspects of contracting.

During the term of this contract, should the selected firm have the need to subcontract any portion of the work, to the greatest extent feasible, the firm has the responsibility of demonstrating its efforts to solicit Section 3 businesses and M/WBEs.

Additionally, the purpose of Section 3 of the Housing and Urban Development Act is to ensure that employment and other economic opportunities generated by certain HUD financial assistance shall, to the greatest extent feasible, and consistent with existing Federal, State and local laws and regulations, be directed to low-and very low-income persons, particularly those who are recipients of government assistance for housing, and to business concerns which provide economic opportunities to low-and very low-income persons.

SHRA’s purpose is to have all contracts provide economic opportunities to low- and very low-income residents.

The selected firm will be expected to assist in the recruitment and training of low- and very low-income residents to fill temporary positions at SHRA.

SHRA is developing a website which will be utilized by the First Source Program (Attachment C). The program is designed to have residents go to one source for training and job referrals.

It also provides one location for prospective employers to find low-income employees. SHRA is partnering with other job service providers for the Program. The selected firm will be expected use the Program to identify qualified employees.

Definitions:

(1) Section 3 Resident

a. Public housing residents

b. Persons who live in the Local Area (within the boundaries of the City and

County of Sacramento) where a HUD assisted project is located and who is considered to be a low- to very-low income person (have a household income that falls below HUD’s income limits). HUD income limits are provided on the New Hire Questionnaire.

(2) Section 3 Business

a. 51% or more owned by Section 3 residents; or

b. Employs Section 3 residents for at least 30% of its full-time, permanent staff; or

c. Provides evidence of a commitment to subcontract to Section 3 business concerns, 25% or more of the dollar amount of the awarded contract to businesses that meet the qualifications set forth in items (1) or (2) above.

Contract

It is the intent of SHRA to award an initial contract for a one (1) year period, with the option to add four (4) additional one (1) year periods. The additional periods are at the sole discretion of SHRA based on the firm’s performance, SHRA needs and availability of funds.

Prospective firms are advised to review the contract agreement and its attachments before submitting their proposals. A sample contract and attachments are provided in Attachment C.

Submission Procedures, Requirements and Selection Process

Contact

All questions and requests for clarification concerning the project are to be directed to:

Tracy Knighton – Sr. Human Resources Analyst

(916) 440-1359 - Phone tknighton@shra.org

All questions concerning submittal procedures, requirements and selection procedures are to be directed to:

Do not contact other SHRA employees or Selection Committee members regarding this project or the selection procedures. SHRA will not be responsible for oral or other explanations / interpretations of the RFP document or procedures

Pre-Proposal Meeting mailto:tknighton@shra.org

A Pre-Proposal meeting will be held on in the SHRA Commission Room, at 801 12th Street, Sacramento, CA 95814. The Pre-Proposal meeting is not mandatory; however firms interested in submitting proposals are encouraged to attend.

Time and Place for Submission of Proposals

Firms interested in providing services for this project shall closely examine the specific submittal requirements and submit four (4) bound copies of their proposal to:

Sacramento Housing and Redevelopment Agency RFP #– Temporary Personnel Services Attention: – Procurement Services 801 12th Street Sacramento, CA 95815

All proposals must be received no later than 2:00 P.M. on. If the proposal is late, incomplete or lacking in the number of copies required, that firm will be eliminated from consideration. Postmarks, e-mails and faxed proposals will not be accepted. After selection and execution of the contracts all information and materials provided in each submittal received is subject to disclosure through a Public Records Request pursuant to the California Public Records Act.

Proposal Format

Proposals are to be bound, standard sized (8.5” x 11”) pages. Be sure to fully address each item listed below as part of your RFP submittal. To facilitate review by the Selection Committee, please submit information in accordance with the following format, identifying each item, in order, by the appropriate number and letter. The total allowable length of all proposals may not exceed twenty (20) pages inclusive of your cover letter and exclusive any folder or cover. Number each page.

1. Provide a one (1) page cover letter introducing your firm, executed by an authorized signatory of the firm.

2. Provide the name, title, contact information and a brief resume of the person(s) that will be SHRA’s designated point of contact.

3. Statement of understanding of the services requested, including a narrative describing your plan for addressing the requirements of the RFP.

4. Describe your safety and on-the-job injury prevention orientation process when new trainees are pay rolled through you firm.

5. Describe your sexual harassment/workplace violence prevention training that you can provide to the trainees .

6. List the benefits given, if any, to the trainees and the timelines required to earn those benefits (vacation/holiday pay, medical/dental coverage, etc.).

7. Provide a copy of your billing statement and indicate any flexibility that will allow

SHRA’s Finance Division to determine the trainee’s name, exact work location, classification title, trainee’s billing rate, and cost codes listed for each trainee .

8. Provide at least three (3), no more than five (5), current references (within the last two years) with appropriate contact information. List only references of similar type that you have included in this proposal.

9. Complete and submit Attachment D (Fee Schedule).

10. Print out, complete and return as part of your submittal Attachment F – Certifications and Representations of Offerors - HUD Form 5369-C (2 pages). Required to be considered for award of contract.

Selection Process

1. Based upon information provided during this process, a Selection Committee will select the most qualified firm(s) for this project.

2. A Selection Committee will be established according to SHRA policy. Members of the

Selection Committee will be provided copies of each proposal received. Each member will evaluate each submittal individually.

3. In order of priority, the written proposals will be evaluated based upon the following:

• Experience in providing similar services

• Knowledge of SHRA and the services we provide and clientele we serve

• Diversity outreach efforts/demonstrated commitment to equal opportunity hiring

• Training provided to trainees pay rolled through your firm

• Benefits available

• Fee schedule

4. Review of the qualification statements will follow the submittal deadline. The Selection

Committee is anticipated to rank the firms directly from the written materials. However, SHRA reserves the right to request clarifications or additional information from any or all firms. Additionally, if deemed necessary and at the sole discretion of the Selection Committee, oral interviews will be scheduled at a later date and final selection made after interviews.

5. SHRA intends to award a contract to the firm which SHRA determines to be the most responsive to the requirements of the RFP and who can accomplish the requirements set forth in this RFP in a manner which is overall most advantageous to SHRA. In this context, considering technical expertise, experience, price and other factors, SHRA specifically reserves the right to award to a firm other than the one with the lowest fee proposal.

6. Should any offeror wish to protest the final selection, they shall have ten (10) calendar days after the date of the selection letter to submit to SHRA a written protest. The written protest shall be full and complete; specifying in detail the grounds of the protest and the facts supporting the protest or it will not be considered. Any offeror who has a legitimate protest must provide evidence that the awarded offeror is not qualified. Protest letters are to be sent to:

Attn: Procurement Services Supervisor 801 12th Street, 2nd Floor

Sacramento, CA 95814

All protests shall be resolved in accordance with SHRA’s protest policy and procedures, copies of which are maintained at SHRA and available upon request.

Award of Contract

After the Selection Committee has determined the final rankings, SHRA will begin to negotiate a contract with the top ranked firm. If SHRA is unable to negotiate a satisfactory agreement, it will undertake negotiations with the next ranked firm and so on until a satisfactory agreement can be reached. Prospective firms are advised to review the contract agreement and all attachments provided with this RFP, before submitting their proposals.

SHRA Rights, Options, and Policies

1. SHRA reserves the right to decide that one or more Offerors is more responsive than the others and to select after review of the written submittals only.

2. SHRA reserves the right to reject any and all submissions, to waive any error or immaterial inconsistencies in the submissions, request additional information, or issue additional requirements throughout the selection process. It is the responsibility of the Offeror to verify that all necessary information is submitted by the due date. SHRA shall be the sole judge of the immaterial inconsistencies, and its decision shall be final. If any submission is late or incomplete in any way, that team will be eliminated from consideration.

3. SHRA reserves the right to modify any portion, postpone or cancel this RFP at any time, and/or reject any and all submissions without indicating any reason. No submission documents will be returned.

4. SHRA reserves the right to reject individual team members, firms, and request substitution without indicating any reason prior to contract award.

5. SHRA highly encourages participation by local qualified firms and contractors in all aspects of consultant contracting unless the project requires unusual or highly specialized services.

6. SHRA actively encourages participation of small, minority and women owned business enterprises in all aspects of contracting.

7. No compensation is offered for any work related to this selection process. Submissions are entirely voluntary. All original documents including electronic files become the property of SHRA. After selection and execution of the contract all information and materials provided in each submittal received is subject to disclosure through a Public Records Request pursuant to the California Public Records Act.

8. Materials contained in each proposal will be considered proprietary until selection.

Following selection, however, the contract scope of work may be amended by SHRA and negotiated based upon ideas provided by any source.

9. In accordance with federal and state laws, SHRA does not discriminate on the basis of race, color, national origin, gender, sexual orientation, religion, age, veteran's status or disability in the provision of services.

10. Procured consultants / contractors will not be considered SHRA personnel and SHRA assumes proposal of certain personnel to be a statement of their availability to do the work.

11. SHRA reserves the right to select more than one respondent, to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of SHRA’s choosing.